Hosting an Event

~ Choosing a Date

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Pick a date that doesn’t conflict with any existing Hatter events or any public holidays.  Make sure to check the upcoming events and our Facebook Group events. If your event is a large one that interstate Hatters might like to attend, make sure it’s not on when any other large events are on (in any State)
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~ Venues

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Choose a venue that has good parking and ideally good facilities for those with mobility issues and access to public transport. If serving food, check they can cater for food intolerances.

Picnic – Attendees bring their own food, and you can find a park that won’t cost money to hire. Be aware that you’ll need toilets and shade might also be good to have. Check insurance issues and if any council regulations apply.

Restaurant meal with group booking – Attendees will pay for their own meal and drinks. The venue will have insurance, making this a nice easy way to have an event. Although numbers might be limited due to space. Also make sure to choose restaurants that will allow each guest to pay for their own meal (usually “clubs” do this, smaller restaurants usually do not)

Booking a private room/venue – These usually require you to pay a fee to hire the space, and you’ll also pay a price per head for each meal.

When doing this, you will need to make sure you cover your costs. Make sure you add up how much the venue hire costs, plus any decorations you need to buy, and any other expenses (not including the food costs at this point). If you are including goodies/prizes, factor those in too. Then work out how many people you can have attending (and if there’s minimum number of guests you need).

Dividing the total cost of all expenses by the number of attendees will give a cost per person you need to charge (on top of the cost of the food) to break even in an ideal situation where all seats are booked.

However if you don’t have full attendance or you have cancellations, then you’ll be out of pocket. So you may like to either add a few dollars onto the charge of each guest, or run some raffles or other moneyraising things at the event to cover those extra expenses. If you end up with a profit, you can put that towards your next event.

Make sure you have all the bookings you need by the date you’ll need to cancel by to get deposits back. So you can cancel the event if you need to.
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~ Pacing

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Not all Hatters can cope with a lot of physical activity or a long event. So if you have a multiple day event, you may need to schedule a rest time between morning and evening events.  Some ladies might want to go back to their rooms to freshen up and change clothes.

If you have an event where attendees will need to move from one building/activity to another, make sure to allow plenty of time for those who walk slowly.

If you are having games and activities, make sure to allow plenty of time for everyone to move around and get ready.
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~ Give all the Information

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Make sure your attendees know everything they need: Cost, date, time, when payment is due, how to make payment (on the day or in advance), dresscode, expectations (eg if there will be anything unusual like walking/stairs/games), who is running it – and anything else you think they should know beforehand.

Depending on the venue, giving information on parking, accommodation options in the area and other such things can also be very helpful for your guests.
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~ Advance Notice

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Give plenty of advanced warning/notice of the event (even post a “saving the date” if you have a date in mind but no further details ready) – so everyone has time to prepare (including you!!).

This allows your attendees to keep the date free, set money aside and it also allows other Chapters to know when your event is when planning their own to avoid conflicts.
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~ Public Liability Insurance

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If you do not have a policy to cover your chapter, then you may wish to choose venues that have their own insurance cover.  Check liabilities of hosting in public parks and at member homes etc.

See the article on Chapter Insurance here
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~ Format of your event notices

• Saving your event flyer/promo as an image is the best way for it to be shared in a way everyone can view it properly.
• Flyers as a .doc or .docx can be unreadable for some Hatters, and often any layout and fonts you use will not look the same when opened on the other person’s computer/laptop/phone. So this is not recommended for event notices.
• Save your .doc files document as a .pdf file instead to preserve the same look and make it readable. (Note: if you use Microsoft word, you cannot do this in the program itself. If you use Libre Office, you can simply “export to pdf” under the file menu)

Easy & pretty way to make event flyers
The easiest way to make a great looking flyer that you can save as an image is to use www.Canva.com (which is a free online tool)

This allows you to make great looking event flyers (and other things), using graphics and templates they provide, and you can move things around and add your own text.  You can then download the creation as an image or a .pdf  (or both!).

If using Canva, do not use the same password for canva as you do for anything else. (You should never use the same password on more than one website for anything anyway!!)

Making an image on your laptop/PC
You can open a new blank file in a graphics program (all laptops/computers should come with a basic one, they are usually called “paint” or something similar). Then just make your event flyer in that and save it as a .png file (higher quality) or .jpg file (lower quality).  If you want something fancier, you can download a free program called “Gimp” which has more options, or use Adobe Express (also free).

Making a .pdf from a .doc file
If you’ve written your event flyer in Microsoft Word, you can use Adobe Acrobat Online to convert it to a .pdf for free.

A free alternative to Microsoft Word is Libre Office which has inbuilt ability to save files as a .pdf.  When using that program you can go to “File”, then select “export as” and save the document as a .pdf.  Easy!!

Making a .pdf into an image -You can use your “PrtScn” button on your keyboard to take a screenshot of what you’ve made, then open a graphics program (eg “paint”) – choose to “paste” the image, then choose the “crop” tool and drag the edges to select only your flyer, then save that cropped version as an image.

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~ Themed Events

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These can be fun, but be mindful of how easily members may be able to find/make outfits to go with the theme (and the cost of them participating in costuming). Try to pick an easy theme, perhaps a variation on themes other chapter events have already done that members might already have costumes for, and perhaps offer some suggestions to get the creative juices flowing.
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~ Keeping Event Costs Low

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Be mindful of the cost – not all Hatters have the same budgets or availability.

• Splitting up an event – For events that run over a couple of days, charging for each part separately would allow for Hatters with a limited budget, or those who cannot be away for a whole weekend to attend some parts of the event without having to avoid the whole event.  This might mean some parts of the event get more bookings than others, but could mean more Hatters are able to attend.
• Borrow Decorations – You might be able to get decorations from other Chapters, members or even your local theater group or school to avoid buying them to keep costs down.  it might also be less wasteful to borrow decorations rather than buying new, especially if you won’t be keeping them for reuse.
• Choose a basic venue – Not all events need to be in a fancy upmarket venue.  A local club could be perfectly fine for a group of 30 or less.
• Accommodation – If hosting an event where attendees will need to travel – be mindful of the accommodation costs.  Some Hatters do not like to drive at night, so having a brunch or lunch event (instead of dinner), could enable more attendees to drive home rather than needing to stay the night.
• Midweek – A weekday event might be cheaper for attendees than weekend – particularly if they need to stay the night.
• Shop Cheap – Make sure you check $2 shops, art supply shops and online cheap stores like ebay/Amazon/Temu, Aliexpress for supplies, decorations and trinkets.
• See the section below for making goodie bags and gifts on the cheap.

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~ Delegation

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Make sure it is not just the Queen running it to save your Queen from burning out. Get the chapter involved – which can help the members feel more part of the event too.

• For a large event, form an event planning committee and set tasks for members to help organise and run the event.
• If you have members who are creative, set them to work on decorating, creating event notices and other things.
• If you have members who are good at talking to people they can look after bookings and so on.
• If you have members who are good with computers/tech get them to make flyers and post on facebook.
• Communicate with other chapter Queens if appropriate – Letting them know of the event, and if necessary asking for their assistance in running it and inviting their members.

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~ Privacy Concerns

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Privacy for yourself as an event host:

•  Event info you post to this website or our Facebook group will be visible to anyone. Therefore keep your personal info off the event flyers and give anything you want to keep private only to those who contact you for bookings.
• Use your hatter name or chapter name instead of your full name on event notices.
• Use mobile phone/email instead of home phone.  If your personal email address includes your real name, consider making a gmail account for Hatting event use.
• Give banking details only to attendees who have booked/registered rather than posting in the event listing. (This will also help you keep track of payments better, as it will stop people paying before registering)
• If you are hosting an event in your home, you should withhold the address and give that to only attendees who have booked/registered, and only accept bookings from people you know are Hatters and can be vouched for.

Privacy for your Attendees:

• Any information you record of your attendees (such as names, phone numbers, email addresses) should be used only for the event they registered for and should be kept private and not shared with anyone outside of the event.
• For example – If someone asks on the facebook group if anyone has a Hatter’s contact information, and you have it from them having contacted you for an event – it is not appropriate for you to pass that contact information on, because it was given to you for the event booking usage, not anything else.
• It is not appropriate {nor legal} to use their email address or phone number to contact them on other matters unless you have their permission to do so. This includes emailing them about future events you hold.
• If you take photos during your event, and want to post them online, please make sure everyone in the photo/video is aware and has the opportunity to decline to have their images put online. (You can include notice of this in an indemnity waiver for your event.)

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~ Exposure for your Event

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Not all Victorian Hatters check this website, and not all Victorian Hatters are on our facebook group either.  Therefore for maximum exposure for your event it is recommended to:

• List your event on this website.
• Post your event on our facebook groups.  Australia & New Zealand Hatting | Queensland Hatters | RedHatsVictoria | South Australian Hatters – Post as an image or as a written post. (You need to do this yourself).
• List your event as an “event” on our facebook groups, so it goes into the facebook event listing.  (You need to list the event yourself)
• Ask Chapter Queens you know to pass the event information on to their members.
• Don’t forget to promote your event again (via facebook) over time if you still need more bookings – to make sure those who have forgotten to book are reminded!

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~ Goodies/Gifts for Attendees

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If making “showbags” or goodie bags for the attendees (or putting some little place setting gifts), make sure you plan this in advance so you can grab some bargains to keep your costs low. Also be aware that while fun,  these are not necessary!

• Some Hatters are at the point in their Hatting where they don’t need more “stuff”, particularly those who have been Hatting for a while and have a lot of stuff already. So you don’t need to include goodies, and if you do, perhaps use smaller lower cost items to keep the budget down.
• Make sure you check $2 shops, art supply shops and online cheap stores like ebay/Amazon/Temu, Aliexpress for supplies, decorations and trinkets.
• Buy in bulk to save cost.
• Perhaps get chapter members to help make/assemble things. Eg buy craft supplies in bulk and have members make things rather than buying premade things if it’s cheaper to do so.
• A simple wrapped chocolate on the place setting could be enough!  (If the wrapping is red/purple even better!) Edible goodies have the advantage that they do not need to be stored and there’s no issue of whether the attendee already has one.  You could print little paper slips or tags to go around a snack size chocolate bar that promotes your event to personalise it a little more.  Just be aware to avoid anything that could cause allergy issues for attendees (nuts, gluten etc.)
• You could buy (or make) red or purple little bomboniere bags or boxes and put a few chocolates/sweets in those.
• Consider cheaper things you could print at home and laminate (or have Officeworks print).  Buying a laminator (They cost around $25) for the chapter might be a good investment if none of your members have one.  Such as: bookmarks, place setting nameplates, drink coasters, placemats etc. – Check our Printables page
• Consider a little something that is a commemorative thing for your event.  If it’s a Coronation, special chapter birthday or other big event, you could make something that mentions that.  Eg make a custom printable (bookmark/coaster/placemat), jewellery, have a custom pen/pencil printed, have custom stickers or badges made.

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~ Registration/booking forms

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Some event hosts like to provide a registration form where attendees have to fill out their details and sign a waiver – rather than simply having the attendees email or phone to RSVP.

While you may only need to know their name so you can make sure you know how many (and who) is attending, it is also a good idea to have at least their phone number and email address in case you need to contact them to inform them of any changes to the event.

If you do have a booking/registration form for your event, please be aware that these can be problematic for both event hosts and the attending hatters for these reasons:

• Some Hatters are not computer literate enough to modify documents to add their details, and may not know how to do that and send them back electronically.
• Most people do not have the software required to edit .pdf files. So if your event flyer is in a .pdf format and requires them to fill out a form, this will be more difficult for attendees.
• Some Hatters cannot open word (.doc or .docx) files (particularly those who only use a phone for their internet)
• Some Hatters do not have access to a printer to print off forms to handwrite their details.
• Having handwritten information (Such as phone numbers and email addresses) sent to you can often be VERY difficult to read!!  So as an event host, it really is better to receive that information in ANY other way that doesn’t involve the attendees handwriting their information.
• Requesting chapters book together on the one form may save time.
• Simply asking attendees to email or message you with their name, phone number and any other information you require may be the easiest way to receive that information, but they may not provide it all, so you might have to email them back to ask for it.
• If you do require handwritten forms for some reason, rather than having them post the paper to you by mail, you may be able to request the attendees photograph the completed form and send you the photo (or scan it if they have the capability to do so).

Options for Booking forms

• Google Forms – Google has a “forms” tool that lets you customise what specific information you need to be emailed to you.  This can be filled out by anyone who has the link – they do not need a google account, but you will need to.  Click here for a tutorial on how to make a Google Forms event booking form.
• Booking form in your event notice – If your event notice/flyer is available in a .doc format, you can put your booking form at the bottom of the event information.
• Download a generic booking form – If you need a separate booking form for your event, you can download a basic one Here or one with a pricing section Here.

— please note that you should NEVER request or send credit card information via email, facebook, messenger, whatsapp etc. These are NOT secure enough to transmit sensitive information such as credit card information! (The reason is difficult to explain briefly, but it’s easy for the information to be intercepted and used nefariously). Send this information over the phone instead.

If you have a paypal account, it is secure to give your paypal email address and ask the attendee to pay into your paypal account.

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~ Indemnity Waivers

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Indemnity forms added with booking forms can be problematic for the reasons stated above with booking forms.

An alternative to having Hatters complete a waiver at registration may be to have as part of the booking process wording that says that by booking and attending this event, you agree to the terms of the waiver.  So long as that’s clear, then all attendees have agreed to your terms by the fact they are at the event.

A sign-in sheet at the event that includes a waiver may also be a good option regardless of whether your booking form includes one or not – so all those attending have to sign in, which also signs the waiver, as well as providing you with a list of those who actually attended.   You can download a sign-in sheet here

Also be aware that simply having an indemnity waiver may not be adequate to prevent any liability should an incident happen at the event, so they may actually be worthless.  It is best to seek legal advice on waivers and public liability if you are unsure.
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