Guidelines for coordinating an activity
Any Activity Coordinator must be a current S.O.L.A.R. member.
The Activity Coordinator should notify the Activities Chairperson of the activity at least two months prior to the date of the activity. This is so the activity can be announced at two meetings.
Once you have notified the Activities Chairperson it will be added to the S.O.L.A.R. calendar.
It is possible to use S.O.L.A.R. money for deposits, payments etc. In order to do this, all money for the trip must be handled by the club. Approval for the use of S.O.L.A.R. money is at the discretion of the Activities Chairperson. This decision is based on the likelihood of S.O.L.A.R. being repaid in full. The Activity Coordinator should contact the Activities Chairperson if they wish to pursue this as an option. If the activity has been approved to use S.O.L.A.R. funds, the Activity Coordinator should contact the Treasurer to write checks and mail payments for authorized expenses.
Create a flyer for the activity. The flyer should include items such as:
- activity description
- activity coordinator’s name and contact information
- location and dates of the activity
- a trip itinerary
- qualifications, background, or experience required of the participants
- possible challenges and/or risks of the activity
- cost per participant (member and non-member) and what the cost includes
- maximum number of participants
- any foreseen expenses that the participant is responsible for
- cancelation policy for the activity
- other pertinent information that may be of interest to participants
Before the monthly meeting, obtain a sign-up sheet from the Activities Chairperson (or download from the S.O.L.A.R. website) and a money envelope from the Treasurer if the finances are going through S.O.L.A.R.
The Activity Coordinator will be asked to announce the activity during the meeting. Please keep this announcement short.
Collect money (deposits or full payments) from participants. If the finances are going through S.O.L.A.R., any checks must be payable to S.O.L.A.R. Keep track of payments and expenses by using the Activity Expense Report. For assistance or question about tracking payments and expenses, contact the Treasurer or Activities Chairperson.
S.O.L.A.R. has a No Refunds policy. If paid participants cannot attend an activity, they must "sell their spots". The Activity Coordinator can assist them by identifying people who wish to take the place of participants that need to cancel. One way to do this is to having a “waiting list” that people may sign up for once the activity is full.
All Activity Coordinators are encouraged to obtain the S.O.L.A.R. Waiver from the Activities Chairperson (or download from the S.O.L.A.R. website) and have all participants sign the waiver before the activity starts. Activity Coordinators are also encouraged to have safety procedures in place and communicate those procedures to all participants (e.g. bailout points, first aid equipment needs, shakedown trips. Etc.).
The Activity Coordinator has the right to deny participation to anyone they deem unsuitable.
If for any reason the activity is cancelled, the Activity Coordinator is to return all deposits/funds received from participants unless a cancelation policy was communicated to participants ahead of time..
If the finances are going through the club, complete the Activity Expense Report Form, attach receipts, and submit to the Treasurer within 30 days after the activity.
The Activity Coordinator may be asked to give a brief summary of the activity at the club meeting.
For further information download the S.O.L.A.R. Activities Policy. You may need a pdf viewer from either Adobe or Foxit to see and download the policy.
You can download the latest version of Adobe Reader here: .
You can download the latest version of Foxit Reader here: .
If you would like to organize a trip or activity, you can contact our Activities Chairperson here.
If you would like to teach or suggest a class, you can contact our Education Chairperson here.
S.O.L.A.R. HAS A NO-REFUND POLICY. IF YOU ARE UNABLE TO ATTEND AN ACTIVITY, YOU MAY "SELL YOUR SPOT" TO ANOTHER CLUB MEMBER