Guidance for Small Events

If you are planning to organise an event for other handbell ringers then this page gives a helpful checklist of things to remember.

If you are planning an independent event but would like it to be supported by HRGB (and therefore covered by HRGB insurance) and advertised in HRGB publications, this page tells you what you need to do.

A Note about Insurance

Our insurers require a clear trail of evidence showing HRGB Regional Committee involvement in events to be covered by HRGB insurance. This may be demonstrated, for example, by publicity through HRGB publications, HRGB Regional Committee approval of a budget plan, or expenditure paid for by the HRGB Regional Treasurer.

HRGB are generally supportive of privately organised events and there is no reason at all why individuals, groups or teams should not 'go it alone'. For any event it is important that you are aware of HRGB's policies on Guidance for the Protection of Children and Vulnerable Adults, which can be viewed by clicking here (opens in a new window).

Independently Planned Events

If you are independently planning for an event that you wish to have supported by HRGB regionally (e.g. covered by HRGB insurance) please make sure you have done the following and received a response from the appropriate Regional official.

If the Regional Committee have asked you to organise an event please check with the committee which parts of this they need

A. Please provide a brief description of the event, including:

• who you hope will participate
• where and when it will be held
• how it will be publicised
• how much you will charge
• summary of the programme
• who will lead the musical activities and tutor/coach the participants

B. Please let us have a budget plan (see below).

C. Please provide a statement that music copyright and performing rights legislation will be observed.

If this information can be provided in good time before the event, the Regional Committee will consider it and decide whether your event will be supported officially be HRGB.

Creating a Budget

Any event needs to have a budget and this should contain forecasts of:

• income from participants, sponsorship, other sources
• expenditure on venue
• expenditure on food and refreshments
• expenditure on tutors/conductors and music
• any other expenditure (e.g. booking form printing and postage)
• any surplus or deficit that you are budgeting for
• in the case of a budgeted deficit, how will this be covered
• in the case of an expected surplus, your suggestions for its use

Extracts from HRGB publication Planning a Large Handbell Event, Issue 6, May 2016