As soon it is confirmed that an Association is to host an IR event an estimate, providing details of the preferred venue and accommodation proposals – plus two alternatives – in addition to associated catering, transport, fees and equipment costs, should be prepared and, in consultation with your Regional committee, a final decision made as quickly as possible. You will need to ensure that the Regional Finance Sub-Committee and participating Associations are advised of the proposed costs.
Once a decision on the venue has been made update your IR Organiser checklist
Then set up a Risk Assessment Template and Health & Safety Overview. ( Appendix 5 and 41) You may also wish to set up an IR Event Plan. You will need to confirm bookings, in writing, with the venue and hotel, including catering requirements. Your Regional Finance Sub-Committee will arrange for any deposits to be paid.
If required, you should contact officials and external first aid providers to confirm costs and ensure that they are available.