How to run a club day

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- also see Ideas for successful clubdays

Engaging prospective speakers/workshop leaders

Points to be discussed and decided on:

1. Date And time
2. Venue
3. Limits on numbers or age groups
4. Time parameters for session, e.g. one hour or two, afternoon tea break wanted
5. Equipment or materials that the club would need to provide. Ask specifically about OHPs, whiteboards, videos etc, as many speakers will expect these to be available but would assume they are standard issue. Also, if they say “tape player” check whether it is videotape, audiotape, CD or DVD audio or video.
6. How much setting up time they require
7. Fee/expenses
8. Preparation required by children prior to session
9. Follow-up activities for children
10. Session outline. This can either be left to the speaker to formulate as they would like within set parameters or you can have specific subject matter/s that you wish covered and you will need to discuss with the speaker if they are able to do so.

Information to be given to prospective speakers/workshop leaders

1. Explorers/Discovers is a branch of the NZ Association for Gifted Children.
2. .Membership is for all children who are deemed to be gifted. The children are all ages but the bulk of the group are 7-11 years of age.
3. Parents will be present with the children but the session is to be aimed at the children, not the adults.
4. The speaker needs to be children-friendly and have an interesting way of presenting their material. (This can be a little difficult to elicit if you have contacted someone who is unknown.)

Confirm the booking in writing, listing all the points agreed on, including directions to venue and a phone number for contacting you prior to the weekend and also a contact for on the day.

Ask them to provide in return:

• Some details about their background and their qualifications/experience that make them able to speak on their subject.
• An outline for the newsletter of what they intend to do.
• A contact phone number for the day of the session (i.e. other than a work phone number).
• An email address if they have one.

Pre-session

• Contact the speaker a week before to make sure they have remembered and to check whether there have been any changes etc.
• Contact the day before as another reminder plus a final check to see if you have organised all equipment material required. (This is much easier to do on Friday than on a Saturday afternoon.)

Post-session

• Ask for feedback from their perspective.
• Would they be interested in doing it again in a couple of years or a follow-up session later the same year?

What you need and do on the clubday itself

1. You will need:
   • Keys and alarm codes (if any) for the venue
   • A list of attendees who have booked for the session
   • Tea towels and milk and any other afternoon tea materials required
   • Contact information for speaker/s, caretaker (if appropriate)
   • Cheque(s) to pay speaker(s) on the day (arrange with treasurer)
2. Set up as required for session
   • AV equipment and screen as required
   • Chairs/seating
   • Tables
3. Bring out library trolleys (if appropriate)
4. Put up registration table with
   • assorted pamphlets
   • booking list
   • container for money
   • pen
   • paper
   • name tags (if appropriate)
5. Set up for afternoon tea.
6. Organise helpers as people come in, for tea and tidy up at end (or this can be done when members book for the session).
7. Start session on time where at all possible.
8. Organise someone to be available for pre-schoolers if no formal session.
9. Thank the speaker yourself at the end of the session or organise someone else to do so.
10. Organise washing of afternoon tea dishes.
11. Tidy up, mop and sweep as necessary.
12. Return library trolleys and all materials to storage. Turn lights off, set alarms, lock up.