Club Programme Secretaries
The role of Club Programme Secretary is very important. Without an interesting programme a club will very likely fail to maintain and attract members.
Where there is a reference on this page to ‘demonstrator’ it should be taken to include speakers, judges and teachers where appropriate.
Key responsibilities for a Club Programme Secretary normally include:
- Agreeing with the Club Committee the type, format and outline budget for club activities for the following year. This includes checking availability and booking (possibly via the Club Secretary or Treasurer) venues on relevant dates.
- Finding demonstrators, speakers, judges and teachers (JDSE) on agreed dates.
- Booking NAFAS JDSE personnel via a Blue Form
- Agreeing and confirming by phone, post or email the practical details regarding the event, eg provision of foliage, refreshments, arrival time, parking etc.
- Arranging appropriate hosting activities to look after the demonstrator
PLAN A CLUB PROGRAMME
Planning a club programme should begin at least 18 months in advance. National demonstrators are very busy in November and December so it is advisable to make these bookings 2 years in advance.
Aim for a varied programme: demonstrations, practical sessions, social sessions and outings. Workshops outside the normal club meetings are a good way of attracting new members, especially if appropriately publicised.
Liaise with the committee to determine the budget for types of meeting, eg maximum flower allowance, how much the club can afford to spend on travel expenses and fees. NAFAS guidelines for flower allowance for 2018 is £110.
National demonstrators are usually more expensive so consider designating these as open meetings (where tickets are sold) or charging a supplement for a national demonstrator.
Blue Forms are 3-part forms which are the contractual commitment between your club and a NAFAS Demonstrator. They must be completed on paper as they are not available electronically. They are only for use with NAFAS demonstrators, speakers, judges and teachers, and not for any other personnel your club may use.
To request blue forms email Area Secretary with the subject heading BLUE FORMS and the number you require. Please do not put any other requests on this email as they may be overlooked. OR telephone on 01865 862776. Remember to include your club name.
Normally blue forms will be put in your club envelope at Council meetings. If you urgently need some before the next Council meeting, please send a large (min 9” x 12”) SAE, with a LARGE First Class stamp to:
Anne Fearn, 11, Halls Close, Oxford, OX2 9HR.
Please note a maximum of 12 blue forms will be sent this way, as weight and thickness is a factor for postage rates. Should you require more they will be put in your club envelope at the next Council meeting.
National and Area Lists. Contact details for national JDSE personnel are available in the National List which is provided as a NAFAS booklet biennially to every club chairman. Supplements are issued electronically via the area secretary in intervening years. The 2017 Supplement to the National List is also available to download on the Members Area of the NAFAS website – please ask the Area Secretary for the password. The back of the National List also contains contact details for each NAFAS area describing how their area lists may be obtained. If you have not received a copy of the National List you need to ask your chairman – the most recent is mauve and dated 2016-17.
Full contact details for BB&O Judges, Demonstrators, Speakers and Teachers List (also known as the Pink List) are emailed to nominated club email contacts twice a year, or can be requested from Jane Haas (Tel: 0118 984 1212). Some JDSE contact details may be found under the Contacts area of this website
Lists of Demonstrators, Judges and Speakers for some areas can be found by clicking on the links below if you need ideas for Demonstrators or contact details:
BBandO Area of NAFAS
Devon and Cornwall Area of NAFAS
Kent Area of NAFAS
Mercia and North Wales Area of NAFAS
North Midlands Area of NAFAS
South Midlands Area of NAFAS
South West Area of NAFAS
Surrey Area of NAFAS
Sussex Area of NAFAS
Further information for programme secretaries is available in:
- NAFAS Guidelines for Programme Secretaries – Download and print 2 pages per sheet and fold to form an A5 booklet
- NAFAS Code of Practice which is on the Members Area of the NAFAS website – email the Area Secretary for the password
- Speakers’ Tips – Introductions
- Speakers’ Tips – Giving a Vote of Thanks
- What is a NAFAS Speaker – NAFAS You Tube Video
LOOK AFTER DEMONSTRATORS
Key aspects of looking after your demonstrator include:
- At the time of sending Part A of the Blue Form it is advisable to confirm arrangements made verbally regarding venue and its facilities and any other agreements.
- Three weeks before the meeting send directions and confirm additional arrangements, eg expected arrival time; parking; any current traffic restrictions; provision of refreshments, foliage etc
- Ensure a club member is at the venue to greet the demonstrator at the expected arrival time, and is capably of helping with unloading
- Ensure relevant committee members are aware if they have agreed to provide foliage and/or refreshments.
Useful examples and letters for programme secretaries include:
- BB&O Sample 1st letter to demonstrator
- BB&O Sample 2nd Letter to demonstrator
- BB&O Sample directions for demonstrators (although these are largely redundant these days with satnav).
ENSURE THE PROGRAMME IS PUBLICISED
In conjunction with the club media officer ensure the programme is sent to the Club Publicity Coordinator for publicising on the area website and in Focal Points. An incomplete programme may be submitted but please remember to send updates as appropriate.
Use this form to submit your club programme – Club Programme Form
NOTE – it is not sensible to wait for your club AGM before publicising your programme. Publicity is key.