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) for 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 guideline for flower allowance for 2020 is £120.
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.
Book Demonstrators, Teachers etc
Blue Forms are 3-part forms which represent 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. For more information about the Blue Form Process and how to order them see Blue Form Process
National and Area Lists. Contact details for national JDSE personnel are available in the National List which is provided as a printed NAFAS booklet every 2 years to every club chairman. Supplements are available electronically in intervening years. The back of the National List 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 club chairman – the most recent is blue and dated 2020-21. To obtain the latest supplement (including latest details for area contacts for their lists) email firstname.lastname@example.org
Full contact details for BB&O Judges, Demonstrators, Speakers and Teachers List (also known as the Pink List) are emailed annually to nominated club contacts, or can be requested from JDSE Secretary (Tel: 01256 881101 or 07808 078 188). Contact details for some BB&O judges, demonstrators, speakers and teachers may be found under the Contacts area of this website.
In some cases lists of Demonstrators, Judges and Speakers for other areas can be found by clicking on the links to the relevant area website as listed in Links
Feedback and Complaints
Feedback (positive and negative) on BB&O demonstrators, speakers, teachers and judges should be made regularly by the Chairman of the club using the following online forms:
- Online BB&O Demonstrator Feedback Form
- Online BB&O Judge Feedback Form
- Online BB&O Speaker Feedback Form
- Online BB&O Teacher Feedback Form
In the event of a complaint about a BB&O judge, demonstrator, speaker or judge being necessary the BB&O Complaints Procedure should be followed. Complaints about a national demonstrator, judge, speaker or teacher should be referred to the chairman of the relevant national standing committee as listed on the NAFAS website. For feedback procedures in other NAFAS areas please refer to the relevant area website.
Look after Demonstrators, Teachers etc
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 capable of helping with unloading, and that help is available at the end of the meeting to hep with loading back into the car.
- 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 emailed to the Club Publicity Coordinator for publicising on the area website. An incomplete programme may be submitted but please remember to send updates as appropriate. Remember to include all workshops and practical sessions.
NOTE – it is not sensible to wait for your club AGM before publicising your programme. Publicity is key.
Guidelines for Club Management
See Guidelines, Policies and Processes for guidelines and processes relevant to club management. However it is worth noting that many of the NAFAS guidelines were produced some time ago and not guaranteed to be up to date, so it may be more useful to search for appropriate information on the internet.