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Notes and guidelines for organisers of BCRA Field Meetings

These notes were prepared by Vince Simmonds, and edited for this web page by David Gibson. This page is a "work in progress" and may be subject to revision. For the date of the last revision see Document History below. To download this text for editing see Downloading for Editing.

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Headline Notes

A meeting organiser is responsible for all aspects of the organisation of a BCRA meeting, including publicity. You may be able to pass some of these tasks on to others but you should stay in control (e.g. you should not rely on BCRA Council providing publicity unless you discuss it with them)

Advertising the Event

Publicity needs to include details on travel, parking, accommodation, cost, time(s) and date(s), where to meet, etc. Give plenty of time for the word to get around! Places to advertise include...

Also see Info on contacting our members, for BCRA Council. Please contact the secretary for access to that web page.

Who is the Event Aimed At?

Cave science encompasses many disciplines and interests, such as archaeology, geology, geomorphology, speleology.

No under 18s are allowed at a BCRA event unless they are accompanied by a responsible parent or guardian and supervised at all times. This should be made clear in any publicity material.

Numbers Attending

Is There a Budget?

Venue, equipment, publicity, refreshments, administrative costs, all these might have some cost implications.

Attendance Fee

Meetings must be budgeted to at least break even.

Event Facilities

If facilities are available (e.g. village halls, caving huts), are they suitable for the purpose? The number of participants might have some implications. Check ...

Accommodation

Contact local caving clubs if they offer accommodation; also campsites and bunkhouses in the immediate area. For large groups, you might need to make a block booking well in advance.

Field Meetings

* A risk assessment is a careful examination of what could cause harm to people whilst taking part in a project. It aims to identify whether enough precautions or 'control measures' are in place, and whether further action is required to minimize or eliminate a particular risk. The ultimate aim is to prevent accidents and illness.

Access Arrangements

Handouts, Field Guides, Presentations

Safeguarding

Meetings organisers should ensure that they have read and understood BCRA's policy on Safeguarding and should also be familiar with the guidelines at gov.uk/guidance/safeguarding-for-charities-and-trustees.

Insurance

Any person who attends a field meeting who is not an individual member of BCA must obtain temporary membership of BCA for the duration of the meeting, so that they are covered by BCA's third party public liability insurance. (It is a bit of a legal minefield if some people are insured and others are not). Temporary membership does not cost anything, but it requires BCRA to collect, at or before the event, the names and addresses of those who require insurance, and to submit the list to BCA's insurance officer immediately after the event. There is a limit to how many days per year an individual can benefit from temporary membership of BCA.

Covid-19 Guidelines

These notes have been prepared for the BCRA Science Symposium in November 2021 by Jo White.

Downloading for Editing

To download this text for editing Click Here. This will give you a plain text file containing a "pseudo-HTML markup", which you should ignore if you are not familiar with it. (It is similar to the markup that is used on the BCRA News Forum and ukCaving.com, so those of you who post there should not be completely baffled). You can paste the download into Word, make whatever changes/notes/highlights you want and send it to the web site editor for final treatment. Please note, though, that the download is not suitable for your general use because of the mark-up that is present — use it only for annotating or modifying with your changes. Also, you cannot upload it afterwards — it needs sending to the web site editor for converting into "real" HTML, and then uploading.

Document History

Last major revision date: 26-Oct-2020. Updates and additions: 11-May-2021, 20-Oct-2021



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This page, http://list.bcra.org.uk./meetings/guidelines.html was last modified on Wed, 03 May 2023 17:35:12 +0100