Solent Branch
The Coordinator’s Role – Guidance Notes
NOTE: All skippers are responsible for themselves, their boat,
their crew and guests at all times. – The Coordinator does not take on any
liability for the skippers/crews
This is intended to act as a general set of notes to assist Coordinators.
Please do not hesitate to get in touch with the Branch Event Coordinators, the
Event Mentors or any of the Branch Committee who will be happy to offer any
guidance by phone or email.
Well Before the Event
Planning – most events require limited planning. In working out any timings,
the general principle is that the majority of owners will probably be coming
from Southampton Water or Portsmouth, and will try to go with the tide. For any
Chichester or Beaulieu River events, there will be access timing as well.
Pontoons may need to be booked – if so, you will need to contact the harbour
office or marina to reserve places. (NB. Some event venues may be booked by the
Hon Sec a long time in advance, but you will need to confirm with him and/or the
berthing office. Any questions, please contact the Brach Events Coordinator).
For most, this is usually just a case of stating the number of boats, but some
places require boat lengths, etc. The one to be careful with is Yarmouth where
they do like to have boat names, which can be a little tricky. Again, have a
chat before booking this harbour!
Restaurant / Yacht Club reservations may also need to be made. This usually
involves a preliminary estimate of numbers, and keeping the restaurant informed.
Some venues may offer fixed price meals, which will involve agreeing menus and
getting choices from participants.
Activities – Is the event just a meet? These can often be enhanced by planning a
modest country walk to a pub for lunch, or by arranging a game or competition,
eg, boules, kite-flying, quiz, etc. By offering nominal prizes (the Branch will
cover the cost of these), people will get involved and get much more enjoyment
out of the weekend. You only have to think how many places we go to and yet only
visit the nearest pub or restaurant.
Please do not be shy to ask for some support from those coming to the event. You
are there to enjoy yourself as well, and this should not have to be a one-man
show. Some events, by their very nature will require a greater degree of
coordination, such as the Safari Supper. These are more a case of ensuring that
volunteers are clear as to who is doing what and when.
Deposits – funding for any deposits can be arranged with the Treasurer. The
Coordinator should not be exposed to any personal loss should there be a
shortfall.
Publicity – It helps if there is a description of the event and arrangements
that is kept up to date on the website. It often is also helpful to list
attendees. Please liaise with the Branch Event Coordinators or the Webmaster for
this.
Attendees – You will need to keep a schedule of attendees with contact details,
boat name/size, number of crew, etc. Be ready to circulate any information
updates by email. Again, it is often worth having this on the website.
Passage Races – A number of events will have these ‘attached’ to the event.
Nothing is normally required of the Coordinator other than to include reference
to it in any publicity. For example, there are the Cherbourg and Arun Cups for
best outbound passage times on the French trips. However, it is for the crews to
record their own times and lodge these with the Coordinator over the weekend.
Most other races will be Dixon format. If you are happy to act as Race Officer
for one of these, great, but this is not an obligation and John Sharp or the
Branch Event Coordinators will make the necessary arrangements if not.
Shortly Before the Event
Confirm numbers if there is any material change to the booked reservations with
the berthing office/restaurant, etc.
Finance – You may need to collect payments before the event. The best mechanism
is to arrange for all cheques to be payable to MOA Solent Branch, and to send
these to the Treasurer, unless you are managing the money yourself. Inevitably,
some will want to pay in cash on the day.
Weather – This is the one thing that cannot be controlled. Most events are
reasonably weather-resistant to all except the more extreme conditions. However,
trips outside the Solent, eg, to France, are inevitably more vulnerable. Please
remember that it is for each skipper, including you, to decide what is safe for
their crew. Please do not place yourself in any potential difficulty out of a
sense of ‘duty’.
As a skipper, you will in any event be watching the forecasts. If the outlook
looks questionable, you may want to flag up a caution on the website over the
arrangements. It is probably prudent to also telephone other skippers known to
be travelling early if you decide at a late stage not to make the passage
yourself.
The final point is that if there are any bookings that have to be changed as a
consequence, you will need to ensure that this is done.
The Event
Arrival - Please try to get to the venue early, and make contact with the
berthing office/harbourmaster. It makes it much easier for attendees if you are
knowledgeable as to any arrangements!
Communications - If appropriate, it can also be most helpful if you are able to
advise of berthing arrangements on request by radio, (particularly for French
events!). The listening watch should be Ch77.
Lines - Where possible, be ready to take lines. It is much appreciated and
breaks the ice for the event. It also encourages other earlier arrivals to do
likewise.
Hosting – It is customary for the Coordinator to invite other crews for a drink
on the main evening. This usually consists of offering wine, beer or soft drinks
plus crips/nuts,etc. Most crews will bring a bottle and will not mind also
bringing some glasses along. You really just need enough to ‘kickstart’ the
social. This venue tends to be cockpit or pontoon, and only below if inclement.
Berthing Fees – these may need to be collected where the Branch has pre-paid
some or all of the costs.
Photos – It is always good to have some event photos for the website.
Thanks – It always leaves a good impression if the Coordinator takes the time to
thank the Harbourmaster, restaurant manager, etc, and helps us when we want to
repeat the visit.
After the Event
Report – Please write up a description of the event, mentioning the highlights
and any amusing incidents. This should include the results of any competitions,
passage or Dixon race. The Report should be sent to the Captain, who will also
ensure that it is posted to the website.
Reimbursement – Please provide details/receipts to Jennifer Filer.
Feedback – If you have any comments about venues, harbours, etc that would be
helpful for the Committee to be aware of for future reference, please pass these
to the Branch Events Coordinator.
Contacts:
Solent Branch Captain -
Allan Howlett
Branch Event Coordinators -
Steve & Annemarie Westwood
Dixon Races - John Sharp