1. Purpose
Clovelly Eagles JRFC relies on volunteers to deliver club events throughout the season. To spread the workload more evenly, identify new volunteers and ensure knowledge is passed from one group to the next, specific age groups will take responsibility for designated club events each year.
This approach also reflects that the club has not been able to fill a dedicated Events Lead role. Rather than leave events unresourced, responsibility is instead shared across age groups.
Annual event responsibilities
The following age groups will take responsibility for these events each season:
- March, season launch at Burrows Park: U9
- May, club fundraiser or cocktail party at The Clovelly Hotel: U10
- July, club fundraising raffle at Coogee Oval: U8
- August, tour fundraiser such as Trivia Night: U11
- September, Turinui Cup: U9 (event), U10 (canteen & BBQ)
- October, end-of-season presentation: U7
What responsibility includes
The nominated age group is responsible for coordinating the event from planning through to delivery. This includes, where relevant:
- confirming the venue (council bookings made via the President)
- forming an event team or subcommittee
- planning the event
- coordinating volunteers
- provisioning and purchasing (keep receipts; the club will reimburse)
- setup
- event-day operations
- pack-down
- liaising with the Club Committee
- documenting useful information for the following year
The aim is not for the Age Manager to do everything personally. Their role is to help mobilise parents and volunteers within the age group and ensure there is a clear lead for the event.
If an age group cannot deliver
If the nominated age group is unable to organise its designated event, the event will either not go ahead that year, or will be scaled back significantly to a much simpler version. The Committee is available to assist but is not expected to step in and deliver the event in full on the age group’s behalf.
Handover
Each age group should receive a practical handover from the group or volunteers who ran the event previously.
Where possible, the handover should include:
- key contacts
- suppliers
- venue information
- budgets and previous costs
event timelines - volunteer requirements
- templates and communications
- lessons from the previous year
This approach is intended to retain club knowledge and reduce the need to rebuild events from scratch each season.
Club oversight
Major expenditure, sponsorship arrangements and any material changes to the format of a club event must be discussed with the Club Committee before commitments are made.
The Committee will provide reasonable support and previous event information to help each age group deliver its event successfully.
Policy review
This policy will be reviewed by the Club Committee annually, ahead of each new season.
Approved by the Clovelly JRFC Committee on 27 August 2026.