Please read the Policy below. It will be discussed and voted on at the next meeting. Noelle.
Workshop Policy
Shuswap Spinners & Weavers
January 2008
Planning: When planning upcoming workshops, workshop organizers may ask for an expression of interest or suggestions for possible workshops. No financial commitment will be required at this time.
Registration: Workshop organizers, after discussion with the guild at regular meetings, will determine the date of workshop, registration fees and size of workshop (# of people), and venue. Once a workshop is decided on and a date is set, full payment will be required to hold a spot. First paid, first registered (i.e. you do not have a spot until your registration fee has been received.) No post-dated cheques will be accepted.
Shuswap Spinners & Weavers Guild members will get the information regarding workshops first, through discussion at the regular monthly meetings. After that it will be opened to non-members as well.
Non-members will pay a higher registration fee than members (20% more).
Wait List: If the workshop is full, a wait list will be kept (no financial commitment). If workshop space becomes available, it will be offered to these people in the order that they appear on the list.
Refunds: Workshop fees will only be refunded if the workshop is full and someone else is found to fill your spot. This will be a full refund. Otherwise there will be no refund.
Change of date: If the date of the workshop changes after people have registered and people need to cancel because of previous commitments for the new date, they will be entitled to a full refund. Workshop organizers and the Guild executive will decide whether or not there are enough registrants left to go ahead with the workshop.
Guild subsidization: In most instances, workshop fees are set to cover all workshop costs. However, the guild may decide to subsidize a workshop to keep the registration fees more reasonable, but this must be voted on in advance at a regular meeting. Subsidization will only go to guild members, not to non-members.
A workshop without full registration may still go ahead (without a vote), at the workshop organizers’ and executive’s discretion.
Fees: Workshop organizers will try to keep fees as low as possible, while still covering all workshop expenses and perhaps providing a small buffer. It is not the Guild’s intent to make money from workshops.
Accounting: Registration fees will be paid to the treasurer and a cheque to pay the instructor will be issued by the treasurer. All registration fees and payments will go through the treasurer and appear in the financial records. If the treasurer is unable to be at the workshop, arrangements will be made to get the instructor’s cheque to the workshop organizers in advance. Workshop organizers will get a signed invoice from the instructor stating all fees charged and payment received.
Where venue rental is to be paid, arrangements need to be made with the treasurer as to whether this is paid on the date of the workshop and requires a cheque that day, or is to be billed to the Guild, and the address that the bill should be mailed to. Bills for coffee, tea, cream, etc. that need to be purchased for the workshop should be considered part of the total cost of the workshop and should be submitted to the treasurer for re-imbursement as soon as possible.
The treasurer will submit a financial statement of the workshop to the Guild at the next meeting following the workshop.
Submitted by the Workshop Policy Committee:
Judith Glibbery
Gloria McClure
Sharon Wickstrom
Noelle Cox