Any SAKE event/activity, excluding training events in support of ongoing SAKE paddling programs (DB, OC, SUP, or kayak) must fill out an Event Proposal Questionnaire, and get approval from the Board, prior to organizing a SAKE event. For ongoing events (e.g. SAKE Proud), only one questionnaire needs to be provided for the multiple event dates. Annual events need to be submitted each year.
Process:
- Complete the Event Proposal Questionnaire
- The questionnaire will be processed by the Vice President and added to the Board agenda. Note: time-sensitive events may be expedited, depending on the conditions. See point 6.
- The questionnaire must be submitted at least a week prior to the Board meeting, or the agenda item will likely be carried over to the following month. If the proposed event is a new or complex undertaking, consider completing the questionnaire 3-6 months prior to your event, to give time for proper recruitment of help and oversight of the arrangements. The Board may deny requests if they are not submitted with enough lead time to ensure adequate planning and execution.
- The Vice President will confirm with the point person(s) listed on the questionnaire the date the proposal/request will be discussed at the Board meeting. The point person(s) is required to be present at the Board meeting where the proposal is under discussion.
- The Board will request follow-up information if needed, and deny or approve the request.
- If the event is time-sensitive, after submitting the questionnaire, contact a Board member (ideally the Vice President). The process may be expedited depending on the circumstance. An example of something like this might be organizing a full moon paddle, where we see the future weather is nice and we want to organize a paddle on short notice, but it would happen before the next Board meeting.
