Guidance Topic

Welcome

Thank you for volunteering to run a group or activity for LALG, without your support we could not continue.  Guidance is available to support the running of groups and other LALG activities. We hope this will be useful to you.  If you have ideas how to improve it, please contact Elaine Fox: chair@lalg.org.uk

The guidance topics are grouped into the categories shown on the left-hand side of this display.  This one is for general guidance. It is viewed by clicking one of the titles below and it will expand to show the guidance. The other titles will then be above or beneath the expanded one as you move down the list. Please start with this one if you are new to using the guidance.

LALG holds your data securely and only uses it to let you know about LALG activities or give you information.  The principles of the LALG privacy policy apply to group contacts.

Support Team exists and its members are available to give help to all those running groups and organising activities.

 

 

Setting up a new group

The Support team are responsible for supporting groups who need their help, especially new groups. They will guide you through the procedure for setting up a new group, and may be able to attend and even run your first few meetings. The following checklist contains items to consider when launching a new group.

  • Use the website, social media and the newsletter to invite anyone who is interested to leave their contact details at David’s Bookshop.  Provide an email or telephone number for William /prospective group contact as an alternative.
  • Decide who will run the group after the setting up period. You need a Group Contact to act as at least an information point. It might help to note down the key elements of the role.        
  • Consider how many members are needed to make the group viable. This will vary.
  • Ask prospective members how often they’d like to meet, and daytime, evening or weekend? Try to avoid overlap with other similar groups unless they are already full.
  • Identify a potential venue and check availability. See Finding a venue for some ideas.
  • Work out costs and a charge per meeting. The group will need to be self-financing and the constitution prohibits an extra subscription charge by groups.
  • Ask leaders of similar groups for advice.
  • Make sure you understand and apply data protection rules.
  • Draft a programme for the first few meetings. 
  • After the first couple of meetings, ensure that all participants are paid up members of LALG.
  • Consider having a dedicated bank account if significant monies are changing hand on a regular basis. See All Finance Guidance.
  • A generic group email address will be set up which automatically forwards emails to one or more designated group members, which usually includes the Group Contact. This avoids the publication of private email addresses which should not be used on the website. This process is initiated by Support Group and implemented by the Web Editing and Web Technical Teams.

 

Running successful group activities

Most people come to groups to enjoy a specific activity in the company of friends. The Group shares responsibility for making meetings successful. Successful groups:

  • Welcome new members; perhaps accompanying them or assigning a ‘buddy’ informally or rotating them amongst established members so no one feels an outsider.
  • Cherish existing members, for example sending a message when someone is away ill.
  • Plan ahead so that each meeting is well organised and participants know what’s happening.
  • Notice if membership is falling and act to attract more participants.
  • Notice if any ongoing arrangements need to be improved.
  • Ensure that the group remains financially robust.
  • Share the workload and responsibilities among the group, having people to bounce ideas off makes it more inclusive and fun and meets them within reason.
  • If possible find a group member prepared to be trained as a Content Editor and who would update the group’s website whenever new activities have been planned. Otherwise updating will be carried out by the Web Editing Team using information published in the monthly newsletter.
  • Make sure group members comply with the LALG Equality Policy
  • Comply with the LALG Privacy Policy
  • Understand potential Safeguarding issues.
  • Read the LALG Guidance on Accessibility for members with a disability.

Further information on chairing a meeting

Finding a suitable venue

Disaster-proofing your group

Don’t wait for an emergency. Make use of the Support Team. The LALG committee has systems in place so that LALG can continue to run smoothly through ups and downs. Groups can make similar plans. Here are some ideas:

  • Make sure that there are at least two people who know how to run the group.
  • Keep a written record of key information that would be needed if the main organiser was unavailable.
  • Consider appointing a deputy who can take over as group contact if needed.
  • Have one or two alternative venues in mind, in case of need.
  • Keep a small amount of funds available to see you through temporary leaner times.
  • Watch the group membership and consider emailing people you haven’t seen for a while.

Rescuing a Failing Group

Support is available to groups that are struggling to attract or retain members. As soon as you suspect a problem contact a member of the Support Team. They can help by offering any of the following:

  • Temporary group leader
  • Publicity boost
  • Financial support
  • Practical help and advice.

Money held by a Group must be donated to central LALG funds if the Group closes.

Information Security

Organisations are obliged to hold information securely.  Details of the General Data Protection Requirements to which LALG must adhere can be found at All Privacy Guidance. As far as LALG is concerned this applies to all its members who organise its groups or other events and activities.

Technical security:

  • Make sure you have up to date virus protection on your computer.
  • Ensure any networks you use (whether at home or in public places) are secured.
  • Beware of hoax emails that try to obtain your log in credentials or personal details.
  • Use strong passwords and don’t write them down or share them with anyone else.
  • Lock the screen on your computer, laptop or other device when you are not using them.
  • Don’t store confidential information on an unencrypted device or in a folder you share with others.

Physical security:

  • Make sure your home or office are secure (e.g. door and window locks).
  • Don’t leave papers, laptops or other devices visible in your car – lock them in the boot.
  • Use a secure form of waste disposal for papers e.g. a shredder.
  • Don’t lose your laptop or memory stick!  And make sure they are password protected.

Other risks to be aware of:

  • Being overheard/overlooked in public places or when travelling.
  • Family members sharing your computer, laptop, tablet or other device should not be able to access personal information about members.
  • To avoid passing unwanted bugs and viruses between the computers and mobile devices of your group members please make sure you have up to date virus protection enabled. This may already be loaded on your device but you should check this out. Let members of your group know if you think you have been hacked or your online security otherwise compromised, using another method to contact them.

Insurance

LALG holds insurance which includes cover for people on group activities if the group contact has thought about the risks involved and done their best to manage them.

For many groups risks will be minimal but we have provided safety checklists for some which carry more risk such as cycling, walking and trips using various means of transport. More information is available at All Safety Guidance.

Accessibility

LALG’s Equality policy states: “LALG will make every effort to use venues that are accessible to all and will respond positively to any requests for improving access.”

Group contacts and others who organise LALG events should do all they reasonably can to make activities and events accessible to members with a disability. A disability could mean that someone will need to use a wheelchair or other walking aid, not be able to walk very far or cope with steps or stairs, or have sight or hearing problems. We also recognise that not every disability is visible or obvious.

Group contacts and event organisers should reassure any member with a disability attending an activity or event that they will support them and make their attendance as easy and stress-free as possible. Members who cannot manage without help should be given the opportunity to bring a companion/carer with them. If a member of a household has a non-resident carer due to age, disability or a medical condition and needs the carer to accompany them to LALG activities and events, then their membership will also cover the carer.

LALG’s activity groups and events take place in a number of different venues, depending on their nature.

Public venues (e.g. The Settlement, a Coffee bar) should already comply with legal requirements to provide disabled access but some will be more suitable than others depending on a particular disability.

The following are some factors that should be taken into consideration when choosing a public venue:

  • Served by public transport.
  • Adequate car parking facilities onsite or very close at hand including disabled parking bays.
  • Ramp for building access.
  • Ground floor accommodation where possible. If you are considering upper floor accommodation because there is a lift, you must ensure that onsite help can be provided with evacuation in the event of a fire.
  • Accessible and usable disabled toilet facilities.
  • Good disabled access.
  • A sound system and loop.
  • Spacious enough to cope with wheelchairs/mobility scooters.
  • Good lighting.
  • Access to heating/air conditioning controls.

Other considerations that would help:

  • Providing a map, directions and details about a venue to new members.
  • Having a designated person who is easily identifiable, to ensure members with a disability are provided with appropriate seating e.g. at the front for those who have vision or hearing loss and at the end of a row for those with mobility problems.
  • Timing and length of meetings – remember to factor in a break.

Assessing Potential Problems with Events

It is a requirement of LALG insurance that the organiser of any event has thought about potential problems and planned for them.

This checklist identifies some problems that may occur and how to deal with them. There may be additional ones for specific events.

Hazard

Who might be harmed and how

Actions to take in advance

If it happens

Accommodation/ facilities/key personnel

Venue becomes unavailable

All

Pay deposit on time

Check a few days before event that all is in order

Find alternative venue

Or cancel the event and:

Post notice on hall door

Contact LALG publicity to tell people via website and social media

Tell TIC if they have sold tickets

If you have contact email/phone for attendees send them a message

Key facilities at venue are unavailable

All

Check a few days in advance that all is in order

Organise alternative provision

Or cancel the event - as above

Speaker/band/quiz master etc becomes unavailable

All

Check a few days in advance that all is in order

 

Find an alternative

Or cancel the event - as above

Incident at accommodation eg fire alarm

All

Check premises evacuation procedures and know where meeting point is

Have emergency contact number for venue manager

Tell participants what to do in case of emergency

Ensure venue is safely evacuated

Call Emergency Services if needed

Inform venue manager

Unusual or extreme weather conditions

All

Consider taking event cancellation insurance

Monitor weather forecast

Agree with team when decision to cancel/go ahead should be taken

Organiser to obtain everyone’s mobile phone number or email

Make timely decision to go ahead or cancel – as above

Injury and illness

 

 

Attendees are responsible for their own personal insurance – as notified on website/newsletter

 

Minor injuries (eg cuts, bruises, stings)

Individual

None

Offer first aid kit and find quiet place for injury to be treated in consultation with person or their companion

Consider making incident report to Secretary of LALG

Trips and sprains

Individual

Check before event starts that there are no trip hazards

Point out any uneven floors, taped wires, steps etc to participants

Serious injury/illness needing ambulance/

accident

Individual

None

Dial 999 and call emergency services

Make incident report to Secretary of LALG

Damage to property or environment

 

Individual

LALG has third party insurance but individuals are responsible for their own insurance

Organiser to claim on LALG insurance, as appropriate

Complete incident report form

People at risk

 

Individual/  organiser

Understand the requirements when running events including children/young people/adults at risk

Notify LALG committee safeguarding officer and complete incident report form

Budget

Event loses money

Organiser

Budget for realistic number of people

Have cancellation policy

Consider cancellation insurance

Understand commitments to venue and speakers etc

Cancel event if insufficient people

Trip makes money

All

Budget for realistic number of people

Surplus to be returned to LALG or to the group organising the event

Equality

Letchworth Arts and Leisure Group (LALG) is open to all. We aim to provide our Members, volunteers, supporters and suppliers with equal respect, regardless of any personal characteristics, including: age, disability, gender, marital status or pregnancy, race (including colour, nationality, ethnic or national origin), religion or belief, sexual orientation, class or socio-economic status. The Equality policy can be viewed here

Rules on being a member

  • All participants should be members of LALG. You could consider asking to see their membership cards once a year.
  • New participants can come a couple of times before deciding whether to join.
  • Members accept personal responsibility for their own insurance.
  • The membership fee entitles every adult living in the household to participate in all LALG activities providing a group is not full although a fee may be payable for some activities; this will be made clear in the LALG Newsletter.
  • Carers are able to come to events free of charge when they are supporting an LALG member.
  • In case of doubt you can ask the Membership secretary to check that people attending your group are LALG members by sending her a list of names and addresses.

See also the LALG Constitution

LALG follows the guidance provided by the UK government

As COVID-19 restrictions are lifted, it is important that we all use personal judgment to manage our own risk. All of us can play our part by exercising common sense and considering the risks. No situation is risk free, so we all need to understand the factors and settings that increase the risk of COVID-19 transmission and the actions that we can all take to reduce COVID-19 infection, both for ourselves and for others.

There are still cases of COVID-19 in England and there is a risk you could catch or pass on the virus, even once you are fully vaccinated. This means it is important that you understand and consider the risks of catching or spreading COVID-19 in all situations.  While no situation is risk free, there are easy and effective actions we can take to protect ourselves and others around us.

Every LALG member knows what level of risk they are willing to accept and will behave accordingly.   Group contacts should make their meetings as covid secure as possible, considering such things as ventilation, handwashing, sanitising and what to do if a member of the group tests positive.

Sustainability is most often defined as meeting the needs of the present without compromising the ability of future generations to meet theirs. It is a broad topic covering climate change, plastic usage, maintaining biodiversity, air and water pollution and much much more.

Whilst LALG obviously cannot solve the problem by itself Group contacts can make their contribution by reducing use of plastic, cutting down on pollution by using public transport or car sharing, recycling and otherwise minimising our negative impact on the planet.

This is a complex area and LALG cannot provide further advice to individual groups. 

  1. You can’t copy or use copyright material without permission.   Copyright owners have ways to track if their material is being used.  For example, if you use a copyright image in a document, advert or slideshow it may be identified and you will be charged for its use.  You should not photocopy music or text for use in your group unless you are covered by one of the exemptions (see below).

  2. To use something protected by copyright you must either:
  • agree a licence with the owner to use it
  • buy or acquire the copyright
  • confirm that your intended use falls within the exceptions to copyright, which you can find by following this link.
  1. Copyright protects work and stops others from using it without permission. For more information.

  2. You get copyright protection automatically - you don’t have to apply or pay a fee. There isn’t a register of copyright works in the UK.

  3. Copyright prevents people from:
  • copying work
  • distributing copies of it, whether free of charge or for sale
  • renting or lending copies
  • performing, showing or playing in public
  • making an adaptation
  • putting it on the internet
  1. You automatically get copyright protection when you create:
  • original literary, dramatic, musical and artistic work, including illustration and photography
  • original non-literary written work, such as software, web content and databases
  • sound and music recordings
  • film and television recordings
  • broadcasts
  • the layout of published editions of written, dramatic and musical works

You can mark work with the copyright symbol (©), name and the year of creation. Whether the work is marked or not doesn’t affect the level of protection.

  1. This is a complex area and LALG cannot provide further advice to individual groups. For information on performers' rights

  2. Alongside copyright, there are separate protections offered to performers known as ‘performers’ rights’. These provide several rights for performers in relation to their performances. A performer can be anyone who acts, sings, delivers, plays in, or otherwise performs a literary, dramatic or musical work.  Sometimes performers will want to prevent certain uses of their performances. Performers’ rights prevent people from:
  • making recordings of, or broadcasting, a live performance
  • making a recording directly from a broadcast of a live performance
  • making a copy of a recording of the performance
  • issuing copies of a recording to the public
  • renting or lending copies of a recording to the public
  • uploading the recording to the internet where it may be viewed by the public
  1. Performers’ rights can also help to ensure that performers receive payment for their work. For example, when sound recordings of a performance are played in public, the performer should receive payment.
  2. PRS for Music has been set up to collect payments by people who use music protected by performing rights and make payment to the musician.
  3. In the UK, copyright lasts for a period of 70 years from the end of the calendar year in which the author dies. If the music originates from outside the European Economic Area (EEA), the copyright lasts for as long as the music is protected by copyright in its country of origin, provided that this does not exceed 70 years.
     
  4. If you are using music protected by performing rights, you will need to make a payment for the use of the music.  Sometimes venues have a PRS licence which will cover you but otherwise you need to contact PRS to establish what needs to be paid.
  1. This is a complex area and LALG cannot provide further advice to individual groups.  You can find out more at the Office for Independent Cinema.

  2. To screen a film to the public, you need permission from the film’s copyright owner. Usually this is its UK distributor. Permission may be granted in the form of a licence or a film booking. 

  3. The ICO provides a programming advice service to all film clubs and community cinemas in the UK, offering advice on film availability, hire terms, formats, rights information and accessing publicity materials. Please email info@independentcinemaoffice.org.uk

  4. If you plan to charge for tickets to your screening to generate a profit, you will need to check your chosen venue has a premises licence to exhibit films as stipulated by the Licensing Act 2003.

  5. If you are charging for tickets but only to cover your costs, and assuming your screening is to be held between 8.00am and 11.00pm, your venue does not need a premises licence. The Licensing Act 2003 defines screenings of this type as not-for-profit.

  6. You can charge for additional activities (such as refreshments or film talks) with a view to making a profit, as long as these are kept distinct from admission to the film itself.

  7. If you are screening to generate a profit, you need to check your chosen venue has a premises licence in place. Please note that this extends even to screenings where you are selling tickets to raise funds for charity.

  8. Under the Licensing Act 2003 a licence is required to provide ‘regulated entertainment’ to members of the public or a section of the public and for members of a club and their guests. One of the descriptions of ‘regulated entertainment’ is the exhibition of a film.

  9. There are three types of licences available to provide ‘regulated entertainment’:

  • A premises licence

  • A club premises certificate

  • A temporary event notice

  1. The licensing of films for non-theatrical, Blu-ray/DVD screenings can be complicated, but the vast majority of films are available through three major gateway distributors: the BFIFilmbankmedia or MPLC.

  2. if the film you want isn’t held by the BFI, Filmbankmedia or MPLC, it may be available from the title’s original, individual distributor, in which case you will need to book it directly with them. This is particularly true of smaller independent films.

  3. The BFI and Filmbankmedia offer online catalogues (see BFI’s DVD catalogue, Filmbankmedia’s catalogue) where you can search to see if they have the rights to a particular film. For details of MPLC’s catalogue, you’ll need to contact their licensing team.

  4. In some circumstances even if a film is available to buy or rent for home use, it doesn’t mean public screening rights are automatically available. The same stringent rights conditions apply to DVD and Blu-ray screenings as for DCP and 35mm screenings. Rights holders often only hold home entertainment licences and are unable to grant public screening rights on their DVD/Blu-ray titles. Clearing these rights for public screenings, particularly on older titles, can be a complex procedure sometimes involving liaising directly with a film’s producer or international sales agent. However, having said this, the explosion in available titles on DVD and Blu-ray has definitely increased access to a wider range of titles for the non-theatrical sector and expanded cultural programmers’ pool of available titles.

  5. Films screened in schools or universities may be exempt from copyright licensing if they are screened as part of curricular activities or are part of a particular curriculum.

  6. Films over 50 years of age and for which there are no active rights holders may be out of copyright, in which case you can screen them to the public without film copyright licensing. However, it can be hard to find out which films are truly out of copyright, as rights are still kept up on many titles older than this.

LALG Zoom

LALG has two Zoom licences which allow calls of unlimited length for up to 100 participants. To find out the login details email zoom1@lalg.org.uk.  Login details must be kept secret.

When using Zoom for an LALG activity, please ensure that everyone observes LALG’s terms of membership and that nothing is said or discussed where the content is likely to cause offence to others.

Booking LALG’s licensed version of Zoom

Time slots can be booked by Group Contacts or a nominated deputy for any LALG purpose, but not personal use.

To check availability for the time you want to meet, email zoom1@lalg.org.uk

It is important to schedule a meeting in advance, so you will need to arrange a time for logging in to do so. By scheduling meetings, everyone can see when the licence is booked, or available.

Logging in

Only log into Zoom at the time you arranged by emailing zoom1@lalg.org.uk.

If you have your own personal zoom account, your device will probably open zoom in your own name, so you will need to sign out of that and then login in with: zoom1@lalg.org.uk or zoom2@lalg.org.uk, whichever you have been allocated.

Use the password sent to you for that day (it is different every day) or email zoom1@lalg.org.uk if you have forgotten it.

Do not use LALG’s personal ID for meetings; this has been disabled.

Please keep to the time you have booked.

Virtual waiting room is on by default
This prevents people from joining a meeting until you, the host, are ready. 

You’ll have the option to admit people by clicking on Admit. Do not admit anyone whose name you don’t recognise.

Technical support

If you do need help, please contact any of the following:

Jackie Harber: webtech@lalg.org.uk   (not bookings)

Jackie Sayers: jackie.sayers@gmail.com  07970 407635

This page provides information on how LALG handles personal data, and a statement of conformance to the regulations (known as GDPR) governing this subject.  LALG also has a Cookie policy for the website but this will not directly concern GCs.

The following three documents can be viewed by selecting from the list at the bottom of this page.

  • LALG's Privacy Statement detailing how explaining how LALG handles personal data.
  • A document giving Guidance to Group Contacts on the steps they should take when handling any personal data about their Group members.
  • A document giving details of the General Data Protection Regulations.

It is likely that as a Group Contact you, or someone else in your group, will keep a list of your group members and it is therefore essential that you comply with the GDPR regulations set out in the Guidance.  LALG also keeps a list of all Group Contacts which may include emails, telephone numbers and addresses.  This data is held securely and the LALG Committee will only use it to let you know about LALG activities or to provide you with information relating to your position as a group contact.

PRIVACY STATEMENT

Who we are

We are Letchworth Arts and Leisure Group, a voluntary membership organisation.  Our object is to further arts and leisure activities in Letchworth Garden City and the surrounding area.  

Our Privacy Statement sets out:

  • How we use any personal information we collect about you when you become a Member of LALG, or register on our website.
  • Who we share your information with, why and on what basis; and
  • What your rights are.

How we collect information from you

We obtain information about you when you join LALG, either via our website, our application form or over the telephone.

The type of personal information we collect

We currently collect and process the following information:

Required

Name
Address

Optional

Home and/or mobile telephone numbers
Email address
Year of birth

If registered on our website (for which a user does not have to be a Member)

Email address
User name
Encrypted password
Nickname (name a user is known by on the site)
Activity groups a user has subscribed to
Online events a user has registered for
We also record your date of joining/renewal date and whether your annual membership fee has been paid, but not your banking or payment card details.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you when you join LALG.  We collect this information for the purposes of managing your membership and to provide you with information on LALG’s group activities, events, discount suppliers, linked organisations and other third party activities that may be of interest to you.

We use anonymised data for statistical purposes, for example to track membership numbers and demographic information year on year, and survey responses.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  • Your consent. You are able to remove your consent at any time but by doing so you may terminate your membership if we do not have sufficient information to manage it.  If you want to remove your consent you can do this by contacting LALG’s Membership Team at membership@lalg.org.uk.  You can also opt out of receiving our emails by using the ‘unsubscribe’ option in the email footnote.
  • We have a legitimate interest because you have chosen to join LALG and we need to manage your membership.

We do not pass personal data to any third party other than for the distribution of our newsletter, email communications, payment processing and event management.  We ensure that the third parties we use are also GDPR compliant.

If another member of LALG asks for your contact details, we will only ever share them with your consent.

How we store your personal information

The bulk of your personal information is securely stored on our membership database.  You can access and update your own data by registering on our website.

We keep your details on our membership database for the duration of your membership plus one year, after which your details will be permanently deleted.  In certain circumstances, the retention period after termination of your membership will be less.

If any of your personal information is held elsewhere (for example by a Group Contact if you are a member of, or interested in, their group) there is a requirement to ensure that it is also held securely and confidentially, and permanently deleted when it is no longer required. 

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal information.
  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact LALG’s Data Protection Officer at dpo@lalg.org.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint by contacting LALG’s Data Protection Officer at dpo@lalg.org.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address is:
 
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113

 

This statement was reviewed by the Committee at its meeting on 26 July 2021

Data Protection advice for Group Leaders and Group Contacts

This page provides information on how LALG handles personal data, and a statement of conformance to the regulations (known as GDPR) governing this subject.    In addition you can view the LALG Cookie policy.

Data Collection and Use

Personal information should be collected and used lawfully and fairly.  ‘Fair’ means that that individual should know who has their information and what it will be used for.  Information collected for one purpose should not be used for another.  So if someone gives you information for LALG purposes you should not use it for anything else – for example to promote a business, event, charity or political party.

The key things you need to know:

New data protection legislation was introduced in May 2018.  The definition of what is personal data remains the same and includes anything that can identify an individual: contact details, membership number or photos. 

We can only collect data which we have a valid reason for having, and for which we have the owner’s consent to using. Sometimes explicit consent is not needed because it is obvious. Under the ‘contract’ that members have with LALG we do not need their consent to communicate with them but even so we have to provide clear and simple information about how their data will be stored and used.

We must keep data safe, see Information Security. If it is online it should be password protected. If it is a paper record, it should be kept private and when possible locked away.

When we no longer need the data, for example when a member has left the group or after an event we should safely destroy it.

So how does this apply to you as a Group Contact?

As a Group Contact you probably have a list of members in the group. Make sure you only have data that you have a valid reason for having. For example, if you will never email members don’t collect email addresses. 

If you meet in each other’s houses you will need to collect addresses.  Consider whether you should send a list to everyone in the group or just put the details for the next venue on the call up.

You should tell group members that you will abide by LALG’s privacy statement  www.lalg.org.uk/privacy.  If they prefer a paper copy they should contact the LALG Secretary via the contact details on the website or in the newsletter.

If you intend to use the data for anything other than running your group you will need the explicit permission of the member?  For example, you can only take and store an image such as a photograph or video if you have the explicit consent of the member(s) involved.

You need to review how safely you are storing the data you hold. Take steps to avoid data going to anyone else. This includes within the group: so when emailing several members, use the bcc facility unless you have explicit permission to share those email addresses within the group.

Any data that you no longer need should be destroyed safely and securely.  This also applies if you step down as Group Contact. 

Summary Statements

For Members - It is best practice to add a footnote to any email, booking form, or leaflet saying:

'I will safely store your name, phone number and email address and will only use them to manage the group’s activities and to contact you about group events.'  (Note: Add address if you use this to contact people or meet at each other’s houses).

'If you give me your consent I will add your phone number /email address, address to my mailing list for other communications which might be of interest to you. You can withdraw your consent at any point by contacting me.'

(Only if relevant to your group) 'If you give me your consent I will take photographs/videos of group activities which might be used on public sites such as the LALG website or LALG Facebook page for promotional activities.'

'The full LALG Privacy Notice can be found on the LALG website (www.lalg.org.uk) by clicking on LALG Privacy Statement at the bottom of any page.'

For Non Members - Sometimes people who are not members of LALG join us at events or activities. If we collect data from them, we should also tell them how that data will be used. 

For example, on an email or booking form:

'I will safely store your name, phone number, email address, address (delete as applicable) and will only use them to manage the LALG event/activity (add details).  

The principles outlined in the LALG privacy notice apply and can be found on the LALG website (www.lalg.org.uk) by clicking on LALG Privacy Statement at the bottom of any page.'

If relevant you can add:

'If you give me your permission I will store your details and use them to send you future information about LALG events/activities.'

GDPR Detailed Guidance

Introduction of General Data Protection Regulations – some key principles

From May 2018 the new General Data Protection Regulations (GDPR) will be in place.  The definition of what is personal data has been expanded and now includes almost anything that can be used to identify an individual, so this could be personal contact details, a membership number or a photo.  The key thing with all data is that there is a good reason to have it and consent to use it.

Reason – under GDPR we should not be collecting data for no good reason.

Consent – under GDPR a person must give positive consent.  They should have access to a clear and specific privacy statement that explains what the data they are providing will be used for.

Legitimate interests – there are situations where positive consent is not needed because use of data is implied in the activity the individual is taking part in.  Whilst positive consent might not be needed there should still be access to clear and simple information about how the data will be used.

Retention of Data – we need to be vigilant about how long we keep data, if we don’t need it any more we shouldn’t keep it.

Secure Storage – any electronic data should be in a secure password-protected environment.  Physically held data should be held locked and secured too.

Documentation and Process – there is a shift in emphasis to show compliance.  So having documentation is important for example having evidence of consent being given.

Reason, consent and legitimate interests

The key thing with all data is not that you have it as such – but that you have a good reason to have it and that you have consent to use it.

  • Reason: under GDPR you should not be collecting data for no good reason. Unless you have a genuine reason for having and using data then don’t ask for it. This is common sense really – and good practice. All it will do is take up digital or physical space - and if you have no use for it, it essentially exists only as a risk for you – so why have it all?
  • Consent: this will perhaps be the biggest change. Previously consent could be implied by inaction or silence – it’s the pre-ticked box or ‘unless you tell us otherwise we will email you’ approach. Under GDPR consent will have to be positive – an individual will have to take definite action to say ‘you can have and use my data’ – so they tick the box rather then it being pre-ticked. They should also have access to a clear and specific privacy statement that explains what the data they are providing will be used for. It shouldn’t be a general catchall for all data and all use – it has to be specific to the data they are providing at the time.
  • Legitimate interests - there will be situations where you don’t need positive consent as use of data is implied in the activity the individual is taking part in. For example emailing a member of your group about a meeting change or fee reminder is legitimate interest and implied by being a member. Whilst positive consent might not be needed they should still have access to clear and simple information about how the data will be used.

Retention of data

One of the changes with GDPR is that you will need to be more vigilant with regards to how long you keep data for. It can be very easy to keep old data on a spreadsheet somewhere or locked away in a filing cabinet.  However, you should not hold and use data unless you have a good reason for doing so.

Removing old data may seem like an administrative burden. But tidying up data is a good administrative process to go through anyway – and if you don’t need the data, why have it? It takes up space and exists purely to create risk for you – which you can easily remove.

Having a regular review of the data you hold and how you use it is a good idea. But thinking about data retention and making sure your data is clean and useful should be an ongoing process. If you have some processes in place for cleaning data as you go, it will help ensure you are being fair and responsible in how you use data and reduce any risk to your group, not to mention making a regular data review much easier.

Have a process in place for reviewing your data on a regular basis. The point of this review should be to decide if you still have a good and fair reason to store and/or use the data, and that you have any necessary permissions in place.

Secure storage

Rules around how data is stored have not changed too much. But it’s always useful to have a reminder:

  • Any electronically held data should be in a password-protected, secure environment, and those passwords should be changed regularly.
  • It can be easy to focus on digital/electronic data for GDPR. Physically held data should be kept locked and secure too.

Summary Statements

On our general Data Protection Requirements Guidance page there are some summary statements to help you.

Safety checks & Assessment of risk

Everyone wants to enjoy LALG events and to feel safe.  We have devised some checklists to help people organising activities.  Please take time to read the one most appropriate to your event and adapt it as necessary.  It is a condition of our insurance that organisers have thought about the risks and done their best to manage them. The checklist enables you to do that. If an incident occurs during your event you will need to complete an Incident Report form and alert the LALG secretary at secretary@lalg.org.uk.

General safety checks for trips and transport

Risk

In advance/before arrival

If it happens

Unusual or extreme weather conditions

Monitor weather forecast; cancel or postpone trip in extreme conditions 

Have drinking water available

Consider abandoning visit

Minor injuries (eg cuts, bruises, stings)

Consider carrying a small first aid kit

Refer injured person to destination’s first aider, coach driver or a pharmacy 

Serious injury/illness needing ambulance (individuals are responsible for informing others if they may need assistance eg they carry an epi-pen)

Trip organiser to have everyone’s name and contact details and plan what to do if someone is unable to continue or return with the party

Trip organiser to carry mobile phone and liaise with emergency and destination’s staff

Implement plan as appropriate

Damage to property or environment

 

Trip organiser to warn individual or destination’s staff, as appropriate

Major incident at destination

Trip organiser to give out their mobile number for the day

Trip organiser to have everyone’s name and contact details

Organiser may carry a backup battery for mobile devices

Follow destination’s procedures

Trip organiser to carry mobile phone to contact coach driver should an alternative pick-up location be necessary

Trip organiser to check everyone accounted for

Lost property (people are responsible for their own belongings)

 

Trip organiser to give the individual the destination’s/coach company’s contact details

Lost person

Trip organiser to give out their mobile number for the day

Trip organiser to plan what to do if a lost person does not make contact

Take vulnerable people only if accompanied by a responsible adult

Inform destination’s staff and follow their procedures

Implement plan as appropriate

Mobility/health issues

Ask travellers if they have any mobility or health issues which could impact on the day

Allocate seat near coach front if mobility issues

Ensure traveller explains how to use epipen etc

Create plan for serious cases

Carry out traveller’s requests if safe and reasonable to do so

Carry out pre-prepared plan

Hazards at destination

Contact destination in advance and check access, facilities etc and ensure travellers aware

 

LALG Guidance for Cycling Groups

There are a number of LALG cycling groups, completing many different types of rides so this guidance may need adapting to suit particular rides  / situations.

It is important that all cyclists, for the safety of themselves and others, are familiar with the Highway Code. The pages relevant are the ‘Rules for Cyclists’, pages 59 - 82

Cyclists

•   It is the responsibility of all cyclists to prepare themselves for the ride that they are undertaking - including personal fitness, equipment, clothing and suitable refreshments.

•   All cyclists are responsible to make sure their bike is roadworthy - to inspect their bike prior to each ride paying particular attention to brakes, frame, steering, pedals, wheels, lights & tyres.

•   All cyclists should carry a method of tyre inflation, a spare inner tube, a multi-tyre changing tool and it is advisable to wear an approved safety helmet.

•   If the cyclist is unsure of his / her capabilities to complete the ride, or has any other concerns, it is their responsibility to contact the ride leader prior to the day of the ride.

•   All cyclists are expected to stay as a group, to warn others of approaching vehicles and hazards using known calls and be considerate to others within and outside the group.

•   At the completion of the ride, riders should raise any issues, concerns and, just as important, aspects of the ride that went well. Riders should bring to the attention of the leader any accidents and near misses, if this hasn’t been done during the ride.

Ride Leaders

It is the responsibility of ride leaders to:

Before the ride:

•   Plan the route to suit the particular cycling group and to investigate the length, timing, terrain and possible obstacles.

•   Provide the ‘Group Contact’ with details of the ride for publication in the newsletter.         

At the start of the ride:

•  Clarify the ride leader & any other rider with specific responsibilities (ie tail).

•  Provide an overview of the route, stopping points, duration & distance - including any known route hazards.

•  Any new rider should be introduced to the ride leader & consideration should be given to allocating a chaperone / mentor for the ride.

•  A reminder of the standard hand signals & calls used within the group.

•   Count the group and signal the start of the ride.

During the ride:

•   Ride at a speed at which you and the group are competent / confident.  

•   Should the need to stop arise (e.g puncture, breakdown) then a place must be found sufficiently off road to allow safe passage of traffic.

•   Assess the problem & decide whether to hold up the ride or leave the affected rider with helpers and details of the route to the next stop.

•   Concentrate at all times & anticipate changing road conditions.

•   Stop at convenient intervals to allow for refreshments and to check the welfare of all

   riders.

At the end of the ride:

•   Conduct a debrief where riders should be encouraged to raise any issues, concerns and, just as important, aspects of the ride that went well.

•   Report all incidents to the LALG Secretary (secretary@lalg.org.uk) as soon as possible using the Incident Report form on the web site.

Further information

•   In order to be covered by LALG insurance rides should be recognised as official LALG events - they should be advertised in the monthly LALG newsletter, organised by or with the agreement of the group contact and participants should all be current members.

•   Any non LALG members participating on the ride should be encouraged to join.

Further reference / guidance click on:

www.sustrans.org.uk - the-m-check-for-your-bike-in-11-steps

Steve Green   July 2018

LALG Guidance for Walking Groups

There are a number of LALG walking groups, completing many different types of walks so this guidance may need adapting to suit particular walks / situations.  

Walkers

  • It is the responsibility of all walkers to prepare themselves for the walk that they are undertaking - including personal fitness, equipment, clothing and suitable refreshments.
  • If the walker is unsure of his / her capabilities to complete the walk, or has any other concerns, it is their responsibility to contact the walk leader prior to the day of the walk.
  • ll walkers are expected to stay as a group and be considerate to others within and outside the group.

Walk Leaders

It is the responsibility of walk leaders to:

Before the walk:

  • Plan the route to suit the particular walking group and to investigate the length, timing, terrain and possible obstacles.
  • Provide the ‘Group Contact’ with details of the walk for publication in the newsletter.
  • Whether or not you recce the route beforehand (recommended), take account of critical navigation points, hazards and possible problems. Timings, rest and toilet stops and access restrictions should be checked, adjusting the route if necessary.
  • The day before the walk check the weather forecast, and if required review the route and be prepared to cancel if necessary.

At the start of the walk:

  • Introduce each other and appoint a back marker if possible.
  • Outline the route, estimated distance, finishing time and points of interest.
  • Count the group and signal the start of the walk.

During the walk:                                                                                                       

  • Warn walkers on approaching a road, keep all of the group together - especially at stiles, on inclines and any other difficult parts of the walk.
  • Check on the back marker, if appointed, and the number in the group as appropriate.
  • On any hill walks there should be a minimum of 4 walkers.

At the end of the walk:

  • Conduct a debrief on how well the walk went, identifying any incidents and near misses if this hasn’t been done during the walk.
  • Report all incidents to the LALG Secretary (secretary@lalg.org.uk) as soon as possible using the Incident Report form.

Further information

  • In order to be covered by LALG insurance walks should be recognised as official LALG events - they should be advertised in the monthly LALG newsletter, organised by or with the agreement of the group contact and participants should all be current members.
  • Any non LALG members participating on the walk should be encouraged to join.

Further reference / guidance:

www.ramblers.org.uk > safety

www.ramblers.org.uk/news/latest-news/2012/may/refreshed-countryside-code.aspx

Steve Green   August 2018

Assessing Potential Event Problems

It is a requirement of LALG insurance that the organiser of any event has thought about potential problems and planned for them.

This checklist identifies some problems that may occur and how to deal with them. There may be additional ones for specific events.

Check the other items in All Safety Guidance.

Hazard

Who might be harmed and how

Actions to take in advance

If it happens

Accommodation/ facilities/key personnel

Venue becomes unavailable

All

Pay deposit on time

Check a few days before event that all is in order

Find alternative venue

Or cancel the event and:

Post notice on hall door

Contact LALG publicity to tell people via website and social media

Tell Discover Letchworth if they have sold tickets

If you have contact email/phone for attendees send them a message

Key facilities at venue are unavailable

All

Check a few days in advance that all is in order

Organise alternative provision

Or cancel the event - as above

Speaker/band/quiz master etc becomes unavailable

All

Check a few days in advance that all is in order

 

Find an alternative

Or cancel the event - as above

Incident at accommodation eg fire alarm

All

Check premises evacuation procedures and know where meeting point is

Have emergency contact number for venue manager

Tell participants what to do in case of emergency

Ensure venue is safely evacuated

Call Emergency Services if needed

Inform venue manager

Unusual or extreme weather conditions

All

Consider taking event cancellation insurance

Monitor weather forecast

Agree with team when decision to cancel/go ahead should be taken

Organiser to obtain everyone’s mobile phone number or email

Make timely decision to go ahead or cancel – as above

Injury and illness

 

 

Attendees are responsible for their own personal insurance – as notified on website/newsletter

 

Minor injuries (eg cuts, bruises, stings)

Individual

None

Offer first aid kit and find quiet place for injury to be treated in consultation with person or their companion

Consider making incident report to Secretary of LALG

Trips and sprains

Individual

Check before event starts that there are no trip hazards

Point out any uneven floors, taped wires, steps etc to participants

Serious injury/illness needing ambulance/

accident

Individual

None

Dial 999 and call emergency services

Make incident report to Secretary of LALG

Damage to property or environment

 

Individual

LALG has third party insurance but individuals are responsible for their own insurance

Organiser to claim on LALG insurance, as appropriate

Complete incident report form

People at risk

 

Individual/  organiser

Understand the requirements when running events including children/young people/adults at risk

Notify LALG committee safeguarding officer and complete incident report form

Budget

Event loses money

Organiser

Budget for realistic number of people

Have cancellation policy

Consider cancellation insurance

Understand commitments to venue and speakers etc

Cancel event if insufficient people

 

Trip makes money

All

Budget for realistic number of people

Surplus to be returned to LALG or to the group organising the event

Travel by coach

Risk

In advance / before arrival

If it happens

Coach does not turn up

Book a reputable company

Organiser to carry mobile phone and coach company’s number

Coach breaks down

Book a reputable company

Coach driver to make alternative arrangements

Coach is involved in an accident

Book a reputable company

Follow driver’s instructions. 

If driver incapacitated then trip organiser to move people to place of safety and call coach company and/or emergency services, as appropriate.

Coach driver is taken ill

 

Organiser to contact coach company, plus emergency services if appropriate

Travel sickness

Anyone saying they are travel sick should have a seat reserved near the front of the coach

Check where bowl is stored on coach

Ask driver to stop at a safe place if necessary

Provide wipes, water

Travel by public transport

Risk

In advance / before arrival

If it happens

Bus or train cancelled or delayed significantly

Have a contact person for each place that people are departing from

Contact people and agree new arrangements

Accident

 

Advise people not to stand or walk too close to the edge of the road/platform.

Advise people to sit down if seats are available and remain seated until bus/train stops

Follow bus/railway employee’s or emergency services’ direction

Travel using car sharing

Risk

In advance / before arrival

If it happens

Car discovered to not be road worthy, or driving not of appropriate standard

Presume all cars are taxed, insured and road worthy, and that drivers are of an appropriate standard

Reallocate passengers to another car; if insufficient room then trip organiser to be aware of public transport options, or to carry mobile phone, number of local taxi company and enough money to lend individual to get home

Inform LALG secretary so other organisers can be made aware

Car breaks down

Trip organiser to give mobile number to all drivers

Reallocate passengers to another car; if insufficient room then trip organiser to be aware of public transport options, or to carry mobile phone and number of local taxi company

This document brings together information found elsewhere in the safety guidance to provide a comprehensive assessment of risk.  It can be printed off as a word document and adapted for use as a template for your own activity.

Background to trip - The organisers of the trips take LALG members and non-members to London by public transport for pre-arranged guided tours at places of interest.

Hazard
Who might be harmed and how
Actions to take in advance
If it happens

Travel

Meeting point unclear

All - do not rendezvous at correct place

Send instructions in advance specifying meeting point and alternatives

Individuals are responsible for arriving at the meeting place at the given time

Organiser(s) to carry mobile phone

Consider having a LALG sign

Public transport disrupted

All, disruption may be complete or only affect some travellers

Have access to timetable and alternative routes if possible

Carry contact number for venue

Alert people joining elsewhere of the problem

Find alternative route

If severe cancel trip and tell venue

Unusual or extreme weather conditions

All

Monitor weather forecast

Organiser to obtain everyone’s mobile phone number

Have drinking water available

Injury and illness

Serious injury/illness needing ambulance/accident

Individual

 

Inform travellers they are responsible for their own insurance

Organiser to carry mobile phone and liaise with emergency services and destination’s staff as necessary

Make alternative arrangements for anyone unable to continue or return with the party

Minor injuries (eg cuts, bruises, stings)

Individual

Consider carrying small first aid kit (which people utilise at their own risk)

Refer injured person to destination’s first aider or a pharmacy

Sickness/diarrhoea

Individual

None

Inform venue

Known medical issues

Individual

Individual to complete form in advance if there are medical issues the organisers should be aware of

Carry out agreed action

Refreshments

None available

All

Be clear whether food and drink is provided and where it can be bought

Build in enough refreshment breaks

Ask guide to identify where food/drink may be purchased and to allow time for it to be consumed

Food (if provided) not of reasonable standard

All

Book a reputable venue

Complain to management and get improvement

Eat elsewhere and get refund

Special needs not met

Individual

Book a reputable venue

Individual to tell in advance of any dietary requirements

Organisers to tell venue

Incident at accommodation eg fire alarm

All

Book a reputable venue

Follow venue procedures

Comfort breaks

Need to use toilet

Individual

Make sure venue/guide builds enough time into programme and knows where toilets are located

Find nearest toilet

Make sure rendezvous point is known

Tickets

Tickets not ready for collection

All

Tickets purchased in advance and collection arrangements agreed

Organiser to remind venue a couple of days before travelling

Organiser to ensure takes credit card used to purchase tickets

Wait until tickets ready

Tickets lost

All

Organisers collect tickets on arrival and distribute immediately

For the individual to pursue

Damage to property or environment or accident

 

Individual

Travellers informed in advance that they must arrange their own insurance for all aspects of the trip

LALG insurance  covers………

Trip organiser to warn individual or destination’s staff, as appropriate

Individual to pursue, or organiser to claim on LALG insurance, as appropriate

 

Individual

Travellers informed in advance that they must arrange their own insurance for all aspects of the trip

Organiser to give the individual the venue’s contact details

Lost person

 

Individual

Organiser to provide their mobile number

If lost person cannot be contacted organiser to take rest of group home as agreed (eg utilising off peak travel)

Implement plan

Budget

Trip loses money

Organisers

Budget for realistic number of people

Non-returnable deposit to cover all fixed costs apart from accommodation

Balance to be paid within venue cancellation period

Warn people there may be a small surcharge

Cancel trip if insufficient people

Apply surcharge

Trip makes money

All

Budget for realistic number of people

Make contribution to organisers’ costs

Give refund and/or donation to venue depending on amount

Carry forward surplus to next trip

Donate to LALG central funds

This link enables the LALG Incident Report form to be downloaded. It is a Word .docx template and so can be completed electronically.

How to Organise .......

A frequent requirement of groups is to organise events, and trips and visits using a variety of transport methods. This page provides information, guidance and examples of how this can be done.

General Guidance on Organising Events

Planning the event

1. Consider why you are running the event.  Is it for fun – to raise funds – a thank you?  Make sure everyone knows and agrees the objectives.

2. Decide the broad parameters, what, when, where, who.  Is this a small event just for your group or for all LALG members, or also for the general public?

3. Organise the team. 

  • What roles do you need to cover?
  • How many people will you need?
  • Is it all on the day or are there some advance jobs?
  • Make sure you have people to help clear up.

4. Set the date.

  • Check the LALG calendar for any clashes.
  • Check team availability.
  • Check for any other big events in the town eg satellite screening at Broadway cinema.

5. Draw up a preliminary budget.  You should have an idea of how much you want to charge which will then influence other decisions.  LALG members should receive a lower price than members of the public.

6. How many people do you need to make it viable?  What is the upper limit to numbers?

7. Find a venue

Link to the venue section in the guidance

  • Check what is included in the cost, e.g. kitchen facilities.
  • Do they have enough chairs/tables and other equipment you need?
  • Do they have a sound system/microphone/projector?  Ask the caretaker to explain how it works.
  • Do they have crockery, glasses and cutlery?
  • When will you get access, and do you need to vacate by a given time?
  • People with Disabilities.  LALG activities should be accessible to all so check access, toilet facilities and car parking.
  • Ask who cleans up, if it is you (it often is) where do they keep the cleaning equipment?
  • Ask if you can use the stage, if you need to?
  • Are there any restrictions for example on the use of alcohol, gambling etc?

8. Find and engage the person(s) who will provide the entertainment – the quizmaster, dance caller, speaker etc. 

  • Do they need any equipment?
  • Access to electrical sockets?
  • Access to sound system?
  • Where will they load and unload?

9. Decide if you will provide refreshments e.g.

  • Hot drinks and biscuits only.
  • A finger buffet.
  • Will the venue provide food/drink at a cost?
  • Alcohol and soft drinks, some supermarkets provide a glass loan service if you buy alcohol.
  • Bought in items such as fish and chips.
  • Remember to cater for people with allergies/food preferences.
  • Decide who will oversee catering and agree who will provide food, drink, crockery, cutlery, napkins, condiments etc.

10. If you intend to sell alcohol or provide it as part of the cost of a ticket you may need an alcohol licence. 

11. If you wish to play music you need to consider whether you need to pay for a PRS/PPL licence.  Your venue may already be registered and the cost will often be part of the hire fee but if not you will usually need ‘TheMusicLicence’.

12. Raffles.  Not all venues allow raffles so you should check this.  Decide who will:

  • Provide prizes.
  • Buy the cloakroom tickets.
  • Organise the float.
  • Sell tickets on the day.
  • Decide whether you will take people’s phone numbers in case they are not around when the raffle is drawn, how you will hand over the prizes and how you will destroy the tickets afterwards. Or just restrict to people still in attendance.
  • If you intend to sell tickets other than on the day of the draw you will need a Small Society Registration from the local council in accordance with the Gambling Act 2005. https://www.north-herts.gov.uk/home/licensing/gambling-and-lotteries/small-society-lotteries The production of a specific Guide ‘How to Run a Lottery’ is planned.
  • If raffles are not permitted, you may find that ‘guess the weight of the cake’ or similar is an acceptable substitute as it not purely a game of chance.

13. Public Liability and other insurance. 

  • Check what insurance cover is held by the premises. 
  • Check what LALG Insurance covers.
  • Do you need any other insurance, for example to cover cancellation charges by the venue or performer if the event cannot go ahead for any reason?

14. Decide how many tickets need to be sold to make the event viable.  

  • Will you accept people ‘on the door’ or advance sales only?
  • Discover Letchworth provides a useful booking service.
  • You should decide who on the team will be the contact for the event and the ticket manager.
  • Put a checkpoint in your diary to see if you have sold enough and to cancel if necessary. 
  • Have a refund policy – depending on costs etc it could be that refunds will be given only when all tickets have been sold.

15. Have a plan for cancellations.

  • Ask LALG publicity to put a notice on the website and social media.
  • Consider putting cancelled stickers on all posters.
  • You could ask the TIC to collect phone numbers when they sell tickets for you to ring, but remember to handle the data in accordance with GDPR guidance link.

16. Publicity: Contact LALG publicity for advice.  They can help with:

  • Posters
  • Tickets
  • Programmes
  • Advice on where to promote the event
  • Newsletter copy.

17. Carry out safety checks (also known as risk assessment).

  • It is a requirement of LALG insurance that the organiser of any event has thought about potential problems and planned for them.
  • There is a checklist to help you do this.
  • Copy it to the team.

18. When you have determined all the costs you need to draw up a final budget.  It is a good idea to include a contingency for unexpected costs or a shortfall in ticket sales.

19. Confirm with the venue and the performer and enter into a contract with them.  Make sure you understand when and how you must pay and what cancellation charges may apply.

20. Decide how you will fund any deposits if they are needed before ticket sales.  The LALG Treasurer can offer guidance.

21. Keep in contact with the venue, performer and your team so you can check everything is on track and ensure no misunderstandings

 

On the Day

22. Arrange to collect the keys/have the venue opened so that you have enough time to set up.  Have a contact number for emergencies. 

  • Arrange seating and tables if used.
  • Organise refreshments.
  • Meet and greet performer and help set up/give access to equipment.
  • Front of house – ticketing, programmes, name badges, registration sheets, pens.
  • Set up raffle.

23. Check the emergency exits, fire extinguishers, first aid kit, position of toilets and other public facilities.  Evacuation procedures/assembly point should be given by the venue. Announce this at the start of the event.

24. Registration.  The ticket manager (and team) should:

  • Check tickets at the door if they have been issued.
  • Sell tickets if appropriate, have an agreed float of small denomination coin and notes.
  • Or take a list of people attending the event, checking LALG membership if necessary.
  • Provide name badges, if needed.
  • Hand out programmes or other material.
  • Make sure you know how many people are at the event so you can do a head count if evacuated.

25. Have an agreed chair to open the event, give notices, keep things on track, close and thank the participants and organisers.

26. If you have ordered outside catering have an agreed time and place for delivery and a contact number in case of emergency.

27. Agree how any money collected will be handled and subsequently accounted for.

28. At the end:

  • Put away furniture and equipment as agreed with the venue.
  • Collect and dispose of rubbish.
  • Leave the venue clean and tidy, including the kitchen.
  • Lock up and return keys unless this is done by a caretaker for the venue.

29. Thank those who have helped make the event a success.

30. And remember - if something does go wrong then nobody has probably noticed – only you knew what was supposed to happen, everyone else just came along and had a lovely time!

This service is not available at present as Discover Letchworth on Broadway next to Morrisons is closed.

Discover Letchworth (formerly the Tourist Information Centre) on Broadway next to Morrisons provides a free and highly competent Booking Office service. They can either sell tickets for you or collect names of people interested in a trip.  Please help staff by approaching them in good time.

Selling tickets

  • Agree arrangements before the first publicity of the event;
  • Print out enough tickets. A template is available from the Publicity Chair. You might wish to number them. Include the member and non-member price;
  • Provide a Discover Letchworth Booking sheet, with details of the event, refund conditions/deadline and a contact number for staff in case of questions. Include a column for the number of tickets bought, amount paid, the buyer’s name, and their membership number. 
  • Periodically call at Discover Letchworth with ID to collect the takings and ask for a copy of bookings so far. Please let them know the day before so that they can be ready;
  • Pass takings to the LALG Treasurer if applicable.  Cheques should have the event name written on the back.

Collecting Names

If you are using Discover Letchworth to collect names of people potentially interested in an activity:

  • Agree arrangements before the first publicity of the event;
  • Provide a Discover Letchworth Booking sheet, with details of the event, and a contact number for staff in case of questions;
  • Make sure that you ask for Member’s details, so you can contact them to advise if the event is happening;
  • Discover Letchworth will also act as a collection point for cheques for the event, if it goes ahead.  Alternatively, people can pay direct to the LALG bank account.  Contact the LALG Treasurer for details of how to do this.

How to Organise an Event with a Speaker

This guidance gives advice on the things you should consider when organising an event with a speaker.  Click here for general guidance on how to organise an event.

  1. Decide on the topic – is this part of a series of events such as Members Meetings or a one off?  Does this coincide with a special event such as an anniversary?
  2. Decide on the audience – is this for all LALG, your own group or open to the public.
  3. What can you afford to pay?  Put this in your budget.
  4. Where will you find the speaker? Perhaps:
  • A volunteer.
  • A member of a LALG or another local group.
  • Word of mouth recommendation.
  • Someone from a charity, place of interest, local business, university, public institution.
  • Look on-line - for example https://local-history.co.uk/lhspeakers.html gives lists of local history speakers.
  • Speakernet  https://speakernet.co.uk/talks aims to link speakers to an audience – at a price!
  • Other websites are available using search facilities.
  1. When you know the topic, audience, place, date, time and what you can afford to pay contact the speaker and agree terms.
  2. You will need to confirm:
  •  Availability.
  •  Cost.
  • The length of the talk and whether questions will be at the end or during the presentation.
  • Any equipment needed, including access to IT, microphone and projection.
  • How and when to make payment, is a deposit needed?
  1. Put the terms you have agreed in writing.  This may be a simple email or a more formal contract depending on circumstances.
  2. Before the event contact the speaker to reconfirm the arrangements.  Provide a map to the venue.  It will be helpful for the speaker to know something about the event and LALG beforehand.
  3. On the day be on hand to welcome, provide refreshments and help set up.
  4. Find out a few key things so that you can introduce the speaker appropriately.
  5. Manage the time, make sure things do not overrun and that the audience has opportunity to engage.
  6. At the end thank the speaker and allow the audience to show their appreciation.  The speaker may be willing to stay on for individual questions - check this out.
  7. Help the speaker remove any equipment.
  8. Make payment as agreed.
  9. After the event send a written thank you.  You never know you - or another LALG group - might want to use them again.

How to organise a coach trip or holiday

  • Work out a budget and a timetable so that you have sufficient time to publicise your plans and to collect money etc. Budget for being 80% full.
  • Check the proposed date on the LALG calendar to avoid any clashes.
  • Consider using the Booking Office service offered by Discover Letchworth (formerly the Tourist Information Centre).). This service is not currently available as Discover Letchworth is closed.
  • Have all arrangements and costs with providers confirmed in writing.
  • Give the LALG Treasurer at least a week’s notice of any advance payments (deposits etc.) or to provide funds for payments needed on the day.
  • Make clear your cancellation policy and deadline (e.g. only refund if substitute found or no loss incurred).
  • Charge non-members of LALG more than members and arrange that booking is open to members earlier than non-members.
  • Maintain simple but clear accounts and submit a final statement to the LALG Treasurer.  See also Finance (in menu on the left).
  • Have cheques made payable to “LALG” with the event name on the back.
  • When booking a coach, check that the driver knows the route and whether they have been there before. Provide written instructions (preferably with a map) on the precise location of the venue and coach parking facilities.
  • Exchange mobile phone numbers with the driver.
  • Once on the coach identify yourself as the leader. It is best to use the PA system and to make sure that you are audible.
  • Ensure that passengers are clear about the time and location for departure on all legs of the journey. It may be advisable to stand at the coach door and remind people as they disembark. Remember timings are longer with a coach-load of people.
  • Give passengers a handout beforehand, and again on the day listing:
    • All key timings, venues and activities
    • Arrangements regarding food
    • Mobile phone number of organiser
    • Any advice on dress code, security checks, what to bring etc.

Coach Hire
Groups wishing to hire a coach for an excursion should make the necessary arrangements themselves. There are some experienced tour leaders in LALG who may be contacted for advice via the Secretary, including about which operators are recommended.

  • It is advisable to be clear with the coach operator about the seating capacity; more seats can mean less leg space.
  • Pricing of trips is the responsibility of the organiser.  It may be prudent to budget on the basis of say 80% of seats being sold.
  • It is usual to give the driver a tip and it may be easiest to factor this into your price to avoid going round with the hat.

How to Organise a trip by Public Transport including a guided tour

As people pay a fee to join LALG their membership should offer benefits.  

When organising an event you might:

  • Set a lower price for Members
  • Open the trip only to LALG members
  • Give LALG members preferential booking, opening to non-members later

Setting up a visit with a tour

  • Check the proposed date on the LALG calendar to avoid any clashes.
  • Select the place to visit and contact them to see if group tours are available, cost, time and any restrictions.  For example, how many people may be accommodated.
  • Work out a budget and a timetable so that you have enough time to publicise your plans and to collect money etc.
  • Have all arrangements and costs with providers confirmed in writing.
  • Check with them a couple of days in advance that all is to plan.
  • Agree with the guide how long the visit will take and construct a timetable for the day including comfort breaks and refreshment stops. 
  • Decide if you will collect names yourself or utilise the Booking service of Discover Letchworth (formerly the Tourist Information Centre).
  • If you collect the names yourself an example LALG booking form for trips is available.
  • Put information into the regular newsletter. You can either decide to put all the information in the newsletter up front or you can collect names and send the participants detailed instructions closer to the trip.  Email is a useful method for doing this though you will need to plan for anyone not on email, possibly via TIC.
  • Venues often require you to purchase group tickets in advance and you may need to pay your guide separately.  Make sure you have included this in your budget and collect money in advance. 
  • Make sure people know under what circumstances money is non-refundable.
  • You can ask the LALG Treasurer to manage the money via the LALG account or you can set up a bank account for your group.  Electronic payment is easiest using the surname as an identifier.  People who do not bank on line can go to their bank and ask for a payment to be made into the designated account.  Or you can arrange for cheques to be collected at the TIC but you will need to make sure you have time to collect them and for them to clear.
  • Remember the guidance on Data Protection 

Planning the route

  • Decide the route you will take to the venue and what transportation you will use.
  • Travelling off peak will be cheaper but you need to check restrictions on travel.
  • Check train times: http://www.nationalrail.co.uk/ gives up to date train travel information and a journey planner. 
  • Transport for London (TFL) also has a journey planner which covers tubes and buses https://tfl.gov.uk/plan-a-journey/
  • Have alternative travel plans in mind in case there is a problem on the day.
  • Work out how to navigate between modes of transport (for example from the train to the tube) and how to get to the venue itself. 
  • Carry a map and any instructions from the venue.
  • Remember it takes longer for a group to get about than an individual or couple on their own!
  • Know where on the route to find public toilets and cafes and tell people when there will be breaks.
  • Make clear that transport costs are not included and people will pay for their own travel on the day.

On the day

  • Agree where the group will meet and at what time.
  • Provide your mobile number in case of problems.
  • People may choose to join the group at different stations or go directly to the venue.  Make sure you know this and tell them how to find you.  A LALG sign might help!
  • Arrange with the guide where you will meet and when and exchange phone numbers for any emergency.
  • After the trip escort the group back to the starting point.  Some people may chose to travel home independently, ask them to let you know if they plan to do this so you are not waiting for them.

How to Organise a Quiz

This guidance gives advice on the things you should consider when organising an event with a quiz. Click here for general guidance on organising events

  1. Decide on the audience for the quiz.  Is this something just for your group, for LALG or will it be open to the public?
  2. Is this the main event or a part of the meeting?
  3. Decide on the timings for the evening.  How many rounds can you fit in?  Will there be a refreshment break?  Or is it light entertainment in the midst of a meeting? If you are providing hot food, or are having food delivered, make sure the round before the food is due can be delayed until after it if timings go out…and vice versa with the round following it.  Or have a table quiz for the interval which will soak up any timing issues.
  4. Find a volunteer (or team) to manage it.  This may include:
    • Providing the questions:

      • Structure the questions concisely but so they are easy to take in and process.
      • Word questions so you point people towards the correct answer (eg “how much less do you weigh on the moon?” would be better as “you weigh less on the moon – but by what fraction?” so you get a fraction, not a decimal, and not someone’s actual weight loss).
      • Don’t get bogged down in providing context to the question.
      • Make sure the quiz master knows how to pronounce tricky words.
      • Prepare 2 tie-break questions and decide how you will run a tie-break. The first to raise a hand/shout the answer can have the evening finishing on an inconclusive note. 
    • Running the quiz, photocopying of quiz sheets, picture rounds etc.
      • If you’re providing written questions, pictures etc then give out enough copies for all team members to see them properly at the same time.  And be clear how you want the answers submitted.
      • Have spares – teams may split, plus drinks and food get spilled.
    • Marking the answer sheets. Decide who will do this (swap with other teams in the quiz, or pass to a central team) how to present the scores eg flip chart/project a spreadsheet/read them out at half time & the end.
    • Providing prizes (and maybe booby prizes).
  5. Have a policy on expenses, for example photocopying costs and prizes.
  6. For a large event provide a microphone - check there are spare batteries.
  7. Check whether the quiz master will need access to a computer, a screen (for picture rounds) and a sound system (for music rounds), make sure you have these and the power to run them! It saves a lot of repetition if questions are displayed on a screen.
  8. If the quiz will be run for teams, decide how many people in each, whether whole teams will sign up or whether individuals will be combined.  Have a process for linking individuals to teams and do this before the event.  Ask each team to hand in a form with their team name on before the quiz starts to avoid duplication etc.
  9. Make sure you know before the day how many people will be at the event, how many teams there will be and have enough quiz sheets, spare paper and pencils for them.
  10. Make sure you understand the mechanics of running the quiz, marking, compiling scores, keeping a scoreboard and announcing winners.  Decide how many people you need to do this efficiently.
  11. Check and double check and triple check the answers using a reputable source – Wikipedia is not always accurate!  Even check things you are convinced you know – knowledge moves on plus there are many urban myths in circulation. Consider creating answer sheets with answers that are acceptable and answers that are not acceptable.  Have a policy on names (will just surname do?) and on spelling (is phonetic good enough?) as consistent marking is vital. Get friends with a range of interests and the people who will mark the answers to do the questions in advance. Make changes to questions and/or answers as necessary. But make clear that the quiz master’s decision is final.
  12. Have a policy on mobile phone use and make this clear.
  13. Keep an eye on the clock to make sure you finish within the allotted time.
  14. Hand out prizes at the end.
  15. Reimburse expenses.
  16. Thank those who have helped make the event a success.

Introduction

Your first stop for advice or assistance with financial matters is the LALG Treasurer.

  • Groups should be self-financing.
  • However, the LALG Committee may give up to £50 for initial set up or other exceptional costs.
  • Appoint a treasurer and set up a simple method of keeping track of income and expenditure. 
  • If significant sums are involved, open a bank account. Many banks and building societies offer a “Treasurer’s Account” or similar which is aimed at small groups.
  • Alternatively you can ask the Treasurer to handle the money. Have cheques made payable to “LALG” with the group or event name on back.
  • If you plan an activity outside the usual for the group, please speak to the Treasurer if additional funds might be needed.  If agreed you will be asked to complete a summary sheet and return it with receipts. 
  • All groups’ financial records are subject to scrutiny by the Treasurer if requested.
  • Money held by a group must be donated to central LALG funds if the group closes.
  • If a group closes temporarily the Treasurer will retain any funds until the group restarts.

Record Keeping

LALG groups will differ in their record keeping requirements and some groups will have no need for any at all!   If you take subscriptions or other financial contributions from your group, you will need some way of accounting for them.  This enables you to keep track of how the money you have collected has been spent and to avoid the group running into financial difficulties.  You may wish to appoint a treasurer who does this on the group’s behalf.

Simple Accounting

Groups that simply collect a small sum from participants each meeting and use it to pay the expenses for that meeting need nothing more than a record of income and expenditure.  This might be in a notebook or you can set up a simple recording system on your computer. For example:

Date

Details

Income

Expenditure

Balance

1/4/18

Brought forward kitty

£3.50

 

£3.50

13/4/18

April meeting dues - 6 members at £2 each

£12.00

 

£15.50

13/4/18

Room hire

 

£11.00

£4.50

13/4/18

Refreshments

 

£3.00

£1.50

15/5/18

May meeting dues – 10 members at £2 each

£20.00

 

£21.50

15/5/18

Room hire

 

£11.00

£10.50

15/5/18

Refreshments

 

£5.00

£5.50

8/6/18

May meeting dues – 9 members at £2 each

£18.00

 

£23.50

8/6/18

Room hire

 

£11.00

£12.50

8/6/18

Refreshments

 

£4.50

£8.00

This way you can always see what balance you should have in your kitty and adjust what members pay accordingly.

But if your group shares costs over the medium or longer term, for example to hire a sports facility for a few weeks, then it is wise to ask members to make a non-refundable payment up front so that the organiser does not risk being left out of pocket if members do not attend regularly.   For example:

Date

Details

Income

Expenditure

Balance

1/4/18

Brought forward kitty

£3.50

 

£3.50

1/4/18

Subs from:

Ann

Bob

Carol

Dan

Ellen

etc.

8 at £33 each

£264.00

 

£267.50

1/4/18

Court hire 1 Apr -30 Jun (10 sessions at £26)

 

£260.00

£7.50

1/7/18

 Subs from:

Ann

Bob

Carol

Dan

Ellen

etc

8 at £33 each

£264.00

 

£271.50

1/7/18

Court hire  1 Jul -30 Sep (10 sessions at £26)

 

£260.00

£11.50

This way you can always see what balance you should have in your kitty and adjust what members pay accordingly.

It is good practice to show the income and expenditure at least once a year to members of the group.   At the same time the group can decide whether any changes are needed to the amount collected.

Running activities that require budgeting, prepayments, contractual arrangements and where variable numbers may attend.

Some LALG activities such as trips or events with speakers require more detailed accounting.   Such activities will normally have several costs for example hire of hall or coach, speaker or guide expenses and entrance fees.

  • The first step is to establish all the costs of running that activity.  When do you have to pay?  Is anything refundable if someone can’t come?
  • The second step is to establish the total number who can attend – there may for example be a limit to seats on a coach, the number in a tour group or the number who can be accommodated at the venue.
  • The third step is to estimate how many people are likely to go.  You may have evidence from previous trips or you can speak to someone who has run such activities in the past.  Be cautious in your estimates.
  • The fourth step is to prepare a budget.

Example 1

  • You are going to hire a hall which costs £50 and engage a speaker at the cost of £75.  There will be tea, coffee and biscuits at a cost of £25 which you have decided to include in the price of the ticket.  The capacity of the hall is 100 people, but you think only about 50 will come.
  • The costs of the event are £50 + £75 + £25 making a total of £150, if you sell 50 tickets for £3 you will cover your costs. 
  • If you decide to offer concessions perhaps to children, seniors or LALG members you will need to factor that into your ticket prices.  For example if you think there will be 10 children and 10 members at a discounted price of £2 (that’s an income of £40), the remaining 30 tickets will have to cover £110 so each of those tickets will have to be around £3.70 – or you may decide to round this up to £4 so you have a small contingency in case not all tickets are sold.
  • Remember that LALG will not be able to underwrite any loss you make so start collecting ticket income well before the time when you have to pay a non-refundable hall or coach hire for example.
  • You need to know for certain – from ticket sales – that the activity is going to be viable, before you make any non-refundable payments.
  • If your event makes a profit you are asked to temporarily or permanently give this to the treasurer of LALG.

Example 2

  • You are planning a trip by public transport, people will buy their own train tickets.   There is group entry fee of £20 each person payable at the gate with a maximum of 30 people.  You decide to hire a guide which costs £150 for the whole group, payable in advance and not refundable.   Although the maximum group size is 30 you decide only 25 people will sign up.
  • The upfront cost for the guide is £150 divided by 25 so the non-refundable deposit needed to secure a place is £6.  The entrance fee is £20 each.  There are now options.  You can ask for people to pay in advance and have the money ready to hand over at the gate or you can collect the cash during the journey.  You need to check in advance what payment methods the venue accepts. Because the entrance fee is only payable if you go in it can be refunded to those who cannot go and who have paid in advance.

Money handling options

  • The LALG Treasurer can help by handling the money for you and you should make contact well in advance to agree what needs to be done.
  • You can open a bank account in your name purely for LALG activities and use that to manage the event, recording the income and expenditure and keeping a record of who has paid what.
  • If you use a bank account, either LALG’s or one you have set up, you can collect money by bank transfer which is clearly easiest. Make sure payments in are recorded with the payer’s name. 
  • Alternatively, payment can be made by cheque sent to you at home or collected by Discover Letchworth. Make sure you leave enough time before the event for cheques to be collected, paid in and cleared so you have sufficient money on the day.
  • You can ask people to pay in cash on the day but there are risks associated with handling cash in a public place.  You will need to decide what to do if someone hands you a cheque on the day!

Finally

  • Do a reconciliation of amounts received with expenses paid, hopefully these will balance.  Repay any sums collected in advance which were not needed, for example entrance fees.   If you are in profit you may consider repaying any non-refundable deposits on an ex gratia basis.
  • Any positive balance may go forward to the next LALG event that you run as a contingency. 
  • But if you cease to run such activities any surplus remaining should be paid to LALG central funds.

Introduction

Groups often need to engage in publicity – for example: promoting events, attracting new members, asking for help – and some groups choose a small number of their membership to focus on this.

All publicity should provide a positive, respectable and well-run image of LALG, and be in line with LALG’s Publicity policy, found in Policies.

The Publicity team are always ready to help you.

Newsletter – month by month entry

The Group contact is responsible for putting details of the group’s activities in the monthly newsletter.  Email a Word document to lalgnewslettereditor@hotmail.co.uk by the 10th of the previous month; earlier is always welcome.

Be as concise as possible and follow guidance on the style to be used.

If you would like to be featured on the front page or in a special advert, contact publicity@lalg.org.uk or William Armitage 01462643537.

The LALG website

The Website is important as it is an open site and thus potentially the first point of contact by those seeking information about Letchworth.

The Website can be accessed at www.lalg.org.uk

The Group contact is responsible for ensuring that the information on the website is accurate.  This can be achieved by sending information to the website editors website@lalg.org.uk or by putting the information on yourself.  This is especially useful if the group has a lot of information on the website and it is updated regularly.   If you do not yet have admin access, contact website@lalg.org.uk.

A beginners guide to the website

The menu bar gives access to information on the LALG and to specific information on the over 125 Groups which cover the arts, sports, crafts, food and drink, games and travel. Each Group Page contains a general description of the aims and activities of the Group and any other information which does not change frequently. The Group Logo is usually included and photographs can be added (with the permission of those featured) as plenty of space is available. An aim of this page is to attract new members.

  • There is a search capability, and on the right-hand side of the display the name of the Group Contact and a list of future Group Events.
  • Future events for many months can be added, typically until the end of the calendar year. This is useful for regular meetings, e.g. Sports Groups for which the details do not change.
  • The date of each event is automatically entered in the LALG Calendar (see Calendar in menu bar).
  • Information on past meetings, including photographs, can be presented on the Group Page beneath the heading More News and Pictures.  Many groups use this to keep a record of meetings and significant events.

Social media

To help build local awareness of LALG’s broad range of activities, please consider sharing your Group’s news on our Facebook page.

Keep your entry short but cover all relevant points.

Photographs should be well executed and captioned; make sure you have the permission of those in the photo.

For any help with social media, email facebook@lalg.org.uk

Posters, fliers & templates

  • Include the LALG logo and Letchworth Arts and Leisure Group in Broadway font.
  • Ask someone who is not involved to read your draft poster/flier and comment constructively on whether it is clear, concise and complete.
  • Keep a note of where you display the poster(s) and remember to remove them when they become out of date.
  • For any help with poster design, email publicity@lalg.org.uk
  • A poster template is available to download

This guidance is to cover using online facilities provided by LALG primarily by means of the LALG website. In addition to the publicly visible web pages there are now pages that are visible to and can be interacted with only by LALG members. In order to access these facilities, members must register on the website to create a login. Guidance on the steps to do this are given in other sections of this guidance.  

Videos for the instructions below are available on the Training videos page or via the video icon located on various screens throughout the site.

Register and login to the site and go to your My Profile page.

Existing LALG members - your Membership and Household information should be displayed, HOWEVER if they aren’t click the Already a member button to display information on what to do next.

New members - to join LALG follow the instructions below:

  1. From your My Profile page there are 2 buttons under the Membership section.
  2. To join - click the Join LALG button which will take you to the online form.
  3. The My Details section already shows your name and email details. If you would like to be emailed a link to the online newsletter tick the box. Scroll to show Next page
  4. Complete your household details, street address, city 
  5. Under Membership details there is a link to the Terms of membership and privacy statement which you are agreeing to by joining.
  6. There are currently 2 types of membership
    1. Standard Membership that costs £10
    2. Membership with printed newsletter - £14
  7. You can add additional adult members of your household if you wish, they will then receive their own membership card.
  8. Click Next page
  9. Click submit

These steps apply to new users as well as people who already have an LALG membership.

Registering on the website is the first step to accessing the membership areas of the website.  To do this there are the following steps

  1. Select the "LOGIN REGISTER" option from the blue menu bar near the top of the screen.
  2. Click the "Register new account" button at the bottom of the screen.

  1. Fill in the form as follows

    1. Enter a username (start with your name, and if that is already taken try variations)
    2. Enter your email address NB this must match the one used to create your membership or recorded for household members
    3. Enter your First name and Last name - these must also match membership records
    4. Enter your postcode, this must match your membership records
    5. Tick the "I'm not a robot" box, and if prompted answer any subsequent questions
    6. Press the "Create new account" button

The system will then verify your email account by sending you an email with a link to login. When the email arrives you should follow it and set the password you want to use. Once you have set a password you will be redirected to your "My Profile" page, this is where you will land after every successful login.

If this was successful you don't need to use the "Register new user" button again, (although other members of your household may need to set up their own accounts). 

1. Register with the website if you have not already done so.

2. Login to the website using your username and password.

3. You should be taken straight to your My Profile page, or select My Profile under the MY LALG menu.

4. If your membership details are not shown, click the Already a member? button and follow the instructions.

5. If your membership is due, the option “Renew your membership now” will be visible under Membership.

6. Click on “Renew your membership now”.

7. You will then see a form with your membership details. These can be amended if necessary.

Select one of

“Membership” (for membership with an online version of the newsletter)

“Membership with Printed Newsletter” (for membership with a printed copy of the newsletter).

NB: The expiry date shown will not change until payment has been made

6. If there are additional members of your household who would like their own membership card then, they can be added by selecting “Additional Household Member” and filling in their information.

7. Press the “Next page” button

8. Select the payment type – payments by credit card or debit card can be made straight away. Payments by bank transfer will need to be made once you have logged out of the website.

9. Press “Submit”

10. You will receive an email confirmation of your renewal and your membership card(s) will be posted.

These steps apply to people who have registered and created an account.

Logging on to the website is the second step to accessing the membership areas of the website. 

First check that you are not already logged in. If you are logged in Welcome (your first name) will be displayed at the top right of every LALG web page.

To log in:

  1. Select the "LOGIN REGISTER" option from the blue menu bar near the top of the screen.
  2. Fill in the form as follows
    1. Enter your username or email address
    2. Enter your password 
    3. Press the "Log in" button

The system will then verify your password and, if correct, log you in. If for any reason the password is not recognised you may request a new password (click Forgot Password?) 

If the login was successful you will be redirected to your "My Profile" personalised landing page where your membership data any subscribed pages and booked events will be shown. You should also notice that "LOGIN REGISTER" has now changed to "MY LALG".

To log out select the "Logout" option from the "MY LALG" menu. 

Whenever you successfully login to the system, Welcome (your first name) is displayed at the top right of every LALG webpage. Clicking on "welcome" will take you to your My Profile page. You can also always find your "My Profile" page under the "My LALG" menu. 

Your My Profile page displays the following information:

  1. Your registration information is shown, along with a link to edit the details.
  2. If you are already a Member on the system and this was recognised when you set up your user, the system will show you the details of your membership, with a link to update your details should you wish to do so. It will also list the members of your household.
  3. If you have subscribed to any groups (via the subscription link on each group page) recent material for that group will be shown on your profile. 
  4. If you have booked any events, they will be listed.
  5. If you have been recognised as a member your membership details will be displayed.

NB Linking a login to a membership depends heavily on the details supplied when creating a new account and the details supplied when applying for membership. See further guidance on how to resolve this.

When you have logged in please subscribe to any groups you belong to or are interested in. Subscribing to a group will result in the group(s) being displayed on your "My Profile" page, along with any recent articles or events for that group. Subscribing will NOT notify the Group Contact or automatically join you to the group. To join the group use the Contact Details displayed on the Group page.

To subscribe to a group using the following steps:

  1. Click on the group link on the My Profile page or use the Groups menu.
  2. Click on the link to open the group page.
  3. Under Group Membership click on the link Subscribe to group, and confirm your subscription

  1. The link will then change to Unsubscribe from group
  2. The Group will now appear on your "My Profile" page

To unsubscribe from a group you have previously subscribed to, go to the relevant group page and click the Unsubscribe link, or unsubscribe via the link on your "My Profile" page.

You may view and change details of your personal information and that of your household. Any registered member of a household may do this. Please follow the steps below:

  1. Log into your account – you should then see your account details
  2. Select “Edit personal details”
  3. Your personal and membership details should then appear. If you want to change any of these then you can edit the relevant piece of information.
  4. To add an additional household member, scroll to the bottom of the page and select “Additional Household Member 1” (NB. The number will reflect how many Additional Household Members there are on your account so, if you already have one Additional Household Member then you will select “Additional Household Member 2”)
  5. Fill in the details for the new household member.
  6. Scroll to the bottom of the page, select “Next Page” NB If you get an error at this stage of “You must complete all or none of the First/Last Name and Email Address” then scroll down to the information you suppled and ensure that these three fields are complete. If the new household member does not have their own email address then use the email address for the main household member.
  7. Follow the instructions, scroll to the bottom of the page and select “Submit”
  8. The new household member should receive their membership card in the post within the next week.

This help does not apply to households whose membership type only entitles them to receive online access. Please follow the steps below:

  1. Log into your account – you should then see your account details
  2. Select “Edit personal details”
  3. Your personal and membership details should then appear.
  4. Underneath your details tick the box next to “Replacement Membership Card”
  5. Do the same for any members of your household who require a replacement card.
  6. Scroll to the bottom of the page, select “Next Page”
  7. Follow the instructions, scroll to the bottom of the page and select “Submit”
  8. If you have registered an email address with us then you will receive an automated email advising you that your request has been submitted. Your card should arrive in the post within the next week.

 

Becoming a Content Editor

LALG group members can now update their own page on the website. This will allow them to add events and articles as well as change the text on the group page.

Requirements

  • Register and log on to the site
  • Check that you are logged in as a member.
  • Subscribe to your group(s)
  • Ask your Group Contact to set you up as a Content Editor OR
  • Contact the website editors by emailing website@lalg.org.uk or by using the Contact LALG link at the bottom of the web page. Make sure you include the name of the group or groups you wish to edit. (e.g. I would like to update my group – Easyriders.) The website editors will contact you when everything is set up.

When everything is set up, your new role will be displayed on the My Profile page.

Group Contacts logged onto the website can view the subscribers to the group and assign group roles. This includes for example, making themselves or other subscribers a Content Editor.

  1. Login to the website
  2. From the My Profile page make sure you are set up as a Group Contact for your group. Your Group Contact role will be displayed next to your group on your My Profile page.
  3. Click on your group
  4. Check that the person you wish to make a Content Editor or Group Contact is listed in the Subscribers box.
  5. Click on the Group tab.
  6. Click on the people link

  1. Select the name of the person to be given a new role.
  2. Check that the person’s status is a current member.
  3. Click edit
  4. Check the required roles.

  1. Click Update membership.
  2. Return to your My Profile page via MY LALG menu.

When everything is set up, the new role(s) will be displayed on their My Profile page.

This guidance covers instructions on how to add content to the LALG website.

In order to add content to a group page, you need to be a Content Editor.

To become a content editor for your group, register and login to the website, subscribe to your group and contact: website@lalg.org.uk.

Videos for the instructions below are available on the Training videos page or via the video icon located on various screens throughout the site.

Login to the website and check you are set up as a Content Editor for your group.

From the My Profile page, click on the group you wish to edit.

Click on the Edit tab to edit the group page.

The Group Icon, group name and key words are set up by the web editors when the group is formed, so there is no need to alter these.

Description section is like a mini word. To change or add text to the group page just type!

Scroll to the bottom of the page

Click Save.

Login to the website and check you are set up as a Content Editor for your group.

From the My Profile page, click on the group you wish to edit.

To add a single event follow the steps below:

  1. Click on to Event under the [Create new group content] box on the right hand side of the group page.

  1. Add a title for the new event.
  2. Add date and time or set as an all day event.
  3. Add a description.
  4. Scroll down to the Booking Details section and add any booking details.
  5. Scroll to the bottom of the page and click Save.

The event will now appear on the group page and in the calendar.

  1. From your group page, click Event
  2. Add a suitable title – remember this will be the title for all the events.
  3. Under the date section set the first date and time
  4. Check the Repeat box
  5. Repeats You can repeat in several different ways, Daily, Weekly, Monthly or Yearly. The most useful being weekly or monthly. For example if your group meets every other week on a Saturday. Set as shown below

Monthly e.g on the 2nd day of the month or on the third Saturday of the month. If you meet on the first and third Saturday you will need to set up another repeating event.

  1. Stop repeating either

    1. after the number of occurrences or
    2. last date – please select a date in the current year.
  2. You can Exclude or include dates as necessary.
    1. Exclude dates e.g. bank holidays or dates where a single event is already set up, click add exception
    2. Include dates if any, and click add addition.
  3. Add a Description – remember this will be the same for all repeating events
  4. Add Booking details if there are any.
  5. Scroll to the bottom of the screen and click Save.
  6. The events will be displayed on the group page and on the calendar. Events within the next few days will also appear on the front page.

An article is the best place to store and share information on your group’s  web page. For example it may be an account about a recent activity or perhaps details on the books  or information the group recommends.

From the My Profile page, click on the group you wish to edit.

To add an article follow the steps below:

  1. Click on to Article under the [Create new group content] box on the right hand side of the group page.

  1. Add a title for the new Article.
  2. Add a description.
  3. Scroll to the bottom of the page and click Save.

The Article is now displayed on the group page and subscribers will see the new article on their My Profile page.

To add an image inside the new Editor:

  1. Have a suitable image stored on your computer. The image needs to be free of copyright. If the image contains people or personal data you will need their consent.
  2. Create a new item (group, event, or article) or open the item in edit mode.
  3. Click where you want the image to be inserted.
  4. Click on the upload file icon

A screenshot of a cell phone

Description automatically generated  

 

 

 

  1. Select your image and click open.
  2. Right click on the image and select Image Properties
  3. Add a Tooltip (hover-text of image used by screen readers).
  4. Set the height or width, no need to add both
  5. Change the padding (optional)
  6. Add a border (optional)
  7. Align left (recommended)
  8. Click OK
  9. Don't forget to SAVE your work when you have finished editing.

Adding a link to my pages

  1. Copy the URL you wish to add (for example www.bbc.co.uk)
  2. Pasting the link directly into the editor will work but it is better to use some descriptive text, particularly if it is a long URL
  3. Type your descriptive text (e.g. BBC website)
  4. Highlight the text and click the link icon

 

5. Paste (press Control + V) or type in the URL

6. Click on the Target tab

7. Select New Window (_blank) for a link to an external site.

8. Click OK

Controlling what is displayed via Teaser Breaks or Summary Text.

On the group page long articles are automatically trimmed and a read more button is added. You can control the amount of trimmed text displayed by adding a teaser break or by adding some summary text. First we will add a teaser break.

Teaser breaks

  1. Open and Edit the Article
  2. Select the end to the text to be trimmed.
  3. Click the Teaser Break icon
  4. A break is displayed in the Description box as shown below.

  1. Scroll down and click Save.
  2. Click on your group link to see how it looks on your group page.

There is another way to control the text displayed without using a teaser.

Adding a Summary

  1. Edit the article
  2. Click Edit summary

  1. Copy some text or type in some new text.
  2. Add an image if you wish.
  3. Scroll to the bottom and click Save.
  4. Click on the group link to see your work.

How to add an image so that it can be enlarged when it is “clicked”.

Your image needs to be less than 10MB in size and be a png, gif, (jpg) or jpeg image.

Make sure you know the location of your image on your computer and that it has a suitable name.

  1. Open and Edit the Article, or create a new article.
  2. Scroll down to the “Click on an image to show larger” section.
  3. Click Browse, select your image and click Open.
  4. Click Upload.
  5. Add suitable Alternative text and a Title.

     

  6. Scroll down and click Save.
  7. Click on the image to admire your work.

Files including image and document files can be added to your group page. For example you might want to add a pdf document with instructions or a photo to share.

Before visitors to your page can download these files, you need to upload it to the page. Your Group page, events and articles can all have download files.

  1. From the edit screen scroll down to Downloads

  1. Click Browse and navigate to your file.
  2. Select your file and click open
  3. Click Upload
  4. Add a suitable description.
  5. Don’t forget to click save.

A link to your file will now be displayed.

 

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The views and opinions expressed by speakers or other third parties at LALG events (in person and online) are those of the speaker or third-party and not necessarily those of LALG. LALG is not responsible for its accuracy or completeness.

LALG is not responsible for the content or availability of external websites.

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