Welcome to Your Regional Groups Committee Resources Hub
Regional Groups are at the heart of SPAB’s work, and we couldn’t do what we do without the help and support of our most active members.
So, whether you’re new to engagement with SPAB’s Regional Groups or a seasoned organiser, this hub is here to make your role easier and more rewarding. It provides quick access to guidance documents, policies, templates and procedural support.
Events
Getting an event on the SPAB website and out to members
To get an event on to the SPAB website and out to members, submit an Events Submission Form to the Senior Membership Manager.
Getting event details together
If you have an event idea for your Regional Group and you're not sure where to start, not to worry!
There is a wealth of experience across SPAB in events organisation, particularly across Regional Group Committees - so if you're new to the role, you'll find plenty of advice and support to draw on.
To put on events for SPAB Members, first pull together a few basic details:
- Event title (clear, concise)
- Date and day
- Start and end time
- Location (full address + postcode)
- Maximum capacity
- Programme/ event premise - eg a talk, tour or online webinar
- Target audience - general interest/ specialist
- Accessibility considerations (physical access, facilities, limitations)
- What attendees need to bring / wear - for example, hard hats to visit works in progress
Setting a ticket price
It really helps SPAB if event ticket prices are set to cover costs and deliver a small surplus. This also helps to ensure the costs of any added value for an event - for example, materials for a workshop, or a networking glass of wine after a lecture - can be met.
As many event organisers have found, it's sometimes easier to include the cost of lunch in the ticket price for daylong events or tours, rather than ask participants to disperse by themselves and come back - so worth thinking about what can be included in the ticket price.
It's also critical to ensure SPAB Members have the advantage, so where events are open to nonp-members, setting a ticket price for SPAB members and a higher ticket price for non-members is a must.
Getting the word out to SPAB Members
Once you've got key details together, to finalise your event for publication you'll need to include:
- Event copy - a summary and full event description
- An image, to help Comms Team market the event
- Text for the mailshot announcements
- Text for Joining Instructions
Financial Processes
Paying Invoices
Invoice payments are handled by our Accounts team, with payout days scheduled every two weeks.
To submit an invoice for processing, send the invoice to the Senior Membership Manager.
Invoices are processed in fortnightly batches: submit by the published cut-off date and your payment will be included in the next BACS run, with funds released around two weeks later.
This schedule ensures payments are handled accurately and consistently across the organisation, so invoices are not paid immediately after submission but follow the set cycle.
Card Payments
If you need to make a payment via card for an event – for example, to cover catering costs or admission fees to a property, speak to the Senior Membership Manager in the first instance. Often these fees can be paid for my SPAB office staff using a corporate credit card.
If you find that there are other day-to-day incidental expenses racking up that cannot be covered by SPAB office staff, you can request a pre-paid Soldo debit card from the Senior Membership Mananger to ensure Group Committee members are not left out-of-pocket.
The Senior Membership Manager will present a case to the finance team evidencing the need for a pre-paid card, so it’s important to keep track of expenses in this case.
Claiming Expenses
If you incur any expenses in organising events or initiatives for your Group, don't forget to keep your receipts so you can claim expenses for reimbursement. There are a few guidelines to follow, set out in the Expenses Claim Form.
Simply complete the form and submit to the Senior Membership Manger with your receipts to receive reimbursement.