For Event Owners
Frequently asked questions
Please read this before completing the proposal form. It prevents most follow-up emails.
What is the Event Lead responsible for?
The Event Lead owns the proposal, vendor coordination, practical delivery, final headcount and close-out. Angela owns member-facing wording, Barney owns treasury controls and website publication, and the Board records the required approvals.
May I promise anything to a venue or supplier?
No binding or non-refundable commitment should be made before the maximum possible loss and cancellation terms are documented and the required approval is recorded.
How precise must costs be?
Use written quotes where possible. Separate fixed cost, cost per participant, platform fees, contingency, deposit and worst-case exposure. Estimates should be clearly identified.
What attendance numbers are required?
Provide minimum viable attendance, break-even attendance, the target and absolute capacity. They must increase in that order.
What happens after submission?
You receive an Event ID. The proposal is checked for completeness, calendar conflicts, financial exposure and operational risks. The decision may approve, approve with conditions, request information, defer or decline.
Can I upload a quotation?
Yes. PDF, Word, Excel and common image files up to 10 MB are accepted. Uploaded files remain quarantined and unavailable until the security scan has passed.
When should Splid be used?
Splid is recommended for shared personal expenses during multi-day events and trips. Association income, vendor invoices and reimbursements still follow the Treasurer's accounting process.
What personal data should I collect?
Only information needed to organize the event. Do not collect card details, identity documents or broad sensitive information. Dietary, accessibility and emergency information should only be requested when the event genuinely requires it.