Guidelines. Club Planning: Guidelines for Setting up the Club Plan Steering Committee and Focus Groups. Guidelines

Transcription

1 GUIDELINES

2 Back Tab

3 59 Club Planning: for Setting up the Club Plan Steering Committee and Focus Groups 1. The Plan Steering Committee should consist of 10 people or so. 2. The role of the Plan Steering Committee is to oversee the process of developing the plan and to take all of the inputs received to finalise the document using the template provided. The Plan Steering Committee will also organise the Club Plan Workshop, the launch and any other event associated with the plan. 3. The Steering Committee should include the Club Chairman, Secretary, Treasurer and PRO. 4. The Plan Steering Committee should also include a parent from the juvenile section and an adult player. 5. Each Focus Group Chairman should be on the Steering Committee. Note: 5 Focus Groups will be set up to work on developing the themes of Coaching and Games Development, Club Structures and Administration, Finance and Fundraising, Facilities and Development and Communication, PR and Culture. The Chairman of these committees should be identified and should sit on the Club Plan Steering Committee. The other participants will volunteer on the night of the Club Planning Workshop. The Plan Steering Committee may also wish to add one or two other people to these groups.

4 60 Club Planning: for the Club Planning Workshop 1: Publicising the workshop Publicise on Club website Parish newsletter Local newspapers, local radio /letter to all members, parents etc. Public notice boards (schools, shops etc.) 2: Set up on the night Start time 7.30 p.m. End time 9.30 p.m. Projector, laptop and screen, extension lead (liaise with facilitator on this) Make sure room is warm and comfortable No top table required Tables set for 6-8 people in order to facilitate discussion Biros Registration sheet for those in attendance Registration sheet for focus groups at end of the evening Have a photographer there to take photos which can be used in the plan itself 3: Attendance at the event Club needs: Players, current and past All Club coaches All Club officers Parents of younger players Teachers from the local schools 4: Sample letter to Club members A chara, CLG is in the process of developing a five year strategic Club plan, which will map out the future direction of our Club. This is a key development for us as we aim to build on our past and build for the future. As part of this process, we are holding a consultation Club planning workshop on (date, location and time) for all our members, officers, players and all in the community. The purpose of this workshop is to give everyone in our community the opportunity to have their say in our future. This will be a workshop based event and will take no longer than two hours. Those present will discuss various topics in small groups, including coaching and games development, communication, facilities development etc. Everyone present will have ample opportunity to input and it will be facilitated by two facilitators appointed by the County Board. Your attendance at this important event for our Club is greatly appreciated and I would also ask you to encourage others to attend. I look forward to seeing you there. Is mise, Club Chairman.

5 61 5: A3 Volunteer Sheets On one of the Club house walls, put up 5 A3 sheets, one sheet for each of the following heading areas: 1: Coaching and Games 2: Communication, PR and Culture 3: Club Structures and Administration 4: Facilities and Development 5: Finance and Fundraising Ask those present to write their name and mobile number on the sheet corresponding to the area that they wish to volunteer in, either for the Focus Group or in the Club in general. This can be a great way of attracting some new volunteers to the Club. 6: Club Survey In order to capture the views of those who are not there, the Club can make a short questionnaire available via their website. A sample questionnaire is available on the GAA website along with all the other Club planning documents. Note: /letter to Club members Be clear on the purpose of the meeting, which is to give everybody their say in the future direction of the Club Be clear on the start time, the end time and the venue State that EVERYBODY is welcome Ask people to spread the word

6 62 Club Planning: for the Launch of the Club Plan The Club should get as much publicity as possible for the launch of the plan. This is a great opportunity for the Club to get positive publicity in the local community. Use a local printer to print the plan. Make sure that the photos used are of good quality. 1: Publicise the launch Publicise on Club website Parish newsletter Local newspapers, local radio /letter to all members, parents etc. Public notice boards (schools, shops etc.) 2: Invite: Local media All Club members Players, current and past All Club coaches, Club officers etc. Parents Teachers from the local schools Local authority officials and local politicians 3: On the night of the launch of the plan Make sure there is a photographer there to take photos for newsletters etc. Make an event out of the launch. Have a copy of the Club Plan for everyone in the audience. Start the night with a few words from the Club chairman Then, make a presentation on the main points of the plan Finish with an address by a guest speaker (County GAA Official etc.) Have membership forms for the Club available for the night to encourage all those who are not members to join the Club 4: Afterwards Put the plan up on the Club website Send a copy to the local politicians, all local teachers etc. Executive to set the date of the first review

7 63 Club Planning: Guideline for Facilitators first meeting with the Club Plan Steering Committee 1. Discuss project plan (guidelines provided) The process should take about weeks from start to finish It is important that the Club adheres to this in order to keep momentum going 2. Facilitator customises project plan to meet the Club size, if required The Club may need an extra focus group or two to deal with certain issues The Club may be small and may decide that 2 or 3 focus groups will be sufficient and may roll two topics in to one focus group 3. Set a target date for completion and launch of plan essential! 4. Planning for the Club Workshop Go through the guidelines provided for the holding of the workshop Fix a date 5. Discusses recruiting and role of Focus Groups 6. Club provides the completed Club Activity Checklist. Briefly go through with them and explain that it should be used to generate ideas on actions that should be in the plan. Also discuss the completion of the Data Gathering Document. 7. Planning for the launch of the plan Go through the guidelines provided

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