Planning is the key to a successful, fun, satisfying event!
Please review the following list, ask questions, and ask for help. We all want your event to be the very best that it can be!
Elks.org guide includes even more detailed info to help.
Step 1: Submit Your Proposal
You will need details such as:
Event description, proposed event date(s), room/areas desired, budget and profitability plan (hard costs vs ticket sales, raffle etc.)
The Charity that will benefit from the event (Elks National Foundation, WA State Therapy Program, Children’s Hospital, etc).
Estimated number of Elk volunteers you will need.
Submit your proposal as early as possible. Ideally, schedule your event 3–4 months beforehand. This will provide enough time to review your proposal, confirm the space, date, and help finalize your plan and promote your event if needed.
The Activities Committee will present your proposal to the Lodge floor, and the Board Chair will review for budget constraints. The Committee will get back to you with approvals as soon as possible. Once approved, details will be forwarded to the Lodge bookkeeper.
As the Chair of the event, you will be personally responsible for all event details, including:
Set-up and clean-up of the area, including linens, dishes, etc.
If the kitchen is needed, coordinate with the House Committee (HC) on options and what is needed.
Be available as the main contact for all questions and concerns regarding the event.
Form a Committee for your event and delegate tasks. Ask your Elk friends to help — one person can’t do it all!
If you have expenses that you expect to be reimbursed for, they must be pre-approved. If help is needed regarding expenses types, we can assist.
If advanced funding is required, complete the Funds Request form. If you need a “bank” or till at your event for making change, you can include those details as well. You can turn the till back into the bartender at the end of the event for deposit.
If there is a need to access the Lodge off -hours, we will do our best to accommodate.
Once you’ve finalized the specifics and have your plan for your event, send details to the Activities Chair so we can facilitate promoting your event on Facebook, flyers, table tents, screen, website, and the Elks app. It is your responsibility to print and distribute items such as flyers and table tents, but we can often assist with this.
Most events are for Members and their Guests only – this language should to be included in the promotional materials. All guests must sign in.
The Volunteer Coordinator will help recruit extra help for your event. Record volunteer time leading up to and during the event via our website under the volunteer tab or using the My Elks app.
ALSO:
For events that include raffles or Games of Chance, a separate form will need to be completed that includes beginning and ending ticket numbers, and details about anyone who wins cash or prizes valued at $50 or more. Gambling money should not be mixed with any other activity money.
The Grand Lodge policy prohibits paying cash for expenses directly from the proceeds.
Step 3:
Final Wrap-up
As soon as your event is finished, all money collected should be turned in to the office if open, or the bartender by the end of the night. It should be placed in an envelopes along with any required paperwork, clearly labeled, and sealed.
Volunteer Allocation Sheet (if you have a large number of volunteers, this form can simplify things.)
Bingo and Raffle Activity reporting form (if applicable)
Turn in all receipts to the Lodge bookkeeper within one week of your event, clearly noting all expenses and donations. For reimbursements, complete the Funds Request form if/as needed for reimbursements.
