ARRANGE RUN LEADERS & TAIL ENDERS
When we first put on the Hadrian Adventure Weekend it was difficult to get Northumbria TRF members to commit to being a run leader for the weekend. However, over the years as the event has grown in popularity we’ve been fortunate to get a large number of members to help. This year we had 12 leaders and 12 tail enders. It was important to get them to commit early on and get it booked into their diaries.
GET TRF DIRECTOR APPROVAL AND INSURANCE
It’s essential that the event is covered by TRF insurance. Hopefully it will never be needed but if something does happen the approval enables the TRF Public Liability insurance to be engaged in any proceedings. There are set criteria that the TRF require to obtain insurance, largely based on a robust risk assessment. We worked with TRF Director Dave Carling
to make sure that our processes met the insurance criteria and that we were covered.
ASSIGN ROLES AND RESPONSIBILITIES
Putting on the Hadrian Adventure Weekend can take up a considerable amount of time and energy. We assigned roles across the committee, some major and some minor which greatly helped spread the load. There’s no point in the Event Manager running around on the morning of the event putting up signage, signing everyone in and giving the briefing as well, all those things can be distributed across the team.
02: PRE-EVENT DOCUMENTATION
ORGANISE FILE SHARING
Northumbria TRF has a Google account for the Committee. We used Google Drive to create a folder for the Hadrian Adventure Weekend. This allows us to keep all our important documents in one place where everyone on the committee and event team can access. It really helps in the smooth running as well as keeping everything safe and easy to replicate for next year. It also means that if the event organiser has to drop out for some reason everything is there for someone else to pick up.