Event and Planning Documents
An event budget must be prepared before all major club events, and must be submitted to the Board for review and approval.
- For budgets of less than $1,500, the Board must receive an event planning budget at least 60-days prior to the event.
- For budgets greater than $1,500, the Board must receive an event planning budget at least 90-days prior to the event.
An event committee report must be provided no later than 7-days before a Board meeting. In addition, the event committee must provide updates to the Board three months, two months, and one month before an event, or as requested by the Board.
If a Judge or Presenter doesn’t provide their own agreement for a sanctioned club event, the event organizer must provide the Judge or Presenter Agreement to the Judge/Presenter for completion. The Agreements must be received in advanced of the planned event, and submitted to the Board in the respective committee report.
A member who is requesting a payment for services on behalf of a judge, presenter, facility, etc., should complete a check request form, and provide an invoice, statement or supporting documentation about the business transaction. A digital image of the original receipt or invoice is allowed provided that it is legible.
An expense report along with the merchant receipt or copy of the paid invoice is required before any reimbursement is made. The member who is requesting reimbursement must provide a completed expense report along with the original merchant receipt or invoice to document the business transaction within 30-days after an event to the club’s Treasurer. A digital image of the original receipt or invoice is allowed provided that it is legible.
The individual who is receiving checks for an event must complete Check Verification Form that provides event summary detail in addition to the check #, check amount, and what check was for. Two people must to verify the total amount, sign the form, and forward the checks based on the instructions from the Treasurer. The signed Check Verification Form attesting to the dollar amount of checks received should be forwarded to the Treasurer.
If cash is received at an event, two people must count the cash, sign a Cash Received (Verification) Form attesting to the cash received. The event organizer would deposit the cash based on instructions from the Treasurer. The signed Cash Verification Form attesting to the amount of cash received should be forwarded to the Treasurer.