Lead Organiser Role
• Acting as the focal point of GASBAGS
• Ensuring that all roles are filled
• Filling or arranging the filling of any gaps
• Agreeing roles for any new members
• Providing support to all the organisers
• Acting as the host and master of ceremonies at the Annual Dinner
Thursday Evening Rides Organiser Role
• Organising the rides between the beginning of April to the end of September, so 6 months
• Aiming to start / finish an equal number of times in Ayton and Stokesley
• Getting feedback from the other GASBAGS on the ride programme but making the final decision
• Maintaining the rides list on the GASBAGS website
• Sending out an email each week on the forthcoming ride to all GASBAGS interested
• Acting as the focal point for Thursday evening ride issues
• Leading the rides
Sunday Morning Rides Organiser Role
• Organising the rides most weeks in the winter months (October to end of March) and as appropriate in the summer months.
• Agreeing a ride on the Thursday prior to the ride
• Sending out an email or text to all GASBAGS interested
• Acting as the focal point for Sunday morning ride issues
• Leading the rides
Winter Evening Pub Organiser Role
• Organising the pub to meet in at 9:15pm on Thursdays from October to the end of March, so 6 months
• Aiming to alternate between meeting in pubs in Ayton and Stokesley, though if all (most) participants one week are from Stokesley then switching the venue to Stokesley and vice-versa
• Getting feedback from the other GASBAGS on the preferred pubs but making the final decision
• Sending out an email each week about the pub to meet at
• Acting as the focal point for Thursday evening pub organiser
• Humouring grumpy people who complain about the beer and prices
One suggestion would be to have the 1st and 3rd Thursday evenings at an Ayton pub and the 2nd and 4th Thursday evenings at a Stokesley pub (thus missing the music that is on at the White Swan on the 1st Thursday). Any 5th Thursday evenings could be elsewhere. It would also be possible to maintain a list on the website.
Xmas Eve Ride Organiser Role
• Booking the front room at the Blackwell Ox in Carlton (by end of September)
• Sending an invitation to all GASBAGS active members and the local sleeping members (over 40 people)
• Ensuring there are sufficient people to fill the room or if not informing the Blackwell Ox
• Sending an email to all those taking part about the arrangements – meet at 10am at host location and leave at 11am to cycle to Blackwell Ox by chosen routes – message to decorate bike with tinsell etc and to wear GASBAGS shirts if possible.
• Preparing mulled wine and mince pies
• Welcoming the riders at 10am and kicking them out at 11am
Annual Dinner Organisers
The Annual Dinner is the major GASBAGS social event of the year. The organisation has normally been divided between the Lead Organiser and Annual Dinner Organiser. The Lead Organiser acts as the host and master of ceremonies for the event.
Lead Organiser role:
• Agreeing venue with the Annual Dinner Organiser and other GASBAGS members
• Provisionally booking the venue
• Sending an email to all GASBAGS active members and the local sleeping members (over 40 people) and chasing up to get replies
• Passing list to Annual Dinner Organiser
• Persuading participants to perform “turns” at the dinner
• Sending out an email to all participants about the programme for the evening
• Getting the participants to switch seats after each course (if agreed)
• Giving a speech at the Annual Dinner and announcing the various “turns”
Annual Dinner Organiser role:
• Acting as the focal link point to the venue
• Contacting the venue to give them numbers and to get their menu
• Sending out the menu to all the participants and getting their menu choices
• Sending the choices to the venue
• Agreeing the arrangement of the tables & decorating the venue and tables
• Arranging music etc
Note that over the years there have been many “turns”:
• Paul – Prat of the Year (annual event)
• John – recalling his incident of meeting naked people
• Zoe – reading a self-composed poem about the future of GASBAGS
• Naoko – singing a song
• Jeff & Pam – musical chairs & pass the string
• Zoe & Paul – guess the baby
• Bushy – (a) marrying Brenda & Malcolm, (b) dressed as Margaret Thatcher
• Glynis – reading an amusing poem “The Lion and Albert”
• Roy & JohnA – on guitar for the rendition of the GASBAGS songs (composed by JohnA and Margaret)
Annual Ride Organiser Role
• In September / October sending out an email to all GASBAGS that might be interested to join the annual ride asking for ideas for the ride
• Arranging and chairing a meeting to discuss the different ideas, sending out an agenda prior to the meeting, giving the proposers time to present their idea, going round the table to get views, culminating in a vote to agree the ride. Note that everyone at the meeting who intends to cycle has an equal vote.
• Asking who would like to be on a sub-committee to arrange the details of the ride and asking one of the volunteers to chair the meetings.
• Sending an email to all interested to summarise the outcome of the meeting and requesting their interest: yes; probable; possible; no, and giving a deadline for the replies.
Annual Ride Chairman's role: (this could be the Annual Ride Organiser)
• Getting the team to agree the route, stopover points, duration of ride and how to get to start / end (car, flight, train etc)
• Allocating jobs to both sub-committee members and other participants to book B&B’s, flights, ferries, etc etc
• Sending an email to all interested to summarise the ride and to get further feedback on possible numbers
• Arranging further progress meetings
• Filling or arranging to fill any holes in the organisation of the ride
• Producing a simple sheet listing the key details of the ride: participants; B&B’s; transport etc which can go on the website
• Communicating as appropriate with the ride participants
• Acting as the focal point of the ride
Website Controller Role
• Liaising with the Lead Organiser and other organisers
• Maintaining the website up-to-date
Organisational Roles in a Word document
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