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Advice for event organisers

When you create an Event in Yotlinx you automatically become the event organiser.

Do I need to be the skipper to organise an event?

No, you don't even need to be an experienced sailor to organise an event. However, you do need to be a natural organiser. If you are, and you probably are if you've got this far, then you are a very special person! You are at the heart of the Yotlinx concept and the creator of adventure. Congratulations. As an event organiser for any event you'll already know that all event organisation, however small, requires pretty much the same things.

So, what are my responsibilities as Event Organiser?

For the purposes of answering this question, let's assume that you are organising a sailing trip involving a yacht charter.

Event description

Be clear and concise in the event description, is it a race or a cruise? will you sail day and night in most weather? Or is this a more gentle venture?

Include the level of crew experience and qualification are you looking for. Will you accept some complete novices?

Most important of all 'sell' your event to the Yotlinx audience. Make it sound as you intend it.

Communication

Remember, anyone can see your Event Page but only Full Members can register an interest. Once you have registered interests, and the site will mail you when you do, it is vital to acknowledge those interests immediately and then keep connected as the organisation of your event progresses.

If you wish to convey more event details (don't put too much detail on the Event Page) then, from the edit screen, use the 'Browse' button to upload a file with more information.

Finalising the crew(s)

It is important that you get the right crew and here safety must come first. This means that you must have the right level of competence on board to sail the boat safely and the crew looked after.

If you are not the skipper, then once you have agreed a skipper it is the skipper that will guide you in this. Agreeing who will skipper your event is a vital step as it is the skipper who will have complete responsibility and accountability for the boat and her crew when on board.

It is also vital that you satisfy yourself that the skipper is up to the job, shares your concept for the trip and that you are likely to get along. In the end you will have to satisfy the Yacht Charter company who will have the last word on competence.

In an ideal world you will have more registered interest that berths available and you will need to make decisions about who joins your event. Here you will need to make judgements about berthing arrangements (people are understandably sensitive to this) etc. You may have to disappoint some people so it goes without saying that you should go out of your way to be fair and respectful in your dealings with them.

Cost and Payment

Be very transparent about the costs. Click here to view a short presentation

Be clear about 'the basis for charging' and when payments are required (if you are chartering you will have to pay deposits on booking and final charter fees before your trip). If your crew do not know you, they may feel uncomfortable sending you money, in this case the charter company will need to take the deposit payments and final payments directly from the individual crew members. If the charter company won't accept this then Yotlinx can play a role. e-mail Yotlinx to discuss

Be clear about how you will finalise and outstanding costs and share out the costs such as diesel, engine hours, gas, outboard charges and other extras, insurance and food.

Travel

As organiser you may also wish to deal with transport to and from the point of embarkation/disembarkation but this is often best left to individuals who tend to converge on such events from different directions and by different methods.

Food and drink on board and off

It will be necessary to shop for food prior to embarkation prior to which you'll need to decide if any meals will be had ashore etc. Clearly this also involves sorting out dietary requirements and personal preferences. Once this is done the task of shopping can be delegated so long as it is clear how the shopper is reimbursed. If there is more than one boat in your event the individual skippers will probably take on this task.

Safety

Whilst on board or travelling in the yachts's dingy the safety of the crew is the responsibility of the skipper. It is the skipper who will brief the crew on all safety aspects including the use of the boats safety equipment. You should satisfy yourselg that this happens. See also Advise for Skippers

Closing out the event

You may have a keen writer on board who would be willing to write up your trip for the benefit (or learning) or other members and submit it to Yotlinx. Logon > Click on 'Submit an Article'.

Why not put some of your better trip photos on a Yotlinx gallery to share with others. It may also help advertise other trips you may wish to plan. If you'd like a gallery set up for your event, e-mail Yotlinx and ask for one to be set up. You will be provided with a gallery name, password, and guidance which can be used by the crew to upload photos.

Advice

Plan to create your event early. If you can start 6 months ahead the chance of success is so much greater for so many reasons. It also attracts better discounts for charters.

Ensure the crew take cheque books or cash to enable that everything is settled up before you separate after the trip.