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Event Registration and Payments Policy


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Purpose

The aim of this policy is to provide guidance for the national and local coordinators of InterPlay Australia events in relation to the registration and payment procedures that are to be implemented for SummerPlay, Leader Training, Leaders Gathering, and Life Practice Program.

This policy applies to all InterPlay Australia members, contractors and event participants.

Policy statement

SummerPlay, Leader Training, Leaders Gathering, and the Life Practice Program are significant events in the InterPlay Australia calendar and these procedures are designed to assist the coordinators of these events with the smooth organising and running of each event.

Procedures
Financial Assistance 

  • Local Sponsorship

In acknowledgement of the financial difficulty that an individual InterPlayer may have in affording the registration fee for an event a regional InterPlay community may decide to provide financial support to enable the person to attend an event (or part of an event where appropriate). Whether to do this and the process for deciding the amount and the recipient(s) is up to the local community to decide.

In this situation, registration should still be made through the electronic booking system and payment made directly to InterPlay Australia’ s account, in conjunction with the relevant coordinator(s).

  • Donation Money

Through the booking system there is a facility for attendees to pay extra money when registering, as a donation to assist other InterPlayers less able to afford the fee to attend. 

InterPlay Australia will make the donation money available by inviting event coordinators (and Regional Contacts if appropriate) to submit an Expression of Interest on behalf of suitable local InterPlayers. The decision about the recipients and the amount of subsidy will be made by the InterPlay Australia Board.

  • Payment Plans

Usually the Training and Development Coordinator (or occasionally the InterPlay Australia Treasurer) may negotiate with an individual InterPlayer a plan for the person to pay their event registration fee over time. This can be done directly by the InterPlayer or through the event coordinator. The agreement should be in writing and payment should be finalised within 3 months after the event.

  • Application form

The last page of this policy provides a template for an application form that can used by an InterPlayer wishing to apply for financial assistance from either their local community or InterPlay Australia.

  • Free attendance, and discounts for event coordinators/organisers.

The table below details the entitlements to a free registration, or a discount for coordinators depending on the event. These entitlements may be shared if there is more than one coordinator. 

For Leaders Gathering Leaders Circle members are entitled to a discount.

Payments for leaders and organisers of events are detailed in the Recognising, Rewarding and Affirming InterPlay Workers and Volunteers Policy.

Coordinator/Event                                                   Role                                                       Entitlement

Local SummerPlay coordinator(s)            Coordinate SummerPlay locally                     One ticket allocated by Region 

Leaders Gathering Organiser(s)                Organising; logistics (Individual or group)     One ticket to be allocated by organising group

Leaders Gathering Program Planners        Program planning group                                 One ticket to be allocated by program planning group

Leaders Circle Members                            Pay registration fee                                         Leaders Circle member discount for Leaders Gathering (currently $20)

All major InterPlay Australia events and the people organising them are supported by the Board and by the Administration Coordinator, which is a paid position.

Electronic Booking System (Try Booking or equivalent system)

All registrations for major events should be made through the electronic booking system in order to give an accurate record of attendance. The system will be programmed to show daily as well as full attendance. 

In situations, such as part day attendance, the event coordinator will keep accurate records of attendance and provide this information as requested.

The person setting up the electronic booking system will include a facility to give free attendance for the coordinators. In Try Booking this is done by using the DIRECTPAY promotional code. This same code can also be used by InterPlayers to register attendance but who cannot pay through Try Booking, or are using a payment plan or being subsidised, or for another reason need to pay directly into the InterPlay Australia’s bank account.

Cancellations and Refunds

Advice to event participants on the terms and conditions for cancellations and refunds will be included in the electronic booking system and on each ticket that is issued, as follows:

Cancellations after full payment:

More than 3 weeks before (event name) -full refund.

Up to 3 weeks before (event name) - 90% refund, 10% will be retained as an administration fee.

Up to 1 week before (event name) - 50% refund.

Less than 48 hours before the event payment is non-refundable.

In the case of illness or family emergency you will be refunded 90% of the cost, 10% will be retained for administration. All requests for refunds from cancellations must be made in writing to InterPlay Australia at enquiries@interplayaus.com.au.

If the cancellation policy of a particular venue conflicts with the InterPlay Australia terms and conditions stated above, then InterPlay Australia may implement a variation for that event to ensure that any potential financial loss is minimised. These conditions will be included in the electronic booking system ahead of the event.

To ensure fairness and in the interests of transparency, all decisions on requests for refunds will be made in line with these terms and conditions.

The event co-ordinator will arrange with the book keeper for refunds to be made.

Reimbursements

Individual InterPlayers may purchase items for use at an event, or incur expense in relation to the running of an event. If the item is included in the budget for the event, then reimbursement may be claimed from InterPlay Australia using the procedure detailed below. This could include expenses such as catering, transport for leaders or venue hire. Information about an event budget can be obtained from the event organiser.

If the expense is outside of the budget, for example gifts for leaders, then it is recommended that reimbursement be sought from the local InterPlay community. 

Hosting a visiting leader can incur expense. Hosts may be reimbursed for reasonable costs from InterPlay Australia Board or their local InterPlay community. Please refer to the Billeting and Hosting policy for more information on the  InterPlay Aust website

  • Reimbursement procedure

When claiming from InterPlay Australia, email an itemised invoice to enquiries@interplayaus.com.au. Receipts are not required at this time but may be requested.

Claims for reimbursement at the regional or local level are best dealt with by the relevant contact person.

image

Purpose

The aim of this policy is to provide guidance for the national and local coordinators of InterPlay Australia events in relation to the registration and payment procedures that are to be implemented for SummerPlay, Leader Training, Leaders Gathering, and Life Practice Program.

This policy applies to all InterPlay Australia members, contractors and event participants.

Policy statement

SummerPlay, Leader Training, Leaders Gathering, and the Life Practice Program are significant events in the InterPlay Australia calendar and these procedures are designed to assist the coordinators of these events with the smooth organising and running of each event.

Procedures
Financial Assistance 

  • Local Sponsorship

In acknowledgement of the financial difficulty that an individual InterPlayer may have in affording the registration fee for an event a regional InterPlay community may decide to provide financial support to enable the person to attend an event (or part of an event where appropriate). Whether to do this and the process for deciding the amount and the recipient(s) is up to the local community to decide.

In this situation, registration should still be made through the electronic booking system and payment made directly to InterPlay Australia’ s account, in conjunction with the relevant coordinator(s).

  • Donation Money

Through the booking system there is a facility for attendees to pay extra money when registering, as a donation to assist other InterPlayers less able to afford the fee to attend. 

InterPlay Australia will make the donation money available by inviting event coordinators (and Regional Contacts if appropriate) to submit an Expression of Interest on behalf of suitable local InterPlayers. The decision about the recipients and the amount of subsidy will be made by the InterPlay Australia Board.

  • Payment Plans

Usually the Training and Development Coordinator (or occasionally the InterPlay Australia Treasurer) may negotiate with an individual InterPlayer a plan for the person to pay their event registration fee over time. This can be done directly by the InterPlayer or through the event coordinator. The agreement should be in writing and payment should be finalised within 3 months after the event.

  • Application form

The last page of this policy provides a template for an application form that can used by an InterPlayer wishing to apply for financial assistance from either their local community or InterPlay Australia.

  • Free attendance, and discounts for event coordinators/organisers.

The table below details the entitlements to a free registration, or a discount for coordinators depending on the event. These entitlements may be shared if there is more than one coordinator. 

For Leaders Gathering Leaders Circle members are entitled to a discount.

Payments for leaders and organisers of events are detailed in the Recognising, Rewarding and Affirming InterPlay Workers and Volunteers Policy.

Coordinator/Event                                                   Role                                                       Entitlement

Local SummerPlay coordinator(s)            Coordinate SummerPlay locally                     One ticket allocated by Region 

Leaders Gathering Organiser(s)                Organising; logistics (Individual or group)     One ticket to be allocated by organising group

Leaders Gathering Program Planners        Program planning group                                 One ticket to be allocated by program planning group

Leaders Circle Members                            Pay registration fee                                         Leaders Circle member discount for Leaders Gathering (currently $20)

All major InterPlay Australia events and the people organising them are supported by the Board and by the Administration Coordinator, which is a paid position.

Electronic Booking System (Try Booking or equivalent system)

All registrations for major events should be made through the electronic booking system in order to give an accurate record of attendance. The system will be programmed to show daily as well as full attendance. 

In situations, such as part day attendance, the event coordinator will keep accurate records of attendance and provide this information as requested.

The person setting up the electronic booking system will include a facility to give free attendance for the coordinators. In Try Booking this is done by using the DIRECTPAY promotional code. This same code can also be used by InterPlayers to register attendance but who cannot pay through Try Booking, or are using a payment plan or being subsidised, or for another reason need to pay directly into the InterPlay Australia’s bank account.

Cancellations and Refunds

Advice to event participants on the terms and conditions for cancellations and refunds will be included in the electronic booking system and on each ticket that is issued, as follows:

Cancellations after full payment:

More than 3 weeks before (event name) -full refund.

Up to 3 weeks before (event name) - 90% refund, 10% will be retained as an administration fee.

Up to 1 week before (event name) - 50% refund.

Less than 48 hours before the event payment is non-refundable.

In the case of illness or family emergency you will be refunded 90% of the cost, 10% will be retained for administration. All requests for refunds from cancellations must be made in writing to InterPlay Australia at enquiries@interplayaus.com.au.

If the cancellation policy of a particular venue conflicts with the InterPlay Australia terms and conditions stated above, then InterPlay Australia may implement a variation for that event to ensure that any potential financial loss is minimised. These conditions will be included in the electronic booking system ahead of the event.

To ensure fairness and in the interests of transparency, all decisions on requests for refunds will be made in line with these terms and conditions.

The event co-ordinator will arrange with the book keeper for refunds to be made.

Reimbursements

Individual InterPlayers may purchase items for use at an event, or incur expense in relation to the running of an event. If the item is included in the budget for the event, then reimbursement may be claimed from InterPlay Australia using the procedure detailed below. This could include expenses such as catering, transport for leaders or venue hire. Information about an event budget can be obtained from the event organiser.

If the expense is outside of the budget, for example gifts for leaders, then it is recommended that reimbursement be sought from the local InterPlay community. 

Hosting a visiting leader can incur expense. Hosts may be reimbursed for reasonable costs from InterPlay Australia Board or their local InterPlay community. Please refer to the Billeting and Hosting policy for more information on the  InterPlay Aust website

  • Reimbursement procedure

When claiming from InterPlay Australia, email an itemised invoice to enquiries@interplayaus.com.au. Receipts are not required at this time but may be requested.

Claims for reimbursement at the regional or local level are best dealt with by the relevant contact person.

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