Event Registration, Payments and Financial Assistance Guidelines

This document aims 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.

Guidance is also provided for the InterPlay Australia Board and event coordinators in relation to financial assistance for InterPlayers attending SummerPlay and Leaders Gatherings.

The Guidelines apply to all InterPlay Australia members, contractors and event participants and are designed to assist with the smooth organising and running of each event, and to encourage fair and transparent decision making.

Procedures

Financial Assistance

  1. 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. InterPlayers may use the attached application form to apply for local sponsorship.

Registration for the event 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) and InterPlay Australia’s bookkeeper.

  1. Sponsorship by Interplay Australia.
  • When a local community cannot assist, people with a genuine financial need may apply for assistance from the IPA Board for an amount equivalent to one full day’s attendance at SummerPlay or the Leaders Gathering.
  • The Board will earmark an amount in the event’s budget that is available for financial assistance.
  • Publicity and the booking page for the event will promote donating and the availability of financial assistance
  • Cut off dates will be set for early bird registrations (two weeks before the event); and for registration and the lodging of financial assistance applications (one week before event)
  • The Board will identify who will make decisions about financial assistance including back up for decision makers away on leave or unavailable for personal reasons.
  • In order to be fair and transparent in its decision making about financial assistance, the Board will ensure the decision is made by two or more Board membersand that the decision is communicated in writing to the applicant.
  1. 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.

The Admin Coordinator will send a standard email to thank each person making a donation.

  1. Application Process for Financial Assistance

Use this link to download an application form that can used by an InterPlayer wishing to apply for financial assistance.

  • If applying to a local community the form can be sent to the local coordinator;
  • If applying to InterPlay Australia the form is to be sent to the Admin Coordinator (AC) at enquiries@interplayaus.com.au.au.

The AC sends acknowledgement of receipt of application and forwards form to Treasurer and local event coordinator.

The Treasurer liaises with the local event coordinator and AC to decide outcome of application (referring to Board Chair or other nominated Board representative if additional decision making input is required).

AC responds to applicant letting them know the outcome of their application. If sponsorship is approved AC will cc IPA accounts and local event coordinator.

IPA Accounts liaises with applicant if required, to set up payment to IPA’s bank account; or to set up payments over time.

  1. Payment Plans

An InterPlayer who is not able to pay their registration fee at the time of registration can negotiate to pay the fee off over time. This can be done with the IPA bookkeeper 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.

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

The table below details the entitlements to free registration, or to 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

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; and allow for alternative payment methods eg when someone is needing 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.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.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.

Fund ing for Special Projects

From time to time InterPlay Australia (IPA) will provide financial and other assistance to support the work of groups or individuals in our community who are applying InterPlay principle and forms to build community.

If you are seeking funding from IPA to assist with the implementation of a project or an event you feel may further the mission of IPA, you may apply to the Board for a full, or part subsidy, using this application form.  Please submit your application by email as far in advance of the event or project start date as possible, in order to give the Board adequate time to consider your proposal.

The Board will respond within two weeks of receiving your application; and will be fair and transparent in its decision making. Each application will be considered on its merit, within the context of the overall InterPlay Australia budget.

You will need to complete all sections of the form providing adequate detail to assist the Board in assessing your application. You can attach supporting documentation if you wish.

If you have questions please contact Sue on 0421 356 414 or email

Download a copy of this policy here.