We have successfully had our first charity day committee meeting and I would just like to say a massive thank you to all of those that volunteered to help put the idea into action. We had an amazing turnout of people and jobs for the event have been allocated.
Below is a list of the jobs required, with the description of what that person will be responsible for along with the job coordinator and their contact details.
Darren will be dealing with car parking on the day. This will include liaising with Tedburn St Mary FC and the local farmer to hire a field for parking. Darren will also be coordinating car park attendants on the day on a rota ensuring we have enough people throughout the day. This will require volunteers on the day for assistance.
Football Match Day
Simon will be coordinating the football side of the day including playing format, timings and playing order. Simon will also be liaising will all club managers collating information of their opposition on the day. Simon will require volunteers on the day for registration and to ensure teams are ready for rolling change overs ensuring no break in play during matches.
Health & Safety/ Public Liability
This will include risk assessments for the day, and ensuring we have the relevant insurance and licensing in place for the event. Rod Hawker to check Tedburn lease.
Duncan Worthington (Club Committee) and Tedburn FC
Matt will be looking into what world records can be attempted on the day. Volunteers will be required on the day to help organise these attempts.
Sean will be contacting companies to hire cooking equipment including serving tables, BBQ and gas for the day. He will also be organising the purchasing of hot food and supplies. Sean will require volunteers on the day for a cooking rota.
Cold Catering (sweets, cakes, etc.)
We will be having a cold food, sweets and snack stall. Marilyn and Becky will require serving/display tables as well as purchasing sweets. Cakes are required (hopefully on a donation basis) and they will require volunteers on the day on a serving rota.
George will be making a ‘wet sponge the coach’ and a ‘penalty shoot-out target board’ and organising a speed football shooting range. George will require equipment and materials as well as volunteers to make these items. He will also require volunteers on the day to run each of these stalls on a rota basis.
Bouncy Castle & Sumo
Jaimie will be contacting local companies that can supply these items. Jaimie will also require volunteers on the day to run these stalls on a rota basis.
Marie and Anne will be contacting local business’s asking for large prize donations for a raffle. They will also be ensuring that we have all relevant licenses allowing for this. They will also be arranging for raffle tickets to be printed and distributed to be sold throughout the club. The draw for this will be held at Crealy during our end of season presentation.
Janine will be organising a Tombola stand on the day. She will be requesting donations for this from all teams in the club. Janine will also require volunteers on the day to run the stall on a rota basis.
Becky and Marilyn will be liaising with CLIC, Force and The Fez Army ensuring we have their approval to show their logo’s on all our paraphernalia. They will also be inviting and asking if any of the charities can attend and assist on the day and if they would like to have a stall on the day to sell any items.
Sean will be collecting, recording and banking all monies raised before, during and after the event. Sean will also be setting up an account for the event keeping all money raised separate from club funds.
Simon will be contacting local business offering them the opportunity to sponsor individual matches and or match balls for each match. There are also opportunities for companies to advertise in the programme. Simon will need to ensure that all company information is collated and recorded including any company logos as we will be printing this information in the programme so need to ensure they are correct.
PR, Social Media & Photographer
Sharon will be contacting local and national newspapers and magazines, local radio and T.V. stations to help promote the event. Sharon will also be advertising and exposing the event on social media. Sharon will also be looking to source a photographer for the event.
Flyers, Printing, Programmes & Certificates
Jaimie will be responsible for the design of the flyers and leaflets to advertise the event, sponsor forms and match day participation certificates. Jaimie will also be contacting local companies to print these. Jaimie will also be responsible for the days programme, design, layout and printing. This will require liaising with Simon Wellaway who is organising sponsorship.
Leaflet Drop Coordinator
Neil will be responsible for planning street routes for the players to leaflet drop in the local St Thomas, Alphington and Tedburn St Mary areas. Players and parents from the club will be responsible for delivering.
Toilets & Power
George will be responsible to ensure there are male, female and disabled portable loos as well as a generator to power ancillary equipment for the event. George will be contacting local firms to arrange the best deal.
Ray will be responsible to ensure that we have adequate referees for the day. Ray will also be coordinating them on the day ensuring that all matches have cover
Music, Stage Events, School Orchestra & Bands
Simon will be arranging the hire of a stage and PA system for the day. Simon will also be contacting the school to offer the stage for the school orchestra, band and any student artist usage. This can also be used by local radio or local band usage if required. Simon will require volunteers on the day ensuring that the stage event time table is kept on schedule.
Nicky will be contacting local celebrities to offer them an invite to the event. This will include ECFC, PAFC and Exeter Chief players as well as any other local TV, music and radio celebrities.
Nicky will require volunteers for the day to help meet and greet these people and helping with any photo opportunities.
Due to the unpredictable weather in May, Ali will be contacting local companies to arrange the best deal for marquee hire for the day.
Nick will be liaising with the local police to ensure they are aware of the event including informing them of the additional traffic on the day. Nick will then liaise with the club with any restrictions which may be implemented.
Temporary Events Licence
Sharon will be contacting the local district council for Tedburn ensuring we have all relevant licences and paperwork to hold the event.
We will by trying to encourage as many donations and sponsorship/advertising opportunities for all of the above items. If you know, know someone who knows someone or have a friend of a friend who may be able to help or offer to supply anything for any of the above items, please, please, please contact the relevant coordinator as soon as possible as we would prefer to advertise and support friends of the football club.
Please remember, this is for a fantastic cause to help fight against such a terrible disease which has affected us all, and to help support Harry during his fight.
Thank you all in advance,
West Exe YFC Head Coach
Please can I say a massive thank you to all of you who supported me through October where I went sober for a month, to help raise some money for Harry to pass onto his charities of choice.
For those of you that know me, I have been known to enjoy a tipple now and again, so staying sober for a month was challenging, but nothing compared to the challenges Harry is facing at the moment.
With your kind donations, I managed to raise over £500 pounds which is staggering.
On behalf of Harry and myself, we would both like to thank you once again.