Guidelines for coordinating a SOLAR activity

  1. Any Activity Coordinator must be a current SOLAR member.
  2. The Activity Coordinator should notify the Activities Chairperson of the activity at least two months prior to the date of the activity. This is so the activity can be announced at two meetings and in the SOLAR Ray for one issue.
  3. Once you have notified the Activities Chairperson it will be added to the SOLAR calendar.
  4. It is possible to use SOLAR money for deposits, payments etc. In order to do this, all money for the trip must be handled by the club. Approval for the use of SOLAR money is at the discretion of the Activities Chairperson. This decision is based on the likelihood of SOLAR being repaid in full. The Activity Coordinator should contact the Activities Chairperson if they wish to pursue this as an option. If the activity has been approved to use SOLAR funds, the Activity Coordinator should contact the Treasurer to write checks and mail payments for authorized expenses.
  5. The Activity Coordinator is encouraged to write a short description of the activity for the SOLAR Ray and submit to the Ray Editor.
  6. Create a flyer for the activity. The flyer should include items such as:
    7. - activity description-- - activity coordinator’s name and contact information-- - location and dates of the activity-- - a trip itinerary-- - qualifications, background, or experience required of the participants-- - possible challenges and/or risks of the activity-- - cost per participant (member and non-member) and what the cost includes-- - maximum number of participants-- - any foreseen expenses that the participant is responsible for-- - cancelation policy for the activity-- - other pertinent information that may be of interest to participants--
  7. Before the monthly meeting, obtain a sign-up sheet from the Activities Chairperson (or download from the SOLAR website) and a money envelope from the Treasurer if the finances are going through SOLAR.
  8. The Activity Coordinator will be asked to announce the activity during the meeting. Please keep this announcement short.
  9. Collect money (deposits or full payments) from participants. If the finances are going through SOLAR, any checks must be payable to SOLAR. Keep track of payments and expenses by using the Activity Expense Report. For assistance or question about tracking payments and expenses, contact the Treasurer or Activities Chairperson.
  10. SOLAR has a No Refunds policy. If paid participants cannot attend an activity, they must "sell their spots". The Activity Coordinator can assist them by identifying people who wish to take the place of participants that need to cancel. One way to do this is to having a “waiting list” that people may sign up for once the activity is full.
  11. All Activity Coordinators are encouraged to obtain the SOLAR Waiver from the Activities Chairperson (or download from the SOLAR website) and have all participants sign the waiver before the activity starts. Activity Coordinators are also encouraged to have safety procedures in place and communicate those procedures to all participants (e.g. bailout points, first aid equipment needs, shakedown trips. Etc.).
  12. The Activity Coordinator has the right to deny participation to anyone they deem unsuitable.
  13. If for any reason the activity is cancelled, the Activity Coordinator is to return all deposits/funds received from participants unless a cancelation policy was communicated to participants ahead of time..
  14. If the finances are going through the club, complete the Activity Expense Report Form, attach receipts, and submit to the Treasurer within 30 days after the activity.
  15. The Activity Coordinator or any other participants of the activity are encouraged to write a brief review of the activity for the SOLAR Ray and submit to the Ray Editor.
  16. The Activity Coordinator may be asked to give a brief summary of the activity at the club meeting.

Please also read the section on How SOLAR Works.

Download the SOLAR Activities Policy.