Workshop/Events Approval Procedures

Creating a standardised approval procedure for workshops and events ensures that each activity aligns with IGA’s goals, meets quality standards, and optimises resources. Here’s a structured outline for the approval process: 

1. Event Proposal Submission by the Event Organiser 

Document Submission: Event organisers should provide a proposal that outlines objectives, target audience, timeline, budget, required resources, and any anticipated risks for an initial review. 

2. Initial Review by Event Committee via Centre Manager 

Review Criteria: Assess whether the proposal aligns with IGA’s goals, values, and the needs of the target audience. 

Feasibility Check: Confirm resource availability, including staff, budget, space, and time. 

Decision: The committee may accept, reject, or request modifications to the proposal. 

3. Budget Review by the Chief Operations Officer 

Budget Assessment: Review estimated event costs, such as venue, materials, marketing, and staffing. 

Approval Authority: Submit the proposal to the Business Management Team for approval based on financial viability. 

Decision: Approve, modify, or decline the event budget. 

4. Logistics and Compliance Review by the Chief Operations Officer and Centre Manager 

Legal and Safety Review: Ensure compliance with legal requirements, health and safety regulations, and liability insurance. 

Venue and Equipment: Confirm the availability of the venue, equipment, and technical support. 

Vendor Agreements: Review contracts or agreements with external vendors, if applicable. 

5. Marketing and Communication Plan by Chief Operations Officer 

Audience Outreach: Develop a plan to promote the event and reach the intended audience. 

Materials Approval: Approve any marketing materials or advertisements associated with the event. 

Coordination: Work with the staff team to ensure timely execution of the marketing plan. 

6. Final Approval by Chief Operations Officer / Centre Manager 

Approval Meeting: Conduct a final review meeting to confirm all areas are covered and address any remaining concerns. 

Sign-Off: The Chief Operations Officer or Centre Manager provides the official approval. 

7. Post-Event Evaluation 

Feedback Collection: Gather feedback from participants, staff, and organisers. 

Performance Review: Assess the event’s success against its initial objectives and goals. 

Documentation: Record outcomes, successes, and areas for improvement to enhance future event planning and approval processes. 

This approval process ensures thorough planning, review, and alignment with organizational objectives for each approved event. 

Each event will have a separate budget, with IGA charging 35% of the income as an overhead cost. The budget must balance, covering speakers, convenors, conductors' fees, and other expenses. Any surplus generated will be added to the IGA reserve to support underfunded events. 

For details on fees for speakers, convenors, and conductors, please contact the office staff.