Conveners’ Role & Resources
CONVENERS’ ROLE:
Our conveners play a critical role in the CVNC. These volunteer members design and manage our activities.
Conveners communicate with CVNC members who have signed up for their activity. They also ensure that the activities follow CVNC rules.
The Activities Coordinator supports the conveners and helps them deal with issues and link them with the Executive if needed.
CONVENERS’ RESPONSIBILITIES:
- At the start of the year, meet with last year’s convener. Learn about the past year’s events, ideas and contact information.
- Be present at the sign-up table at in-person general meetings.
- Answer questions from members about the activity.
- Plan the activity and all aspects, including venue.
- Create and maintain a current e-mail communication list with members who have signed up for the activity.
- Ensure participants in activities are members in good standing. There are three (3) ways to do this:
- For 1-2 individuals and when it is convenient to access the website, conveners can search the Member Directory
- If it will not be convenient to access the website or there are larger numbers of people to validate, conveners may download and use one or both of these lists; Current Members as of 8Sept23 and/or Members Expiring Between 8Sept and 31Dec23.
- Note: These lists will be updated every few months. If you have questions or concerns about these lists or someone’s membership status please contact Membership@cvnewcomers.ca
- A few weeks before each month’s activity begin, send out a notice to everyone on the distribution list. Before the event, send out a reminder email to members who committed to attend.
- Attend meetings called by the Activities Coordinator (usually two per year).
- Throughout the year look for people who may take over your convener role for the next term, usually someone that is enjoying your activity and will remain in the club 1-2 years.
- Bring any issues forward to the Activities Coordinator who will either help deal with the issue or take it to the Executive.
- At the end of the year, provide a calendar of events with feedback about your year for the new convener.