Events will be organised as follows:
- Individual members will take responsibility for suggesting places to eat.
- When someone has an idea and is prepared to be the organiser for this venue s/he will contact the venue and establish two dates, first the date for the proposed meal itself and secondly the date by which the venue must have confirmation.
- S/he will then email details of the proposed venue, including costs, numbers and whereabouts, to Caroline/Andrew. The proposed date and time should be included AS WELL AS a final date for replies.
- Caroline/Andrew will email all members of the group giving the details of the venue they have received and the contact name and email address of the organiser for replies (including final date).
- Members interested in going reply direct TO THE ORGANISER (the person organising the meal). Places allocated will be on a “first come, first served basis” (as are most social events run within our U3A).
- The organiser will then confirm the booking with the venue.
- The organiser should clarify with the venue how best to pay (as a group? Individually?) and should establish whether a deposit is required.
- If a deposit is required the amount will be made clear in the initial details.
- The organiser should take responsibility for any issues arising, eg inform those who will be going that they have “got a place” and any who make up a waiting list.
- Final details of the venue should include the FULL address INCLUDING post code.
- IF a potential diner finds that they are unable to go, They MUST CONTACT THE ORGANISER ASAP! (The group can only work well if this rule is stuck to!)
- Diners out are limited to those who have joined the group.
- A wide range of venues should be considered to accommodate different “pockets” and preferences; eg from pubs such as The Peter Tavy In to impressive restaurants such as The Horn of Plenty and from events such as the Dartmouth Food Fair to Charity lunches at, for example, Rick Stein’s.
- Both evening dinners and mid-day lunches should feature and both weekend and midweek dates should be offered.
- Car sharing is normally practiced in travel to and from the venue, most of the U3A groups operate on this principle. To facilitate this, the group should aim to meet at a central place (eg Pixon Lane) and drive from there. Passengers usually pay the driver 10p a mile.
- The Co-ordinators will maintain a list of all group members’ names, email addresses and, if provided, telephone numbers on a data base. The data base will be managed by Caroline and Andrew Paskins.
- In the event of members not having an e-mail address, an e-mail “buddy” will be organised, This buddy will pass the information on to them by an arranged method (Telephone or other as appropriate)