Board meetings

Here is the full text of the two proposals regarding when to close registration.

1. Proposed by: Debbie as Registrar
   People to be encouraged to register as soon as possible while there are still places. Once we fill we close registration. Provided we don't fill early the following applies.

   Registration for special diets, special mobility needs and childcare to be in by 15 July. These figures along with the current registration figures will be passed to the venue two days later.

   In order to cater for special diets the venue need those figures a month in advance.

   Registration for people with no special needs continues until Friday 31 July when registration finally closes. All payments must be in by this date. The room placements final figures and final details are finalised during that weekend and sent to the venue.

   This proposals follows what we have done in other years by keeping registration open for as long as possible while leaving ourselves enough time to draw up the final information for the venue.

   With the exception of the room placements, the other lists can be generated automatically from the registration database. The room placements will be started when the first room survey is filled in and will be finalised after registration closes on Friday 31 July.

2. Proposed by Larry (chair) & Trish
   All registration closes mid-July and we pass the venue all the figures (total number attending, special needs and diets).

   This gives longer to sort out the room placements and extends the time between registration closing and final fees being due in, bearing in mind that we as organisers often need extra time to function effectively and can suddenly have down time.

   It may also help people who are poor organisers as some people leave everything to the last minute and this will help them focus slightly earlier while we still have the opportunity to pick them up with extended time if they need it.

   We still have the ability to extend the deadline if we are short on bookings, or extend it for individual cases if someone has missed it – this just means we are not encouraging people to be late.

   It also means we are giving equal time to all whether they have special needs or not.

   All payments will be due by Friday 31 July, ensuring that they are received before we have finalised the room placements, final figures and any other details during the weekend of 1,2 August and ready to send to the venue.