Committee Guidelines

    
Event Committee Guidelines 

At present the Caledon Ski Club has five committees for the following Club events:

1) Ladies’ Day
2) Men’s Day
3) Athletic Development Fund (ADF) Fundraiser
4) Keenagers 
5) Gluhwein 

Starting in the 2024/2025 season, the Club will adhere to the following guidelines as it pertains to committee structure, including: the number of Members per committee, how long a Member can consecutively serve as a Committee Chair, how the Club Membership is canvased for committee positions, and the difference between Committee Members and Committee Support Members/Volunteers for each event. 

1) Each Event Committee will have a maximum of five (5) committee members, including the Committee Chair. In the instance of a Past-Chair serving a third term (see #2), a Committee can be comprised of six (6) members, however the Past-Chair position is a non-voting position.  
2) Committee Chairs can serve for two consecutive seasons as Chair, with a third season as Past-Chair. A Past-Chair is a non-voting member.
3) Existing Committee Members will be asked first if they intend to return to the Committee the following season; if any openings remain, a Club-wide call requesting new Committee Members will be sent to the Club Membership via email (Ecarver) and other channels as appropriate. 
4) Committee Members will attend all meetings, as will the Club’s Events Manager, who will work with the Committee on logistics, itinerary, budget, execution, and other tasks.
5) Club Members who have expressed an interest in helping with an event, but who are not on the Committee, may assist with the event as a Committee Support Member/Volunteer. Support/volunteer work is determined by the Committee and attendance at meetings is not required. 
 
Timelines 

1) Committees will be established before the end of the current season (for example in April/May 2024 for the 2024/2025 season), in order to select an event date, set ticket prices, and establish a preliminary event budget that will be part of the Club’s overall operating budget, which is completed annually by the end of May. 
2) The frequency of meetings will be determined by the Committee. 
3) The Committee Chair will submit a final event report summarizing the process used, the experience and the outcomes within one (1) month of an event concluding. 

Committee Member Roles & Responsibilities

1) Each Committee will select a Committee Chair from among its members. This will be done at the first meeting. 
2) Each Committee will determine its event needs and identify people for roles such as: sponsorship, menus, entertainment, décor, activities, prizing, etc. Once identified, the Committee Member responsible for a specific area can recruit Committee Support Members/Volunteers, if needed, to assist.

Gifts for Committee Members 

Each Committee Member will receive a gift as agreed upon by the Committee Chair and Events Manager. Funds for the gifts will come from a separate budget line in the overall Club budget, not from the individual event budgets. 

Committee Descriptions

1) Ladies’ Day – A fun-filled day dedicated to celebrating the women of the Club with a themed party that includes on-hill activities, great food, entertainment, a vendor’s market and more!
2) Men’s Day – A fun-filled day dedicated to celebrating the men of the Club with a themed party that includes on-hill activities, great food, entertainment, raffles, games, and more!  
3) ADF Fundraiser - Started in 1984, the Athletic Development Fund is a scholarship fund that helps support the Club’s competitive programs, athletes, and coaching staff. This is a fundraiser. 
4) Keenagers – For our Members who are 60+ and who have the spirt and energy of a teenager, coupled with the wisdom and experience of life’s adventures. This is an afternoon lunch event.  
5) Gluhwein – First started in 1960 and named for the hot German drink prepared with red wine, cloves, cinnamon and oranges slices, this end-of-season event celebrates the advent of spring and features costumes, activities like the Dummy Downhill and Caledon Cup, music, food and of course Gluhwein! 

Committee Member Qualifications and Selection 

1) To be a member of a Caledon Ski Club Event Committee, you must be a Member in good standing at the time of joining.
2) If there are more Members than committee seats available, the Club will take a first-come-first-serve approach.   

How to get Involved

If you are interested in joining one of the Event Committees with vacancies, serving in a supporting role, or if you have any questions, please email:

Maria Canton, Assistant General Manager
mcanton@caledonskiclub.on.ca
519-927-5221 ext. 110

OR

Sue Hoch, Events Manager
shoch@caledonskiclub.on.ca
416-564-6431