PARISH ORGANISER'S CHECKLIST

b Publicity - I release publicity information to your local parish magazine (and others), but please use as many of the enclosed posters as possible to advertise the event locally. Please include your name and a contact number. Encourage your incumbent to mention the Cycle Ride in church and use local events such as fetes, to help spread the word.
b Help on the Day - if you are able to staff your church, you will need to recruit helpers. A rota of, say, an hour each is usually easier to organise than a longer period of time. It really does make a difference if churches have someone to welcome cyclists.
b Refreshments - If at all possible, please provide drinks (some churches provide biscuits as well!), directions to the nearest toilet and possibly to other nearby churches.
b Sponsorship Forms - These should be distributed as soon as possible to potential participants. You should remember that you don't have to cycle. Walking, horse-riding or using a wheelchair are all acceptable. Please remember to encourage participants to sign up as many UK tax payers as possible. The sponsorship form can be photocopied locally, download from the website or contact me for more.
Along with the Sponsorship Form, there is a small supply of:
b Yellow Cycle Ride stickers
b A list of Churches Open (this will help them plan a route)
ON CYCLE RIDE DAY - 11th September
b Manned Churches
b The church should be open between 10.00am and 6.00pm
b Using your rota of helpers, ensure the "Register of Visitors" is accessible
b Sign participants' sponsorship forms
b Provide refreshments
b Give directions if necessary
There is no doubt that a manned church makes a terrific difference to participants. They are often interested in the churches they visit and like to stop for a short chat. However,
If you are not able to man the church:
b Please display the "Apology to Visitors" poster and leave the "Register of Visitors" sheet in a prominent place. If there is a wedding in church, please direct participants to an alternative check-in point.
b If possible, leave refreshments and any directions you think may be helpful.
AFTER THE DAY
Sponsorship Money - All your other forms are to help with the efficient gathering in of sponsorship money which should be collected as soon as possible after the event and returned to the Treasurer (not to me) by the end of October at the latest. Please note there is a new Treasurer this year. You can also include the Register of Visitors and don't forget the sponsorship forms to enable him to collect the Gift Aid.
b Blue Financial Record Sheet - this will help you keep an account of who has taken part, what has been collected and a running total. Do not return this until all sponsorship monies have been collected.
b The Remittance Form - should be completed and sent with the money. All cheques should be made payable to "The Dorset Historic Churches Trust"
b In order that we can claim the Gift Aid, ALL SPONSORSHIP FORMS MUST BE RETURNED WITH YOUR CHEQUE(S). Postcodes are vital.
b The Treasurer will return your church's nominated funds once your completed Financial Control Sheet has been received.

Anna Butler (01305 260004 or anna-butler@hotmail.co.uk) - THANK YOU!