It is 4th Ashby policy that all events and camps should aim to cover costs. There should be no significant profit or loss.
The leaders must ensure that:
- Events are planned and costed before bookings are taken. Assistance can be given with this by the GLV and treasurer.
- Events and budgets should be prepared and agreed with GLV BEFORE the fee for any event is taken.
- Budgets that span financial years for special events must be discussed with the treasurer and GLV to identify cash flow requirements across financial years.
- Actual ‘v’ Budget variance is monitored, and significant variances are explained and raised with the GLV.
- Budgets are reviewed at the end of the event.
- Full receipts are to be retained and passed to the treasurer as soon as possible after the events. This should identify income received and expenditure.
- The Group will manage any surplus or deficit money from events
Additional Factors
- An event with a budget greater than £5000 must submit more detailed financial information/planning, and progress will be regularly monitored bythe Leader, GLV & Treasurer.
- Gift Aid – remember this type of activity cannot be gift aided
- A financial statement for camp and activities, showing the budgeted expenses versus actual expenses, should be prepared by the Treasurer at least three times a year and then reviewed by the Executive Committee
If any help is required with any part of this process, please contact the treasurer or GLV.