top of page

Organising a Club event

APCNZ is a family-friendly organisation and holds events that are suitable for all ages and all types of camping. We support inclusive, responsible, sustainable and affordable camping. 

 

This page provides guidance on organising Club events.

  • The first part of the page applies to all Club events.

  • Further down is more detailed information about organising camps.

If you have any questions about the information on this page, please email vp@apcnz.org.

 

While many of Club events are based around camping, we are also keen for members to organise events and activities such as dinners and day activities. Some of our most popular camping activities are based around local events such as fairs and festivals.

 

Most All Points events are open to non-members as well as members.

  • Facebook
  • Instagram

Use the Club event listing form to register your event

Once you have arranged a date, location and other details for your event, the first step is to notify the executive of APCNZ by filling in the on-line Event listing form.  Ideally, complete the Event listing form well before the event - at least 6 weeks prior if possible. This provides time for publicity and for people to sign up.

 

The information you provide on the Event listing form will be used for publicity on the All Points Camping website, Hello Club, the Club Event app and social media. Make sure the information you write on the form is what you want included in these event notices. If you have photos that are suitable for advertising the event, then email them direct to president@allpointscampingnz.org.

 

If you want specific information included when people register (such as the ages of children attending or asking people if they can help with setting up the camp) then note this in the comments section of the form. If details of an event change (eg, the start time changes or extra activities are organised) then let the Club President know so that the event notices can be updated.

 

If an event is held without consultation with the executive, it will be considered to be a private event and the APCNZ liability insurance cover will not apply.

​

Promoting your event

Once an event is advertised, it is helpful to email local All Points members about the event using Hello Club. Encourage people to register for the event using the RSVP button on the relevant page on the Club website.  This Hello Club guide provides guidance on how to send an email to Club members,

Also promote the event on social media.  This social media guide has been developed to help committee members and regional representatives to promote the Club and its events on social media.

Check-in app to see who has registered

Event hosts can access details of who has registered for their event through the Check In app. All regional reps and others hosting events will be sent a link to this app.  If you would like an email to be sent to all those who have registered for your event, then send the wording to either vp@apcnz.org or president@allpointscampingnz.org.

Use the Club Sign-in sheet at your event

A Sign in sheet is used at Club events:

  1. to record details of those attending the event.

    • This information is primarily collected to comply with the conditions of APCNZ liability insurance.

    • It also enables the host to contact attendees if they are offsite or to follow up with issues (like lost property) after the event.

  2. to provide a record of the fees paid (at events where the APCNZ host collects event fees)

  3. to record any incidents of concern that occur at the event.

    • If any incidents of concern occur at the event, then note these on the last page. This might be an incident involving dogs, a health and safety incident, or attendees breaching the expectations at camps.

    • If follow-up action is required by the Club, then record this in the ‘Action taken and/or needed column’.

There is also space on the sheet to identify who is going do a write up of the event for the monthly members' newsletter or the Camping the Kiwi Way magazine.

​

After the event, please send a copy of the completed Sign in sheet to secretary@allpointscampingnz.org.

Organising small events like coffee mornings

A small event, such as a coffee morning, does not require the host to use the Event listing form or the Sign-in sheet described above. You can advertise the event directly via social media and/or through contacting local members. 

Club signs and banners

All Points Camping has banners and signs to advertise the club at events and to help attendees find the location. These include large flags as well as signs to help attendees find the event site. Email the Vice President at vp@apcnz.org for details of these. Also please advise the Vice President if you loan a flag or signs to someone else or it gets lost or damaged.

Expectations at All Points camps

The Club has developed a list of expectations for people attending camps.  Here is a Word version of the information so that you can print it off to accompany the sign-in sheet at camps.

Dealing with misconduct at events

APCNZ has a process for dealing with misconduct at events (as well as on social media). If someone attending the event is behaving inappropriately, they can be warned or (as a last resort) told to leave. The first priority is to de-escalate the situation as quickly as possible. Work with a buddy and, if possible, contact an Executive Committee member before taking any significant action.

Additional information for organising a camp

Camping venues may include and are not limited to:

  • camping grounds

  • Stop and Stay locations

  • approved regional reserves (check with your local authority)

  • fairs, music festivals and other public events

  • Department of Conservation (DoC) land

  • local or regional authority land

  • schools and community facilities (eg, halls, scout facilities)

  • private land / Park Over Properties (POPs)

Things to consider when deciding on a camping location

What facilities are available?  Are power, toilets, showers, kitchen facilities and waste disposal available? Not all sites will have the full range of facilities. Let members know what’s available when you fill in the Event listing form.

​

Cost – Where possible keep camping fees as low as possible. For a non-commercial site (such as a school or community hall), we generally charge $5 to $10 per night for members. Children are free and a small discount can be offered to parents who attend with children. Non-members can be charged a slightly higher camping fee (eg, $8 rather than $5 per night).  The proceeds are passed onto the venue (less any costs).

​

Requirements, might include whether:

  • the site is suitable for tents

  • camping vehicles need to be self-contained

  • there is there a maximum number of tents and camping vehicles that will fit on the site​

  • all campers’ vehicles will be able to access the site

  • the facilities are accessible for pushchairs or people with limited mobility.

​

Are pets welcome?  Many of our members travel with pets (generally dogs) but not all camping venues allow dogs or other pets. In the information you provide on the Event listing form, be clear whether pets are welcome (and under what conditions). Pets should not be taken into event buildings unless they are a designated companion animal.

The role of the camp host

Prior to the camp

  • Liaise with the venue to find out about facilities and requirements and to arrange dates.

  • Fill in the Event listing form

  • If using a commercial campground or facility, you may need to advise participants to book sites in advance with the camp office

  • You can use the Check In app to see who has registered for the camp.

  • If possible, in the week prior to the camp send an email to those who have registered to remind them of key details and provide any additional information.

 

During the camp

  • All attendees must complete the Sign in sheet. When signing in attendees, remind them to ask other people’s permission before posting photos of them on social media.

  • Hosts can spend up to $50 per camp or event on costs for the event (including nibbles for social activities) during the event.  No alcohol to be included. Send receipts to treasurer@allpointscampingnz.org for reimbursement.

  • If attendees want to join APCNZ or renew their membership, encourage them to use the Shop page on the club website. However, it is useful to have a couple of printed copies of the APCNZ membership form with you in case people prefer to use this method.

  • If an incident of concern occurs during the camp, then provide details about it on the final page of the Sign in and information sheet.

 

Payment of camp fees

  • If there are facilities onsite for collecting camping fees (eg, office, honesty box, payment booth) then campers should use these to pay their own camping fees.

  • At some venues, the host will collect payments from attendees.  Ask the venue for their bank account number.  Keep a record of payments on the Sign in sheet and note if they are by cash or eftpos (if using).

​​

Before leaving the camp

  • Ask one of the attendees to do a brief write up about the camp either for the monthly Club newsletter or Camping the Kiwi Way magazine.  Contributions for the newsletter go to the president@allpointscampingnz.org and material for the magazine to editor@campingthekiwiway.org.

  • Ensure facilities are cleaned to a standard equal to, or better than, the condition on arrival.

  • Hand back any keys and ensure that appropriate payments have been made.

 

After the camp

  • Send a copy of the completed Sign in sheet to secretary@allpointscampingnz.org

  • If you are responsible for collecting camping fees, bank any cash into your own account and then pay it to the APCNZ account - 12-3143-0191709-00. Email treasurer@allpointscampingnz.org to advise the Club treasurer of the payment and send them any receipts for expenses. ​

​

Join    APCNZ               Start saving while helping us to build                                        Now                                  an inclusive NZ Camping Network

$35.00 annual membership 
including national savings
with major retailers

Copyright 2020, All Points Camping Club of NZ Inc.                    Ph or text 022 328 0973                    email. info@allpointscampingnz.org

bottom of page