Group Organisers

Group Organiser Tips

Here are our tips for all the ins and outs of organising a group to Spring Harvest. Many Group Organisers have their own tried and tested ways of organising a group – if you feel you’d benefit from talking to one of them directly, email us at groups@springharvest.org and we will try to make that happen.

Joining others to your booking at a later date
If further families or people from another local church wish to join you after the initial booking (even if it’s for a different break or resort), simply quote your booking reference and request that the bookings be joined.

  • Where possible you will be accommodated close to each other. (NB: in Skegness, 4 & 6 berth apartments are on opposite sides of the resort)
  • All bookings, for those over 2 years old, can count towards the 15th free place!

Paying the money
Anyone can make payments on the booking at anytime, via butlins.com/pay

  • For groups: any payment made will be deducted from the top booking in your group
  • If group members wish to pay off a specific chalet, call the Butlins resort with the individual booking reference or post a cheque, quoting the individual booking reference or the group reference and their name.
  • You’ll be charged for every bed in each chalet, even if it’s under-occupied – so bring friends!
  • Final balance payments must reach Butlins 56 days before arrival at Spring Harvest. Give your group a date far in advance of that, so as to build yourself some buffer. If a large payment is to be made by credit card, it’s best to notify your card issuer in advance as due to increasing credit card fraud, some issuers will refuse payment even if the cardholder has sufficient funds.

Handling the money
This is possibly the most challenging aspect of being a Group Organiser. For your peace of mind, it is important that you are able to address any issues you have in this area.

One of the best ways of dealing with this is to establish an accounting system which suits your needs and the needs of your group. You may want to consider opening a specific bank account (or using your church account) which will help to avoid any confusion in accounting.

You’ll then receive regular statements which will serve to confirm your own record-keeping. Also, by having a specific Spring Harvest account, your group members can spread their payments by setting up standing orders to deposit a set amount on a regular, eg monthly, basis. This will ensure that the majority of the final payments have been collected well in advance of the due date.

Many of the large groups find that the interest accrued on this account is a significant sum and could be used towards buying programmes once you are at Spring Harvest. We also recommend that two people are responsible for managing financial matters to protect both you and your group.

Unforeseen circumstances
Some of our Group Organisers add an extra charge to initial deposits to cover the cost of amending details. If the money is not subsequently used for this purpose, it can be used in several ways:

  • Buying Programme Planners at the event
  • Contributing to a group meal at the event
  • Covering any additional administration costs such as bank charges, photocopying, etc.
  • Subsidising places

Please ensure that if you decide to do this that you communicate this to your group, including detailing what the money will be used for and also that it is non-refundable.

Communicating with your group
It is important to communicate with your group regularly to keep them up to date with vital information. This information includes:

  • The individual cost of their holiday at Spring Harvest
  • Their payment plan, including deposit due, final payment sum and costs involved should they wish to make any changes to their booking.

We will be in touch throughout the year by email with information and latest programme news including speaker and worship leader announcements, as they are confirmed.

Our website is also updated regularly with information about the event, so make sure you take a look. Details of what’s in your accommodation can also be found  here.

Ideas for how to use your free places…

  • Sponsor someone on a budget to come for free
  • Share out the cost amongst other adults
  • Pool the extra money and buy everyone’s programme planners, or fund a group meal, or some on-resort activities like ten pin bowling or the adventurous high ropes course!

Before the event starts

  • Registration forms for the under 11s programme can be downloaded to complete in advance from here. Please inform your group of this.
  • Give everyone their booking reference number, details of who they are sharing with, and what type of accommodation/dining has been booked.
    Travel – organise a coach or encourage your group to share cars. Visit springharvest.org/travel for directions and public transport options.
  • In February we will email you with final programme info/arrival times etc. Please do forward this to members of your group.

Arrival day – from 12noon

  • Your group will be directed to the Butlins Check-In. Please make sure your group all have their booking confirmations. They’ll receive card keys for their accommodation, a map to help them locate it, and wristbands for access to the Spring Harvest programme.
  • From 12noon many Butlins facilities are open including restaurants, Splashworld and the Fairground. Pick up a programme on sale in the Skyline.
  • You can get in your accommodation from 4pm and get settled.
  • Register children attending the Under 5s, 5-7s or 8-11s programme. Bring your completed forms with you, or pick up forms from the Spring Harvest stand in the Skyline, or from the children’s venues.
  • First celebration begins at 6:45pm.

Things you can do as a group whilst at Spring Harvest:

  • When you arrive meet your group for a coffee in the Skyline, or your accommodation and go through the programme together
  • Organise meals for everyone to share in
  • Share any child care required in the group
  • Agree to meet somewhere to all go to a session together.
  • Have fun!!

Time together and focussing on God is always rewarding, challenging, life-changing, and what memories are made of!

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