Fees and Finance Policy

St. Ives Tabletop

1. Introduction

1.1 The St. Ives Tabletop group (henceforth referred to as the “Group”) is managed by a committee (henceforth referred to as the “Committee”).
1.2 The following information is valid as of the date of this policy.

2. Attending and Joining a Session

2.1 Individuals are required to pay a session fee once they join any activity or event being organised or run within the session.
2.2 Newcomers will receive an introduction and welcome from a Committee member to explain the Group’s activities. An individual is under no obligation to remain at the session, nor to pay the session fee if they decide to leave.
2.3 An individual may observe a session without paying. However, observers must not directly participate.

3. Session Fee

3.1   The current session fee for all attendees (including Committee members, activity volunteers, and event volunteers) will be listed on the website.
  3.1.1 Carers or support workers are exempt from the session fee (maximum two per individual).
3.2   Payment is currently only via cash.
3.3   There is no option to pay in advance for future sessions. Each session is paid for upon joining an activity or event.
3.4   The fee covers the whole session. There is no reduced rate for partial attendance, nor a refund for leaving early.
3.5   Promotional vouchers may be issued by the Committee for special occasions or events.

4. Changes to Session Fee

4.1 Any changes to the session fee will be determined by the Committee and come into effect after 90 days from the date the Committee decision is made.
4.2 Any changes to session fees will be communicated to regular attendees at the next session and via various digital tools and social media platforms.

5. Use of the Session Fee

5.1 The Committee hire a venue in order to host the Group activities and events. The venue hire has an associated cost (a per hour rate). The session fee is used to cover the venue hire.
5.2 The Committee may use funds from the session fee to provide communal refreshments or snacks.
5.3 The Committee may use funds to purchase equipment and resources for the Group. For example, board games for everyone to use and equipment to support newcomers to various activities.
5.4 The Committee will also retain a financial reserve (see section below) from surplus funds.

6. Financial Reserve (Managed by the Committee)

6.1   The Committee are responsible for the financial risks associated with managing the Group. A financial reserve reduces the liabilities of the Committee. These risks include, but are not limited to:
  6.1.1 The cost to book venue dates in advance with the associated financial risk that the session fees from those session does not cover the booking cost.
  6.1.2 Liability for any damage to the venue.
6.2   The Committee will operate a financial reserve, funded by surplus session fees. The reserve will have the following limits:
  6.2.1 Upper limit equal to three months (or 90 days) of venue hire costs.
  6.2.2 Lower limit equal to one month (or 30 days) of venue hire costs.
6.3   If the reserve deviates from the range defined above the Committee will take action. Possible actions include, but are not limited to:
  6.3.1 Purchase additional assets for the Group (reduce reserve).
  6.3.2 Sell assets owed by the Group (increase reserve).
  6.3.3 Increase session fee (increase reserve).
  6.3.4 Reduce session fee (reduce reserve).
  6.3.5 Revise session fee structure. Potentially introduce reduced session fees for specific groups.
  6.3.6 Issue promotional vouchers (reduce reserve).
  6.3.7 No action if the Committee have plans for an activity, event, or expansion of the Group that would incur additional financial risk to the Group.

7. Accountability

7.1 Any paying attendee may request a summary of the Groups finances and assets from the Committee to audit the state of the Group’s funds which will be supplied in a timely manner.