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District Meetings/ and Trade Shows – a Member’s Guide

The Fed has created a helpful guide for districts to successfully organise events. If you’re planning an event in your district, please follow these steps.

We can provide event management expertise, assist in finding a venue, encourage our approved suppliers to participate, manage supplier registration and logistics, offer support throughout the planning process, and promote the event to invite members. A member of the Fed staff will also be available to support the event. To help us, we ask that District Presidents give us at least 16 weeks’ notice before the event.

If only an electronic communication or basic invite is needed, 7-10 working days’ notice is required. Flyers for the event must be produced and distributed 10 days before the event, with a copy sent to the wholesalers a week prior. To start planning, contact your local Membership Services Manager (MSM),  or to discuss the event idea, confirm dates and expected attendance, and book a venue.

District Presidents should encourage new members to attend and provide accurate attendee numbers to set realistic expectations and avoid conflicting suppliers. Our business development team must be notified if any local or regional suppliers are attending.

Events request form

Funding rules
Depending on the type of event.
District Social Events should be self-funded through ticket sales or the District Voluntary Fund.

District/Trade Events combined with meetings will be funded using the district meeting budget.
Any leaflets or flyers will be invoiced to the District Voluntary Fund or National Events Budget.

The number of events and their cost should be decided at the beginning of the year by the Districts Event Committee and approved by Executive Council.
The head office can offer support and promotion for events.


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