Group Payments

This is possibly the most stressful 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 on site. We also recommend that two people are responsible for managing financial matters to protect both you and 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.

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. Past suggestions include:

• 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.