This version dated 03/04/26
This set out the process and procedures for planning, organising and running a Meriden Memorial Service.
This information will be expanded as Dave Hearn transfers more of his valuable knowledge and experience, and we encourage someone to be a deputy or backup for Dave.
ROLES AND RESPONSIBILITIES
Who ‘owns’ the Service ?
On what basis does Cycling UK sponsor &/or provide funds ?
What is the Conservator role ?
How does Cycling UK see the role of Coventry CTC ?
HOW DOES IT WORK
| Index | Activity | Details of how the activity is performed |
| 1.0 | INITIATE THE EVENT | |
| Decide / Confirm date and Time | ||
| Confirm with Cycling UK | ||
| 2.0 | MAKE BOOKINGS | |
| Booking Meriden Village Hall | ||
| Booking the W.I. to bake cakes | ||
| Booking the Vicar | ||
| Booking the Public Address / Announcer | ||
| Booking the Bulkington Silver Band | ||
| 3.0 | PUBLICITY | |
| Printing flyers | ||
| Plus publicity etc, circulating flyers to clubs and individuals | ||
| 4.0 | PLANNING THE SERVICE | |
| Planning the order of sevice with the Vicar | ||
| Identify and agree roles of participants – wreath layers, speech makers, etc | ||
| Planning the service sheets and getting them printed. | ||
| Distribute Service Sheets to all particiants – Vicar, Announcer, Band | ||
| Order two wreaths, one from Coventry CTC and one from Cycling UK. | ||
| 5.0 | CONTROLS & COMMUNICATIONS | |
| Prepare risk assessments and event manuals. | ||
| Prepare Event Manuals ? | ||
| Inform Meriden Parish Council and Solihull Metropolitan Borough Council | ||
| Inform Police ? | ||
| 6.0 | ON THE DAY | |
| Collect Wreaths | ||
| Manage Guests | ||
| Manage the Order of Service | ||
| Take Photographs | ||
| Track Attendance | ||
| 7.0 | POST EVENT – FINANCES | |
| The Village Hall, Public Address, Printing, Silver Band all have to be paid for – request supporting receipts | ||
| Prepare Claim for payment to be sent to Cycling UK – for participants and Cycling UK Wreath | ||
| Request payment for Wreath from Coventry CTC | ||
| Reconcile payment received | ||
| 8.0 | POST EVENT – FINANCES | |
| Prepare Post-Event publicity for Cycling UK | ||
| Prepare Post-Event publicity for Coventry CTC |