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Section 6: Information on running a club

Inaugurating a new club

When a club is newly registered, one of the first things you need to is to inaugurate it. Before the inauguration, you will need to do the following:

  1. Choose a venue- an open park or a school hall.
  2. Plan your programme. Your programme can include songs, drama, speeches or seminars.
  3. Invite local dignitaries, authorities and prominent community members, businessmen, district Chief Executives, Chiefs, officials within the Environment sector or representative from the national Secretariat. Prominent community members can be helpful in promoting your club.
  4. Invite one of the local dignitaries as your Special Guest to address all and inaugurate the group.
  5. Send out invitations. Once you are certain of venue, date, time and programme of activities for the day invite local dignitaries, parents, schoolmates, students and adjacent schools. The most effective way is to send out personal invitations. If you wish for assistance from the Secretariat, send the drafted invitation and programme outline to the Secretariat at least six weeks in advance for any possible assistance.
  6. Prepare details of the group s first few meetings and distribute to all who attend the inauguration.

Inauguration day

The inauguration could be very simple or grand. By all means use the occasion to promote the club by including some activities like short sketches, drama, poetry recital, club reporting, singing, art and craft exhibition, etc. on the programme. Whenever possible, use the occasion to generate funds for the club either through direct appeals or sale of art and craft works produced by members.

Planning a Field Trip

All trips should be for learning about Wildlife and the environment. Good field trips require thorough preparations. Following the instructions below will help prepare your field trip:

  1. Choose your destination. Start by brainstorming a list of destinations with your club members. As you brainstorm, check to make sure that each destination provides opportunities to learn about Wildlife and/or the environment. Make a list of destinations with them. Have members explain what can be learned from each destination that is proposed, and if it is a reasonable cost. Vote for the best destination.
  2. Plan the field trip. Once a destination is selected fix a date that is not during vacation, examinations or mid-term. Find out when the destination can be visited.
  3. Assess the cost of the trip. Contact transport companies to obtain estimates of the cost of the trip. Calculate the cost per person. Will club members bring their own snacks or meals or will they need money? How much should they bring? If it is an extended trip will they need to provide money or equipment for camping? Find out the cost of entrance to the destination. Add up the total cost and divide by the number of club members for a per-person cost.
  4. Inform the head of school in writing to ask for permission. State the time, date, and destination of the trip. Explain how the trip fits into the plan of action. Explain the benefits of the trip. When granted, write a letter with a form of consent to all of the parents seeking their consent. In the letter, explain the reasons for the trip; the time and date of departure, the costs of the trip and the benefits of the trip. Also explain how the trip fits into the overall plan of action and what the benefit of participation in the plan of action will be for club members. State in the letter that the fees for the trip will be due a week prior to the trip. Once you have received permission from parents, if it is a public school, you must write a letter to the District Director of Education seeking permission. Copy the letter to the Circuit Supervisor. State in the letter the date, and destination of the trip. Explain how the trip fits into the plan of action. Also, explain how the trip fits into the overall plan of action and what the benefit of participation in the plan of action will be for club members. Explain that you have already been granted permission from the head of school and from the parents.
  5. Seek permission of free entry, guided tour at the destination. If possible, the club leader should make prior visits to the destination. After receiving permission from the head of school, write a letter to the destination seeking permission to visit.
  6. Preparation for the day of the field trip. Collect the consent forms and the fees for the trip from the club members a week prior to the trip. Compile a list of all the club members who have paid their money and will be going on the trip. Some things to take along on the trip include the following:
  1. One day before the trip. Check that the transport is ready, that it is in good condition and road-worthy and that it will be at the agreed departure location one hour prior to departure. Ensure that you have a first-aid kit for the trip.
  2. The day of the trip. Check the list of those going on the trip as they board the bus to ensure that you know who has boarded the bus and is on the trip. Observe good behaviour and respect for the environment. If visiting a park or reserve, leave only footprints and take only pictures. When leaving the park do a roll call with the list of club-members on the trip. After the trip, write a letter of thanks to the visited site.
  3. After the trip. Organize a follow-up activity to assess what the club members have learned on their trip. Write a report, either individually or in groups, draw pictures, write poems.

Fund raising

If you need money for your club, then earn it, but remember your club's objectives. Try to ensure that fund raising events are learning opportunities for your members. Fund raising is very important because membership fees alone will be insufficient you will need money to carry out your activities such as hiring of transport for field trips.

Before fund raising, decide where to keep your money. Never leave the money with an individual. The safest place for your club's money is in the bank. A savings account is better since it will generate some interest. To open an account you will need your club constitution plus an introductory letter from your school or the Ghana Wildlife Society Secretariat. If the amount is not too much, keep it with the school authorities along with proper documentation.

ldeas for fundraising:

Sponsored Walk

A sponsored walk is a very good way to raise money because it provides an opportunity for your club to explore the environment, promote and publicise your club and raise money.

How to plan a sponsored walk:

  1. Identify something that you want to sponsor. For example a trip, a piece of equipment, etc.
  2. Identify a place to walk to.
  3. Create the sponsorship form that includes the date, place and purpose of the walk.
  4. Give forms to club members to canvass community to request funds.
  5. Return forms and money to club leader. Monitor members closely, on a weekly or if possible, a daily basis. Remember to collect it regularly, if the money is not collected on an ongoing basis, there is a danger that the members may spend or loose the money.
  6. Organise the walk.
  7. Write and thank the sponsors for their assistance.
  8. Use the money for the purpose that it was raised for and include a short description of your walk in the annual report.

Fun Fairs

A fun fair is also a very good way to raise money because it provides an opportunity for your club to present information about the environment, promote and publicise your club and raise money.

How to plan a fun fair:

  1. Plan the fun fair. Decide exactly what the money raised will be used for. Pick a venue. A place that has walls and is enclosed by a gate so that you can sell tickets. Come to an agreement with the head of the school about how the proceeds will be used.
  2. Pick a date. Make sure it is not on the holiday or near examination time. A weekend is best.
  3. Choose a variety of activities that will occur on that date.
  1. Write letters to schools- addressed to the head or the club patron if there is one and invite the whole school. Say what the money will be used for.
  2. Have the club members sell tickets in advance. Make sure that the tickets have the price indicated on them.
  3. Organise the gate so that people can not rush into the gate or enter the venue without paying.
  4. Make sure that there is someone watching the gatekeepers to ensure that they turn over all of the money.
  5. Organise reliable people to take money and run each of the activities.

Invite Parents and Others to Club Meetings and Events.

Inviting parents, other teachers and community leaders for a programme, a seminar, a presentation etc. is a good opportunity to fundraise and promote your club. You can invite parents and present a project and tell parents how much it costs and ask for assistance. You can even invite parents to a planning meeting for a project and involve parents in all stages of the project, not just the fundraising.

How to invite parents to a meeting:

  1. Send letters of invitation to parents to ask them to assist in planning a project, or to attend an event. The date and the venue, name of the project and reason for the meeting should be on the letter of invitation. Copy the head of the school the letter of invitation.
  2. Prepare a presentation, if possible get illustrations. The presentation should include:
  1. It is important to involve the parents in planning the project. If they are involved, they will feel that they have a stake in the project and will be more willing to donate their time and money. Ask for their input and ideas. One way to direct the input positively is to ask for the parents to brainstorm obstacles and solutions.

Additional ideas for fundraising:

  1. Sell club newsletter.
  2. Charge admission to films, exhibitions or museum, drama, dances, etc.
  3. Sell artwork and needle work.
  4. Appeal for donations from organisations interested in Wildlife conservation (never Tobacco or alcoholic beverage Companies).
  5. Raffles.

Promoting your Wildlife Club

Special events

One of the best ways to promote your club is to take part in special events. Be sure to find out what special events are being planned in your community. World Environment Day, World Food Day, Farmer's Day all provide good opportunities for your club to promote itself. You can make presentations, sing Wildlife songs, recite poetry or perform drama.

To find out about special events and days in your community, contact NGOs, community groups, church groups, District Assembly and other schools.

The Media

Some Wildlife clubs enjoy good publicity and develop healthy links with the mass media of radio, television and newspapers. This is something we encourage and it is always good to see reports of club activities in the local papers or television or hear them on the radio. These help to raise the image of the WCG and may result in new members. While we encourage this sort of publicity, please take care not to be quoted as a GWS/WCG spokesperson in any media statement. The Secretariat has staff to deal with these issues. You may find that local FM radio stations are prepared to give individual club's activities some publicity - this is fine, but please do keep us informed of what is going on.

WCG groups are sometimes featured on GBC TV/Radio or in national newspapers; normally the Secretariat acts as a 'middle man' between the national media and the appropriate club, so it is worth keeping us informed of what the club is up to right from the start.

Opposing local development: you are welcome to write on your own behalf expressing concern about local development issues e.g. felling of trees on school compound for a football park by local residents. Please do not present this as from the GWS/WCG. Do contact the Secretariat for any assistance.

WILDLIFE CLUBS OF GHANA REGISTRATION FORM

I wish to register a youth/ school/ community or group for membership of the Wildlife Clubs of Ghana.

Name of Club:
Name of School:
Address of School / Club:
Email:
Phone:Cell Phone
Fax:
Name of Leader:
Occupation of Leader:
Number of Members:Females:Males:Total:

I enclose:

Please send the completed form with your cheque / postal order /money order / cash to:

The Executive Director

Ghana Wildlife Society
P. O. Box 13252
Accra

Email:

[email protected]

[email protected]

Tel: +233 (0) 21 665197 / 663500     Fax: +233 (0) 21 670610

The Wildlife Clubs of Ghana Leader's Guide

For your own copy of "Our future is in your hands" the Wildlife Clubs of Ghana Leader's
Guide, or for more information contact the Education Unit of the Ghana Wildlife Society:

Ghana Wildlife Society,
Efua Sutherland Children s Park,
Post Office Box 13252,
Accra, Ghana.

Tel:+233 21 665197

E-mail: [email protected]

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