1. Discussion document relating to a budget of up to £10,000 for the event

2. Byfleet Club Championships 2016
Byfleet LTC
2017 Membership Voucher
The committee of Byfleet LTC have allowed for Membership Vouchers and the offset of subscription revenue in 2017, within current operational funding.
This new format is a trial for 2016, to encourage more members of all playing standards to take part, and still have a chance to win at their level.
The event concludes with a weekend event for all members.
The debate

3. Event Details
Finals Weekend – An event for all the family – Juniors & Adults
Saturday and Sunday 24th & 25th September
Ball boys and Ball girls / Umpires – Sign up (by ) for training and join the squad
Refreshment and Entertainment
Prize-Giving Ceremony and Awards

4. Membership Vouchers
The following is stated under ‘Prizes’ in the Competition Rules:
The overall winner(s) of the Open and Veteran categories wins a full membership voucher for 2017.
The losing finalist(s) wins a 50% voucher for 2017.
Losing semi-finalist(s) wins a 25% voucher for 2017.
Vouchers are not transferable to another year;
nor can they be exchanged for a cash alternative,
nor can they be accumulated – only one voucher is valid per player against 2017 membership (Multiple prizes cannot be added together).
The Winners and Runners Up of the yellow, green, purple and blue competitions will be awarded a medal or trophy. 
All prizes will be awarded at the Prize Giving Ceremony

5. Facts From 2015 The 2015 Club Champs comprised 10 events.
Membership Discount Vouchers would have totalled £4,550 based on the actual winners
The 2015 Club Champs comprised
91 players taking part (all levels of players)
115 entries to various events
121 matches
10 events
Event winners were from blue and orange level players

6. Excerpt from Minutes of Committee Meeting 21st March 2016
Club Champs 2016
MR presented ideas for a revitalised Club Champs event, aimed to encourage greater participation, involving more spectators on the day, more matches played, increased entries and possibly to also include juniors. This will involve the following:
Finals to be played on two days, – 4.30pm, over one weekend, either 17/18 Sep or 24/25 Sep
LTA or BLTC umpires, junior members as ball boys and girls
Spectators encouraged with refreshments and seats, with the summer house as the control hub
Entertainment and food: (e.g. steel band?) Perhaps a marquee.
Prize giving as a proper ceremony at a set time – 6pm
Courts still available for the afternoon mix-in events because the event will be spread over two days
The indoor courts will need to be block booked for the two days of the weekend
Local press invited and potential to work with local sponsors - more on this at a later date
Propose we set up small working groups (volunteer members) to help on the day with all aspects of organising, doing 2-hour shifts so as not to overload anyone
Event advertising and promotion from April
Competition to run from 1st June to September
Tangible prizes in the form of membership credits and discounts so that the prizes are good incentives to enter and worthwhile and this may be influential in helping to retain our best players
Membership credits would not be eligible to be carried forward to another year, nor would a cash alternative option be given
Strict adherence to rules of the tournament and deadline dates with no extensions granted except by the organiser in case of severe weather or other unforeseen situation
It is possible that increased matches will also lead to an increase in use of the floodlights and a revenue source from this

7. Excerpt from Minutes of Committee Meeting 21st March 2016
 Budget:
As a Not For Profit member’s club, it would be seen as fitting for the club to put back some of the annual profits that are made on items such as floodlighting and interest (circa £30k in 2014/15)
Cost of Membership Credits as prizes:
The competition would comprise 10 events: MS, LS, MD, LD, MXD, and veterans categories of these also. This provides the potential for 16 winners and 16 runners up.
16 £200 = £3,200
16 runners £100 = £1,600
32 semi-final £50 = £1,600
Plus Entertainment for 2 days
Additional costs for evening entertainment (steel band or other) on both days and a possible marquee on a court:
PROPOSED BUDGET FOR THE EVENT including membership revenue discounts above £10,000
Barriers to entry discussed
It is recognised that a motivator to enter is the possibility of winning and it is very demotivating to enter if you don’t believe you have a chance to win.
MC and MM proposed that the tournament is run in tiers so that the colour coding system will allow winners of different categories. We discussed whether the coaches should be permitted to take part and voted 5-1 in favour of the coaches being included (especially if the competition is tiered to abilities).
We debated this ‘build it and they will come’ approach or whether we should build up the momentum over the years and start off at lower budget. We voted 5-1 in favour of the £10k budget. PF would have preferred a slightly more conservative approach up to a maximum of £8k.