📌 Use this form to propose a new event or project for approval and potential funding by the Board of Directors.
Trekanten Fencing encourages members, staff, and coaches to take initiative and propose events or projects that contribute to the club’s
development, community engagement, and member experience. This application form is a structured way to present your idea to the Board of Directors.
Your Role & Responsibilities
As the applicant, you will be the main project coordinator and responsible for overseeing the planning and execution of your project.
This does not mean you have to handle everything yourself—you can delegate tasks to volunteers, staff, or external partners—
but you will be the primary contact person and accountable for the project’s success.
If your project involves expenses covered by club funds, you must:
- ✅ Deliver all required accounting documents (e.g., receipts, invoices) in a timely manner.
- ✅ Submit a financial report when the project is completed.
- ✅ Ensure that all payments and bookings are handled according to club procedures.
📌 Note: Projects that require fewer club resources (both financially and in terms of administration) have a higher likelihood of approval.
The more self-sufficient your project is, the better!
1. Applicant Information
Provide your contact details so we can reach you regarding your proposal.
2. Project/Event Title
Choose a short, descriptive title that reflects the nature of your event or project.
3. Project/Event Description
Give a brief summary of the project and its purpose. Describe in details what the project is about, why it is important, and what impact you expect.
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4. Objectives & Target Audience
Clarify the goals of your project and who will benefit from it. For example: increase participation, promote fencing, fundraise, train athletes, community outreach, etc.
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5. Date, Time, and Location
Specify when and where the project will take place. If the date is flexible, provide possible date(s) or time ranges.
6. Budget & Funding Request
📌 A separate budget sheet (pre-approved template) must be attached. Provide an overview of the estimated costs and funding needs.
📊 Budget & Accounting Sheet (mandatory)
This is a read-only Google Sheet. You must either log in and make a copy (File → Make a copy)
or download it and fill it out.
Important: The same document must be used for the final account and submitted no later than
30 days after the event has concluded.
Attach your detailed budget here. Below you can summarise the total and key expense categories.
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7. Required Resources & Organizational Support
Outline what is needed to make the project happen. The more independent your project is, the more likely it is to be approved.
Equipment & Logistics
Describe what equipment is required (e.g., fencing gear, chairs, tables, sound system, lights, etc.) and whether you need storage space before or after the event.
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Staff & Volunteers
Estimate how many people are needed and who will take on key roles (e.g., referee, instructor, ticket sales, registration, etc.).
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Organizational Requirements
Be realistic about what you need. The more you can handle yourself, the smoother the approval process will be.
- Payment Processing: Does this require participant fees? How will payments be handled (MobilePay, cash, bank transfer)?
- Booking System: Should it be listed on the club’s website or external platforms?
- Marketing & Promotion: Will you need social media posts, newsletters, posters, or other material—and will you handle this yourself?
- Administrative Assistance: Will you need help from club staff (registrations, sending emails, etc.)?
8. Expected Outcomes & Benefits
Explain why this project is valuable and how success will be measured. For example: increase membership, develop skills, create networking opportunities, raise funds, or improve community engagement.
9. Risk & Contingency Plan
Identify potential challenges and how they will be addressed. Think about risks such as low attendance, weather issues, funding shortages, or logistical challenges, and describe your backup plan.
10. Approval & Implementation
Provide any deadlines for decision-making and other key details needed for planning and marketing. If there are special requests or dependencies, note them here.
11. Confirmation
By submitting this form, you confirm that you take responsibility for overseeing this project and its financial obligations,
including the submission of receipts, invoices, and a final financial report if the project is approved.
