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January: Being a Heritage Open Days Organiser

Happy New Heritage Open Days Year!

Organising a Heritage Open Days (HODs) event takes time and as an organiser it’s best to start planning and preparing early so that you can take one step at a time and delegate jobs where possible. But before we take you through the different aspects of event organisation let’s have a quick look at the different roles and responsibilities of a HODs organisers.

What Does it Mean to be a HODs Organiser?

The range of participants is as diverse as the variety of sites opening up for HODs. People from civic societies, local authorities, preservation trusts, history and archaeological societies, schools, companies, all kinds of community groups and faith groups as well as individual property owners or managers register with the Civic Trust. There are organisers who register one building or a guided walk, while others co-ordinate a programme of local events. Some may do it as part of their job; others may dedicate their time on a completely voluntary basis. Often it is one individual on whose initiative an event’s fate hinges, but more and more there are local committees that share the tasks and responsibilities of organising amongst each other. But whatever their situation and reasons for participating may be, what unites them all is the wish to share their heritage assets with others.

If you are an organiser, you are in charge of what happens locally and will liaise with the Civic Trust, the national co-ordinator of HODs. Being in charge basically means:

  • Deciding which form your participation will take,
  • Making sure the building/s or activity/ies you want to open or stage comply with the entry criteria for HODs, health and safety standards and insurance terms and conditions,
  • Ensuring you have the resources - financial and human - it takes to realise your plans,
  • Securing maximum publicity for your event,
  • Making sure that your helpers and visitors have a rewarding experience,
  • And of course registering your property or event with the Civic Trust in time so that you can make full use of the support network we provide our organisers with.

As a HODs Organiser What do we Expect of You?

When you register with HODs, you will enter into a form of contractual relationship with the Civic Trust and agree to the following conditions:

  • Once you have decided to take part, you, and any co-organisers, become responsible for overseeing the participation of the property/events you have registered as part of the HODs programme.
  • You will need to ensure that the details you register are correct insofar as you are aware.
  • If there are any changes to this information, you need to inform the HODs office immediately and publicise all changes as quickly as possible (e.g. via posters, written notices outside the property, press etc).
  • As a HODs organiser you, and any co-organisers must agree to use the HODs logo and associated artwork only for your participation in the HODs programme and for any related purposes agreed by HODs and the Civic Trust.
  • You, and any co-organisers, must ensure any properties/events taking part in the HODs programme are advised of the insurance cover available to them, and that any extra requisite insurance required for participating in HODs is in place.
  • You need to check the online directory at http://www.heritageopendays.org.uk prior to the event to ensure that entries are correct.
  • We hope this doesn’t sound too scary. It certainly takes some courage to take the lead and responsibility for a public event as small or big it may be. But it’s all about making participating in HODs a rewaring experience for everyone.