National Association of Writers and Groups (development site – not for public use – official site: www.nawg.co.uk)

Time Plan: Year Ending 2017

Here is the time plan for the NAWG year October 2016 to September 2017. It's based on a document produced by Pam Fish, with modifications by Kevin Machin.

At present, this can be considered to be a discussion document. Later, I hope to evolve it into a working tool.

Summary

Here's a quick summary of the major events and milestones throughout the year.

Detailed List

Here's a detailed list of tasks that need doing throughout the NAWG year.

• Milestones and important dates are shown with bullets.

1. Numbered items represent tasks that require work to be done.

2. Items in purple indicate tasks that are currently handled by the Chairman.

   By number, these are 76/104 (73%).

October 2016 – Beginning of NAWG Year ↑

•  1^st October 2016: Link magazine publication.
• 29^th October 2016: Link copy deadline.
• 29^th October 2016: Committee meeting in Loughborough.
• 31^st October 2016: Closing date for open competitions.

1. Do Link magazine distribution tasks (see below).
2. Continue to prepare anthology for printing. Confirm number to be printed. Send the final copy to CMP (UK) Ltd for printing. Check proof prints.
3. Distribute copies for possible sales.
4. Continue to contact speakers.
5. In committee, consider speakers for 2017 festival and decide how many slots to have.
6. In committee, decide on categories for next year's competitions. Confirm competition administrator for the 2017 members' competitions. Also, decide on and contact judges.
7. Update and confirm entry forms for the 2017 members' competitions. Have copy ready for competition entry forms to be printed.
8. Last push for open competitions.
9. Do financial tasks (see below).

November 2016 ↑

1. Do Link magazine preparation tasks (see below).
2. Send all open competition scripts to judges. Liaise with them and compile a prize-winner's list. Prepare press report and circulate where possible.
3. Contact all open competition and 100 competition prize-winners, prepare their certificate and post out certificates and prize money to winners.
4. Liaise with Paul Dawe from CMP (UK) Ltd about the print job prizes.
5. Design the entry forms for the members' competitions. Prepare article about competitions for Link and the website. Have the entry forms ready to be printed with Link.
6. Do financial tasks (see below).

December 2016 ↑

•  1^st December 2016: Members-only competitions begin.
•  1^st December 2016: Link magazine publication.
• 31^st December 2016: Link copy deadline.

1. Do Link magazine distribution tasks (see below).
2. Launch of the 2017 members' writing competitions.
3. Confirm judges for all of the categories including a reminder to Peterborough Writers' Circle for anthology judging.
4. Complete results etc. for 2016 open writing competitions. Prepare to publish in February Link magazine.
5. All results in before Christmas, including judging notes. All prize-winners in formed. Certificates printed and posted out with the winners cheques.
6. Update website with the results. Same for 100 competition whenever necessary.
7. Start liaising with Wendy Kearns for getting advertising for the brochure.
8. Think about copy for Writing Magazine's February issue with all the year's festivals in it.
9. Do financial tasks (see below).

January 2017 ↑

1. Make sure that you have all the prize-winners work for poetry and the winning short story for publication and the judging notes for both categories. Prepare copy for Link and website.
2. As above for the Pam's People competition. Inform prize-winners and post out prizes.
3. Write a report for Link magazine and for the website.
4. Do Link magazine preparation tasks (see below).
5. Final consultation about NAWGFest programme/tutors. Prepare advertisement for members' competitions for Link. All decisions about festival timetable/tutors should be finalised by the middle of the month.
6. Chase up any advertisers who are slow to send in their copy.
7. Prepare brochure for mailing with Link.
8. Third weekend for copy for February Link, to include the brochure.
9. Do financial tasks (see below).

February 2017 ↑

•  1^st February 2017: Link magazine publication.
• 25^th February 2017: Committee meeting in Loughborough.

1. Details of competitions publicised in Link.
2. Festival brochures ready for mailing with Link.
3. Do Link magazine distribution tasks (see below).
4. Do financial tasks (see below).

March 2017 ↑

•  4^th March 2017: Link copy deadline.

1. Do Link magazine preparation tasks (see below).
2. Prepare advertisement for members' competitions for Link. Deadline for entries 30^th April.
3. Extra push for entries. Final ad and call for entries in Link.
4. Do financial tasks (see below).

April 2017 ↑

•  1^st April 2017: Link publication.
• 29^th April 2017: Link copy deadline.
• 30^th April 2017: Closing date for members-only competitions.

1. Do Link magazine distribution tasks (see below).
2. Do financial tasks (see below).

May 2017 ↑

• 26^th—28^th May 2017: Wentworth Writing Weekend.

1. Do Link magazine preparation tasks (see below).
2. Send all the members' competition entries to the various judges. Ask for judging notes and results, to come back to us at the very latest 30^th June.
3. Start liaising with Wendy Kearns for getting advertising flyers for the festival goody bags.
4. Talk to prospective stall holders and helpers for NAWGFest 2017.
5. Do financial tasks (see below).

June 2017 ↑

•  1^st June 2017: Link publication.
•  1^st June 2017: Pam's People competition begins?

1. All results of members' competitions in by 30^th June. Including judge's notes.
2. Do Link magazine distribution tasks (see below).
3. Prepare documents for Gift-Aid claim.
4. Do financial tasks (see below).

July 2017 ↑

•  1^st July 2017: Link copy deadline.
• 15^th July 2017: Committee meeting in Loughborough.

1. Prepare the annual accounts with Arthur Day. Register them with the Charity Commission.
2. All members' competition results in Link.
3. Letters to all winners and commended, and prepare results for Link, website and for engraving trophies. Letters out a.s.a.p. for extra delegates to the festival.
4. Do Link magazine preparation tasks (see below).
5. Start to compile list of possible tutors for 2018 festival.
6. Keep an eye on stationery supplies and order what is needed, envelopes for Link, padded envelopes for mailing publications, print paper and printer ink for NAWG use. Also, special paper for festival printing – certificates, Gala Dinner programmes, posters.
7. Check on goody bags and festival badges.
8. Print certificates and arrange for Julian Fellowes to sign them.
9. Prepare annual statement, to include last year's minutes and get 100 copies printed for the AGM in September.
10. Do financial tasks (see below).

August 2017 ↑

•  1^st August 2017: Link publication.
•  1^st August 2017: Open competitions begin.
• 21^st August 2017: Closing date for Pam's People competition.

1. Do Link magazine distribution tasks (see below).
2. Final site visit to Warwick to meet the helpers (to be arranged).
3. Prepare documents to be emailed to delegates two weeks before the festival.
4. Think about copy for Writing Magazine's October issue with all the year's competitions in it.
5. Order trophies.
6. Prepare and print Gala Dinner programmes, using results data.
7. Prepare and print welcome books for the festival.
8. Collect and check the engraving on cups.
9. Photograph all trophies and certificates.
10. Do financial tasks (see below).

September 2017 ↑

•  1^st—4^th September 2017: NAWGFest.
•  3^rd September 2017: Annual General Meeting at the University of Warwick.
•  3^rd September 2017: Committee meeting at the University of Warwick (half an hour or so, immediately after the festival activities).
•  9^th September 2017: Link copy deadline.

1. Count and bank all festival money.
2. Write Chairman's report for Link magazine and prepare all the photographs for printing.
3. Do Link magazine preparation tasks (see below).
4. Have all the files for compiling current anthology. Results data, judging notes and Word files of winning scripts, from both the open and members-only writing competitions. (Contact Authors if necessary.)
5. Start to contact new speakers for 2018. Discuss festival failings and how we could do better.
6. Additional festival copy for October Link.
7. Pack and post certificates and trophies not collected at the festival.
8. Pay all 2017 tutors and remaining money on invoice for festival.
9. Start to prepare anthology for printing, design and produce the cover, typeset the copy.
10. Sent out to Kevin and Catherine for proof reading.
11. Keep an eye on stationery supplies and order what is needed, envelopes for Link, padded envelopes for mailing publications, print paper, certificate paper and printer ink for NAWG use.
12. Do financial tasks (see below).

Regular Tasks

General ↑

1. Answer on average 10 emails a day.
2. Be responsible for all orders of goods/printing for NAWG.
3. Compose and send receipts if necessary.
4. Prepare/design all advertisement for NAWG activities, in national magazines etc. Trying to keep the money that we earn for Link and website adverts, sufficient to cover our advertising costs.
5. Attending all committee meetings and site visits and any other venues that might be useful for spreading the word.

Financial ↑

1. Record invoices and payments.
2. Keep the cash book files up-to-date.
3. Keep and file all receipts for payment. Pay them and make sure that there are sufficient countersigned cheques in the current book.
4. Keep and file all payments of money in to the NAWG account.
5. Monitor the bank accounts.
6. Monitor the PayPal account.
7. Have Arthur Day round to manage the books, with a big session at end of year (30^th June).
8. Keeping an eye on the accounts at all times and monitoring our spending through lean times. And worrying about it.

Link Magazine ↑

Preparation

1. Compile the file for the magazine.
2. Send it round for checking.
3. Liaise with Wendy Fleckney.
4. Send the final copy to CMP (UK) Ltd for printing (dates on the website).

Distribution

1. Compile and print labels for posting out the magazine.
2. Buy second class stamps for magazines. Single mailings 75p, three copy mailings £1.20. If necessary purchase envelopes.
3. Send attachments by email to those who have asked for electronic copies.
4. Post out the magazines – stuff the envelopes – put labels and stamps on and take the envelopes to the post office for posting.

Meetings ↑

1. Book venue for committee meeting.
2. Prepare agenda.
3. Settle payment afterwards.

Author: Pam Fish ♦ Created: 30-Jan-2017 ♦ Access: public ♦ Article: time-plan-17 ♦ Topics: old WordPress site, plans