Red Hats Victoria

Google has a “forms” tool that lets you customise what specific information you need to be emailed to you, which you can use as an event booking/registration form that lets attendees easily fill out all the information you need, in a convenient way for you both.

This can be filled out by anyone who has the link – they do not need a google account, but you will need to.

If you do not have a google account and you’re a chapter then you could have an event coordinator who manages a chapter email account (so you can have yourchaptername@gmail.com) and use that for Chapter matters.

To make a Google Form.

In any other Google product page when you’re signed into your Google account, click on the square of dots to open the menu of Google products.

Scroll right down to the bottom where you’ll find the “forms” option.

Then once you’re in the Forms screen, click on the first option with the + symbol titled “Blank Form” to start a new form.

(Click the image for a larger view)

• “Untitled Form” – Change this to your Event Title.
• “Form description” – You can add your event information in here.
• “Untitled Question” – Change the title to what you need, and you can change the type of response using the little arrow.  By default this is a multiple choice, I would suggest changing it so that the first few questions you ask are the name/phone/email questions.
  • Use “Short Answer” for a spot the attendee can enter in things like their name, phone, email.
  • The default question is a “Multiple choice” select – this means they can click to select ONE option in a list you provide.
  • “Checkboxes” is a similar option to multiple choice, but it will allow the attendee to select more than one – useful for listing food intolerances or activities that they can select to book.
• More Questions – To add more questions to your form, click the + icon on the toolbar on the right.
• Change order – If you need to change the order of the questions, you can drag the question boxes using the 6 dots on the top of the box.
• Add an image  – To the top of the form, you can select the icon of the paint pallet, then go down to “header” and select a photo of your own, or choose one from the available options.
• “Settings” – You can leave these as is. make sure you leave the “Requires Sign in” as it is by default, as it will allow people to fill out the form without needing to sign in to Google (so it will work even if they don’t have a Google account).
• Preview – Check how your form looks and if the options you’ve chosen work as you need them to.
• “Publish” – Once you are done.  You can edit the form afterwards if you’ve forgotten something.  You’ll be asked for the sharing options (you can change this later with the little triangle)
  • Make sure that “Editor View” is restricted
  • Make sure that “Responder View” is “anyone with a link“

“Copy Responder Link” will get you a shareable link, but a better way to get the link is to click the link icon on the top menu – where you can select an option that will shorten the link to get rid of a lot of the random numbers/letters.

Copy the link and you can then use it in your event flyer – or use the Google Form itself as your event notice (if you’ve put all the info on the event in the description part.)

The responses will be emailed to you, but you can also check the on the form by clicking the “responses” link in the centre of the top options.

It is common for there to be raffles and other forms of fundraising at events to help cover the costs of the event, or to raise money for the chapter.  However fundraising for charities and things outside of Hatting is generally frowned upon at hatting events.

If a chapter would like to do a fundraiser (for example the “Biggest Morning Tea” or a Pink Ribbon fundraiser) as an event for them, this is completely fine – but hosting something like this as an open event for other chapters to attend is not usually done.

From the official Red Hat Society handbook:
“We want to make sure that no one feels any pressure to participate in charitable events if they don’t wish to: we’re all about fun! Many hatters do charity activities as a part of their “regular” lives and prefer to keep their hatting time as pure recess time”

Things a chapter might need to raise money for include: Registration fees, Insurance fees, covering costs of food at home-based gatherings, buying special decorations, birthday cards/presents for members etc.

Some chapters choose to charge a small yearly membership fee to cover these costs, others do fundraisers (some do both).

Fundraising ideas:

• Fines – Charge a $2 fine for forgetting to wear a hat or name-badge, or for being late.

• Craft Auctions – If you have crafty members who can create something like hats, cards, jewellery or even baked goods, you could auction these off.  Either splitting the profits with the person donating the items, or with the chapter keeping all profits.

• Bake sale – Have members bake cupcakes, muffins, slices and other individual portioned foods, then come together for a bake sale where everyone buys a cupcake etc. for a nominated price per item (eg $1/$2 each) with proceeds going to the chapter.

• Cupcake Decorating – Everyone pays $2 to decorate their cupcake, with decorating items provided by the chapter (eg red and purple frosting, choc chips and other fun things).  The chapter then keeps any profits made.

• Book Sale – Members bring old books they no longer need and these are then sold off for $2 each or auctioned to raise money.

• Lucky Dip – Have a selection of inexpensive items wrapped up, and charge $1-$2 per go.

• Raffle Auction –  Each member buys raffle tickets or coupons (eg 5 tickets for $1), and there are several items to raffle off, each with a bowl next to them.  Members put their raffle tickets into the bowls of the items they want (they can choose to put one ticket in each bowl or several tickets in the one bowl if they really want that item) – then each item has the winner drawn from the bowls.

• Mystery Auction – Everyone brings a wrapped gift worth $5 or $10, in a particular theme.  People then bid on the mystery package without knowing what is inside it.  You could set a maximum bid for each item so that it doesn’t go beyond a certain limit.  The chapter gets to keep all raised funds.

• $2 raffle – Have a prize worth $2 and everyone puts $2 into a jar as their entry to the raffle, and their name goes into a hat. The person who gets drawn from the hat gets the prize, and they then buy the prize for the next month raffle.

• Lolly Jar – Have a jar of lollies and everyone pays $2 to have a guess at how many lollies are in the jar.  The winner gets to keep the lollies and the chapter keeps the money.

• Cook Book – Have members send in their favourite tried and true recipes, gather them together, then have them printed and bound.  Sell the books to cover the cost of printing plus extra funds for the chapter.

• Car Wash – Have members bring their cars along and pay a fee to have their car washed (bonus if you can rope in husbands/children to wash the cars, then all the Hatters can gather around relaxing while their cars are being washed!)

If you have designated roles in the chapter, you can have a little fun with the titles for those roles.  Some examples:

Treasurer

• Keeper of the Koins
• Duchess of Dough
• Miss Moneybags
• Purveyor of the Purple Privy Purse

Secretary/Communications

• Town Crier
• Contessa d’Communique
• Dutchess of Dialing
• Empress of Email
• Duchess Ding-a-Ling

Event Organiser

• Mistress of Tourism
• Events Un-Coordinator
• Chatelaine of Adventure Outings
• Regent of Reservations

Birthday Organiser

• Baroness of Birthdays
• Dame of Dates

Photographer

• Countess Shutterbug
• Dame Purple Paparazzi
• Kountess Kodak
• Priestess of Point and Click

These are several examples of pledges/vows a new member or REDuating member can say during a ceremony.  Authors are unknown.  You can tailor these to your own needs.

Pledge Example #1

“I solemnly swear that I will greet middle age with verve, humour and élan.
I will take my silliness seriously as it is the comic relief of life in the spirit of friendship and sisterhood.
I join my red/pink hat sisters as we go for the gusto together.
And beneath the frivolity we will share a bond of affection, common life experiences and a genuine enthusiasm for life and living.”

Pledge Example #2

“We do solemnly promise on our red hats,
That we will do our best to uphold the spirit
Of the ……..(name of the group/chapter) and Red hatting.
And proudly wear the colours – purple outfits and red hats, at all our functions.
And never take our hats off, even though it gives us hat hair.”

Pledge Example #3

“I, ……. pledge to have fun, and only fun with the …….. Red hat group/chapter.
I offer friendship to my Red Hat sisters and respect the ideals of the society.
I will wear my full regalia of purple (lavender) outfit with my red (pink) hat to all chapter gatherings”

Pledge Example #4

“I,…… not solemnly, but with a silly grin, pledge on to uphold the spirit of Red hatting and have fun while participating with my Red Hat sisters.
I will proudly wear my regalia of purple/lavender outfit with my red/pink hat and will participate and give all that I can with my red heart.”

Pledge Example #5

“I……. pledge to wear my colours proudly, never be ashamed of having fun,
And show my spirit of adventure at dressing up and trying something new.
I will forget the troubles of the outside world and turn back the hand of time and reach inside for the little girl within me.
I will laugh, giggle and enjoy in play and treat all fellow Red hatters with hattitude and show honour amongst my hatter sisters.”

Pledge Example #6

“I… being of somewhat sound mind, and desiring to have more fun in the prime of my life, do solemnly swear to uphold the ideals of the RHS, as soon as I figure out what they are.”

Pledge Example #7

“I,_____ , not solemnly but with a silly grin, pledge on my red/pink hat to have fun, and only fun, with ________. I will uphold the spirit by proudly wearing to all gatherings the full regalia of a purple/lavender outfit with an accompanying red/pink hat, even if I look horrific in purple/lavender. I promise to never take off my hat at gatherings, even though it gives me hat hair. I will do more than just belong. I will participate and give all that I can with my red heart. I will be more than friendly, I will be a friend in sisterhood to all the Hatters.”

Pledge Example #8

“I vow to embrace this time in my life as the beginning of the best.
I will reserve at least one day of each month for me.
I accept chocolate as a main food group.
I consider dessert as the main course of a meal.
I will do my best not to take life too seriously.
I choose to laugh as often as possible.
I believe that fun is an essential in life.
I welcome the Red Hat adventures that await me.
I accept the friendships that are around me.
I will be a dedicated Red hatter!”

Pledge Example #9

“Do you solemnly promise on your red hat, that you will do your best, to uphold the spirit of ___{chapter name}___ and The Red Hat Society

and proudly wear the colours at all our functions and never take your hat off, even though it gives you hat hair?
Do you agree to deal with growing more mature with humour and to take our foolishness seriously?

Do you promise to speak only of pleasant subjects at ___{chapter name}____ gatherings?

Do you promise to learn to play your kazoo in the proper manner, or at least learn Happy Birthday?

Do you join in the spirit of friendship & sisterhood as we bond together affectionately, by common, been there, done that & with real enthusiasm for whatever comes next?”

Pledge Example #10

“I, _________________________, A royal subject of the of the red hat society, do hereby pledge:
To wear my hatter colours proudly.
To never be ashamed of having fun.
To show my spirit of adventure at dress-ups by trying something new.
To forget the troubles of the “outside” world during dress-ups.
To turn back time and reach for the little girl inside of me.
To giggle, laugh, dress-up, and play.
To treat not only my chapter, but all other chapters of the red hat society with hattitude that shows honor among all my hatter sisters.”

Some chapters have celebrations they do for Christmas and Birthdays. Some chapters will send members a birthday card on their birthday, or mention all the birthdays for the month in their newsletters. Chapter funds may be used to pay for a drink for the member whose birthday falls during that month – or other such customs.

Some ideas for Christmas gift exchange are:

• Everyone brings a giftwrapped box containing items to a value of $10 or $20. These are placed on a table and are given at random to members (making sure the member does not receive her own box). The boxes are reused for the next year gifts.

• As above, but another variant can be that the gifts can have a particular theme, or can be in the form of 5 low cost items of a particular type, for example: “One for the bedroom, one for the bathroom, one for the kitchen, one personal and something red”.

• White Elephant exchange – Everyone brings a wrapped up item with a $5 value. The first person picks a wrapped gift at random an opens it. The next person can choose to steal the gift the first person opened, or select a new one. Then the next person has their turn, and so on. When a gift is stolen, the person whose gift was stolen may either replace it with a gift stolen from someone else or select a new gift. The game ends when the last unwrapped gift has been chosen.

• Truth be Told – Have around 10-20 statements written on slips of paper. Everyone starts with a wrapped gift in front of them. When a statement is read out, anyone who answers yes to the statement has to swap their gift with someone else. Statements can be things such as “have you ever gone overseas”, “are you wearing pearls” etc.

• The Right/Left game – there are several versions of the stories that can be read out, but the way they are played is always the same. (There is a Christmas version in our games section) You can start with everyone holding a gift, or just use the one gift – and as the story is read out, whenever the word “RIGHT” is spoken, everyone hands the gift to the person on their right. When “LEFT” is spoken, the gift is passed to the person on the left. Some versions also include “ACROSS” where it is passed across the table to the person opposite.

You may like to hold a larger get-together with ladies from other local chapters, or open it up to invite any Hatters from around Victoria or even around Australia.

Running a larger event can be a bit daunting so here are some tips:

~ Choosing a Date

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Pick a date that doesn’t conflict with any existing Hatter events or any public holidays.  Make sure to check the upcoming events and our Facebook Group events. If your event is a large one that interstate Hatters might like to attend, make sure it’s not on when any other large events are on (in any State)
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~ Venues

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Choose a venue that has good parking and ideally good facilities for those with mobility issues and access to public transport. If serving food, check they can cater for food intolerances.

Picnic – Attendees bring their own food, and you can find a park that won’t cost money to hire. Be aware that you’ll need toilets and shade might also be good to have. Check insurance issues and if any council regulations apply.

Restaurant meal with group booking – Attendees will pay for their own meal and drinks. The venue will have insurance, making this a nice easy way to have an event. Although numbers might be limited due to space. Also make sure to choose restaurants that will allow each guest to pay for their own meal (usually “clubs” do this, smaller restaurants usually do not)

Booking a private room/venue – These usually require you to pay a fee to hire the space, and you’ll also pay a price per head for each meal.

When doing this, you will need to make sure you cover your costs. Make sure you add up how much the venue hire costs, plus any decorations you need to buy, and any other expenses (not including the food costs at this point). If you are including goodies/prizes, factor those in too. Then work out how many people you can have attending (and if there’s minimum number of guests you need).

Dividing the total cost of all expenses by the number of attendees will give a cost per person you need to charge (on top of the cost of the food) to break even in an ideal situation where all seats are booked.

However if you don’t have full attendance or you have cancellations, then you’ll be out of pocket. So you may like to either add a few dollars onto the charge of each guest, or run some raffles or other moneyraising things at the event to cover those extra expenses. If you end up with a profit, you can put that towards your next event.

Make sure you have all the bookings you need by the date you’ll need to cancel by to get deposits back. So you can cancel the event if you need to.
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~ Pacing

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Not all Hatters can cope with a lot of physical activity or a long event. So if you have a multiple day event, you may need to schedule a rest time between morning and evening events.  Some ladies might want to go back to their rooms to freshen up and change clothes.

If you have an event where attendees will need to move from one building/activity to another, make sure to allow plenty of time for those who walk slowly.

If you are having games and activities, make sure to allow plenty of time for everyone to move around and get ready.
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~ Give all the Information

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Make sure your attendees know everything they need: Cost, date, time, when payment is due, how to make payment (on the day or in advance), dresscode, expectations (eg if there will be anything unusual like walking/stairs/games), who is running it – and anything else you think they should know beforehand.

Depending on the venue, giving information on parking, accommodation options in the area and other such things can also be very helpful for your guests.
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~ Advance Notice

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Give plenty of advanced warning/notice of the event (even post a “saving the date” if you have a date in mind but no further details ready) – so everyone has time to prepare (including you!!).

This allows your attendees to keep the date free, set money aside and it also allows other Chapters to know when your event is when planning their own to avoid conflicts.
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~ Public Liability Insurance

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If you do not have a policy to cover your chapter, then you may wish to choose venues that have their own insurance cover.  Check liabilities of hosting in public parks and at member homes etc.

See the article on Chapter Insurance here
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~ Format of your event notices

• Saving your event flyer/promo as an image is the best way for it to be shared in a way everyone can view it properly.
• Flyers as a .doc or .docx can be unreadable for some Hatters, and often any layout and fonts you use will not look the same when opened on the other person’s computer/laptop/phone. So this is not recommended for event notices.
• Save your .doc files document as a .pdf file instead to preserve the same look and make it readable. (Note: if you use Microsoft word, you cannot do this in the program itself. If you use Libre Office, you can simply “export to pdf” under the file menu)

Easy & pretty way to make event flyers
The easiest way to make a great looking flyer is to use Canva (which is a free online tool) – this allows you to make great looking posters and other things, using graphics and templates they provide.  You can then download the creation as an image or a .pdf  (or both!).

One thing to be aware of –  I would recommend creating a new gmail/hotmail email address that you only use for accessing Canva (eg do not use your existing one!) and DO NOT use the same password for canva as you do for anything else.  This is because the website has been known in the past to have data breaches (where email addresses and passwords get stolen, allowing “hackers” to then use your email/password to get into other sites pretending to be you).  If you use an email address and password for Canva that is not used for anything else, then there is no problem using the site (I use canva regularly myself, and it’s not an issue if you use a separate email/password)

Making an image on your laptop/PC
You can open a new blank file in a graphics program (all laptops/computers should come with a basic one, they are usually called “paint” or something similar). Then just make your event flyer in that and save it as a .png file (higher quality) or .jpg file (lower quality).  If you want something fancier, you can download a free program called “Gimp” which has more options, or use Adobe Express (also free).

Making a .pdf from a .doc file
If you’ve written your event flyer in Microsoft Word, you can use Adobe Acrobat Online to convert it to a .pdf for free.

A free alternative to Microsoft Word is Libre Office which has inbuilt ability to save files as a .pdf.  When using that program you can go to “File”, then select “export as” and save the document as a .pdf.  Easy!!

Making a .pdf into an image -You can use your “PrtScn” button on your keyboard to take a screenshot of what you’ve made, then open a graphics program (eg “paint”) – choose to “paste” the image, then choose the “crop” tool and drag the edges to select only your flyer, then save that cropped version as an image.

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~ Themed Events

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These can be fun, but be mindful of how easily members may be able to find/make outfits to go with the theme (and the cost of them participating in costuming). Try to pick an easy theme, perhaps a variation on themes other chapter events have already done that members might already have costumes for, and perhaps offer some suggestions to get the creative juices flowing.
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~ Keeping Event Costs Low

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Be mindful of the cost – not all Hatters have the same budgets or availability.

• Splitting up an event – For events that run over a couple of days, charging for each part separately would allow for Hatters with a limited budget, or those who cannot be away for a whole weekend to attend some parts of the event without having to avoid the whole event.  This might mean some parts of the event get more bookings than others, but could mean more Hatters are able to attend.
• Borrow Decorations – You might be able to get decorations from other Chapters, members or even your local theater group or school to avoid buying them to keep costs down.  it might also be less wasteful to borrow decorations rather than buying new, especially if you won’t be keeping them for reuse.
• Choose a basic venue – Not all events need to be in a fancy upmarket venue.  A local club could be perfectly fine for a group of 30 or less.
• Accommodation – If hosting an event where attendees will need to travel – be mindful of the accommodation costs.  Some Hatters do not like to drive at night, so having a brunch or lunch event (instead of dinner), could enable more attendees to drive home rather than needing to stay the night.
• Midweek – A weekday event might be cheaper for attendees than weekend – particularly if they need to stay the night.
• Shop Cheap – Make sure you check $2 shops, art supply shops and online cheap stores like ebay/Amazon/Temu, Aliexpress for supplies, decorations and trinkets.
• See the section below for making goodie bags and gifts on the cheap.

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~ Delegation

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Make sure it is not just the Queen running it to save your Queen from burning out. Get the chapter involved – which can help the members feel more part of the event too.

• For a large event, form an event planning committee and set tasks for members to help organise and run the event.
• If you have members who are creative, set them to work on decorating, creating event notices and other things.
• If you have members who are good at talking to people they can look after bookings and so on.
• If you have members who are good with computers/tech get them to make flyers and post on facebook.
• Communicate with other chapter Queens if appropriate – Letting them know of the event, and if necessary asking for their assistance in running it and inviting their members.

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~ Privacy Concerns

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Privacy for yourself as an event host:

•  Event info you post to this website or our Facebook group will be visible to anyone. Therefore keep your personal info off the event flyers and give anything you want to keep private only to those who contact you for bookings.
• Use your hatter name or chapter name instead of your full name on event notices.
• Use mobile phone/email instead of home phone.  If your personal email address includes your real name, consider making a gmail account for Hatting event use.
• Give banking details only to attendees who have booked/registered rather than posting in the event listing. (This will also help you keep track of payments better, as it will stop people paying before registering)
• If you are hosting an event in your home, you should withhold the address and give that to only attendees who have booked/registered, and only accept bookings from people you know are Hatters and can be vouched for.

Privacy for your Attendees:

• Any information you record of your attendees (such as names, phone numbers, email addresses) should be used only for the event they registered for and should be kept private and not shared with anyone outside of the event.
• For example – If someone asks on the facebook group if anyone has a Hatter’s contact information, and you have it from them having contacted you for an event – it is not appropriate for you to pass that contact information on, because it was given to you for the event booking usage, not anything else.
• It is not appropriate {nor legal} to use their email address or phone number to contact them on other matters unless you have their permission to do so. This includes emailing them about future events you hold.
• If you take photos during your event, and want to post them online, please make sure everyone in the photo/video is aware and has the opportunity to decline to have their images put online. (You can include notice of this in an indemnity waiver for your event.)

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~ Exposure for your Event

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Not all Victorian Hatters check this website, and not all Victorian Hatters are on our facebook group either.  Therefore for maximum exposure for your event it is recommended to:

• List your event on this website.
• Post your event on our facebook group. http://www.facebook.com/groups/RedHatsVictoria as an image or as a written post. (You need to do this yourself).
• List your event as an “event” on our facebook group, so it goes into the facebook event listing.  (You need to list the event yourself)
• Ask Chapter Queens you know to pass the event information on to their members.
• Don’t forget to promote your event again (via facebook) over time if you still need more bookings – to make sure those who have forgotten to book are reminded!

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~ Goodies/Gifts for Attendees

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If making “showbags” or goodie bags for the attendees (or putting some little place setting gifts), make sure you plan this in advance so you can grab some bargains to keep your costs low. Also be aware that while fun,  these are not necessary!

• Some Hatters are at the point in their Hatting where they don’t need more “stuff”, particularly those who have been Hatting for a while and have a lot of stuff already. So you don’t need to include goodies, and if you do, perhaps use smaller lower cost items to keep the budget down.
• Make sure you check $2 shops, art supply shops and online cheap stores like ebay/Amazon/Temu, Aliexpress for supplies, decorations and trinkets.
• Buy in bulk to save cost.
• Perhaps get chapter members to help make/assemble things. Eg buy craft supplies in bulk and have members make things rather than buying premade things if it’s cheaper to do so.
• A simple wrapped chocolate on the place setting could be enough!  (If the wrapping is red/purple even better!) Edible goodies have the advantage that they do not need to be stored and there’s no issue of whether the attendee already has one.  You could print little paper slips or tags to go around a snack size chocolate bar that promotes your event to personalise it a little more.  Just be aware to avoid anything that could cause allergy issues for attendees (nuts, gluten etc.)
• You could buy (or make) red or purple little bomboniere bags or boxes and put a few chocolates/sweets in those.
• Consider cheaper things you could print at home and laminate (or have Officeworks print).  Buying a laminator (They cost around $25) for the chapter might be a good investment if none of your members have one.  Such as: bookmarks, place setting nameplates, drink coasters, placemats etc. – Check our Printables page
• Consider a little something that is a commemorative thing for your event.  If it’s a Coronation, special chapter birthday or other big event, you could make something that mentions that.  Eg make a custom printable (bookmark/coaster/placemat), jewellery, have a custom pen/pencil printed, have custom stickers or badges made.

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~ Registration/booking forms

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Some event hosts like to provide a registration form where attendees have to fill out their details and sign a waiver – rather than simply having the attendees email or phone to RSVP.

While you may only need to know their name so you can make sure you know how many (and who) is attending, it is also a good idea to have at least their phone number and email address in case you need to contact them to inform them of any changes to the event.

If you do have a booking/registration form for your event, please be aware that these can be problematic for both event hosts and the attending hatters for these reasons:

• Some Hatters are not computer literate enough to modify documents to add their details, and may not know how to do that and send them back electronically.
• Most people do not have the software required to edit .pdf files. So if your event flyer is in a .pdf format and requires them to fill out a form, this will be more difficult for attendees.
• Some Hatters cannot open word (.doc or .docx) files (particularly those who only use a phone for their internet)
• Some Hatters do not have access to a printer to print off forms to handwrite their details.
• Having handwritten information (Such as phone numbers and email addresses) sent to you can often be VERY difficult to read!!  So as an event host, it really is better to receive that information in ANY other way that doesn’t involve the attendees handwriting their information.
• Requesting chapters book together on the one form may save time.
• Simply asking attendees to email or message you with their name, phone number and any other information you require may be the easiest way to receive that information, but they may not provide it all, so you might have to email them back to ask for it.
• If you do require handwritten forms for some reason, rather than having them post the paper to you by mail, you may be able to request the attendees photograph the completed form and send you the photo (or scan it if they have the capability to do so).

Options for Booking forms

• Google Forms – Google has a “forms” tool that lets you customise what specific information you need to be emailed to you.  This can be filled out by anyone who has the link – they do not need a google account, but you will need to.  Click here for a tutorial on how to make a Google Forms event booking form.
• Booking form in your event notice – If your event notice/flyer is available in a .doc format, you can put your booking form at the bottom of the event information.
• Download a generic booking form – If you need a separate booking form for your event, you can download a basic one Here or one with a pricing section Here.

— please note that you should NEVER request or send credit card information via email, facebook, messenger, whatsapp etc. These are NOT secure enough to transmit sensitive information such as credit card information! (The reason is difficult to explain briefly, but it’s easy for the information to be intercepted and used nefariously). Send this information over the phone instead.

If you have a paypal account, it is secure to give your paypal email address and ask the attendee to pay into your paypal account.

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~ Indemnity Waivers

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Indemnity forms added with booking forms can be problematic for the reasons stated above with booking forms.

An alternative to having Hatters complete a waiver at registration may be to have as part of the booking process wording that says that by booking and attending this event, you agree to the terms of the waiver.  So long as that’s clear, then all attendees have agreed to your terms by the fact they are at the event.

A sign-in sheet at the event that includes a waiver may also be a good option regardless of whether your booking form includes one or not – so all those attending have to sign in, which also signs the waiver, as well as providing you with a list of those who actually attended.   You can download a sign-in sheet here

Also be aware that simply having an indemnity waiver may not be adequate to prevent any liability should an incident happen at the event, so they may actually be worthless.  It is best to seek legal advice on waivers and public liability if you are unsure.
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Please note the following information is NOT legal advice and is here to give you a very basic understanding of indemnity waivers as they relate to Red Hatting. If you have any questions please see a professional Lawyer.

In layman’s terms, an Indemnity waiver as it would be used for a Red Hatting event is where you sign a document to say that you agree to accept all the risks involved in partaking in the activity, and agree not to hold the organisers responsible for any injury/harm caused to you, or by you, as a result in your participation.

Having attendees sign an indemnity waiver when booking for an event, and having members sign one when joining your chapter may offer some protection, however it may not be a substitute for Public Liability Insurance. Liability waivers are not always considered to be legally binding, particularly if the terms are considered unreasonable and if if the host has been grossly negligent. However if someone does injure themselves because of something that was of their own doing, then a waiver may help you establish that they were aware that there may be some risks involved with their attendance at the event.

You may also like to include a photographic release as well, which clarifies that there will be photographs and/or video taken at the event, which you may use this for publication online etc.

Searching online for an Indemnity Waiver will give you a lot of example waivers you could use to draft a waiver that works for your specific situation. Some general waivers that  have been used by Chapters are offered below as an example. Please note these are examples and are not guaranteed to be legally binding. You should talk to a lawyer to obtain further advice.

Indemnity Waiver Example #1

By signing this Waiver, I fully assume the dangers and risks in participating in this activity ({name of activity}) and agree to use my best judgment while engaging in these activities. I further agree to indemnify and hold harmless the organisers ({Queen’s Legal name and Chapter name}) from and against any and all liability incurred as a result of or in any manner related to my participation in the activities.

Indemnity Waiver Example #2

By filling in this registration form for the {name of event} , I hereby agree to waive any liability to {Queen’s Legal Name} or any member of her chapter for any personal loss or injury that may result from any activity during the event, including but not limited to, traveling to and from the event.

Indemnity Waiver Example #3

I, ________ (Participant’s Name) Understand, acknowledge and accept that:
I knowingly and freely assume all risk, both known and unknown, even if arising from the negligence of the hosts or any of their individual members of participants or others, and I voluntarily participate at my own risk and assume sole responsibility for any injury, death or property damage I may suffer that arises from my participating in any of the activities.

Indemnity Waiver Example #4

The event {Name of Event} to be held in {Location} on {Date} is being hosted by {Chapter name and location} . This chapter is not incorporated and has no rules or by-laws. In consideration of being permitted to participate in the event and its associated activities.

I, ______________ (Name of Participant)
Understand, acknowledge and accept that:
I knowingly and freely assume all risk, both known and unknown, even if arising from the negligence of the Hosts or any of their individual members or participants or others and I voluntarily participate at my own risk and assume sole responsibility for any injury death or property damage I may suffer that arises from my participating in any of the activities.

I understand and acknowledge the dangers associated with the consumption of alcohol or any mind altering substance before and during any of the activities and I take full responsibility for any injury, loss or damage associated with any consumption and I take sole responsibility for my actions.

I, for myself and on behalf of my heirs, assigns, personal representatives and next of kin, hereby release and hold harmless and agree not to sue the hosts, or any of their individual members, volunteers, agents and sponsors (all of whom are referred to as releasees) with respect to any and all injury, disability, death, loss or damage to person or property, whether caused by the negligence of the releasees or otherwise.

EFFECT OF THIS DOCUMENT
I have had sufficient opportunity to read this release of liability and assumption of risk agreement, I fully understand its terms and understand that I have given up substantial rights by signing it, and sign it freely and voluntarily without inducement of any kind.

I understand that my signature to this document constitutes a complete and unconditional release of all liability of the releasees to the greatest extent allowed by law in the event of me suffering injury or death or property damage.

SIGNATURE ________________________________ DATE __________

.

Photography Release Example

I hereby consent to and authorize the use and reproduction of any and all photography
and/or videography that has been taken of me this day for any purpose, without compensation to me.

Please note the following information is NOT legal advice and is here to give you a very basic understanding of the issue of Public Liability Insurance as it relates to Red Hatting. If you have any questions about insurance or insurance products please see a professional (Lawyer, financial adviser, insurance agent etc.)

What is Public Liability Insurance? | Am I already Covered by Insurance? | Indemnity Waivers | Avoiding Incidents | PLI through ARHGA

What is Public Liability Insurance?
While we don’t like to think about it, accidents can happen and if there has been a significant
personal injury that results in a claim for compensation, you may need to have insurance
cover for “Public Liability”.

Public Liability Insurance (PLI) usually covers things such as injury/harm to your chapter
members while on an outing (eg falling over and hurting themselves) as well as
damage/harm your chapter members may do to another person or property while at an outing
(eg bumping into a table and breaking a priceless vase on it).  PLI comes into play if something happens that requires a financial settlement, where your insurer will pay it, rather than it coming from you.

While your members may feel they are friendly enough not to want to sue anyone, their
insurance company may be the one trying to sue – so simply being friends may not be
enough to cover you.  However it is worth noting that just because an accident happens it doesn’t necessarily mean you could be liable – You need to have been negligent in some form to have contributed to the incident – and you may already have PLI coverage depending on where you hold your outing/event and what insurance already applies to that location.  So you may not need to take out additional coverage.

So the question isn’t really a case of “is PLI insurance necessary?“… because ultimately the answer is yes.  It’s more “what coverage will I already have, and do I need to take out my own PLI coverage“.  Which depends entirely on your chapter’s outings.

Depending on the situation and your location, the person involved/injured in the incident may be liable to pay damages/medical bills if they were at fault. However if it can be proven that the incident was as a result of a negligent act by you as the host (or the member whose home you are at), then you or the homeowner may be required to pay the financial costs. This is were the public liability insurance comes in – If your chapter is covered by PLI, then your insurance policy may pay instead of you.

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Am I already covered by insurance?
Quite possibly any Hatting events you host may already have PLI coverage depending on the venue you host them at.  So if you don’t want to obtain your own PLI, then make sure any location you host events at will cover you in case of incidents.  You may decide to take out your own PLI coverage to further protect you, just in case.

Public Venues – If you have your outings in a place such as a restaurant/cafe/cinema, and the incident happens inside that venue – then their PLI should cover it, as you were paying customers of that establishment and they will have insurance to cover their customers.  Especially if the incident involved their property (eg slippery steps).

Parks – While individuals getting injured in public parks would be covered by the Government, event gatherings in public parks (so any pre-arranged meetup of people) generally does require you to have your own public liability insurance, and some parks also require a permit to gather a group of people there for events – so check the council requirements for any park you wish to use.

Personal Homes – If the incident happens while you are meeting up at another members home, then it depends on what coverage (if any) their homeowner’s insurance policy covers. Most (if not all) home and contents insurance policies have coverage for non-family members who are visiting your home.   If doing home-based gatherings it is best to check the insurance coverage of the property so you know if you are covered or not, and if it’s high enough to cover any cases where multiple people might be injured (eg a balcony collapse)

Carpooling – While convenient, carpooling can cause additional problems with regard to liability if there was a car accident.  Generally it seems that additional carpooling passengers are covered by the vehicle’s insurance policy so long as the passengers are not paying for the ride (so “chipping in for petrol money” could be considered paying a fare).  Those offering to drive other members should be fully insured and check their insurance policy covers carpooling.  Some insurers (eg NRMA) seem to view “petrol money” as ok as it’s not generating a profit (you’re reimbursing costs rather than paying a fare to travel), but others (eg APIA) may consider any payment to invalidate their policy.  So it is important to check what coverage the insurer offers and any exclusions.

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Indemnity Waivers
It is common for Hatting events or chapter membership agreements to include indemnity waivers, in the belief that doing so will mean the event host or Queen will then not be liable for any injury/damage that happens at an outing/event.  But this is not necessarily the case.  They can however be useful to help reduce the risk of liability in some cases, as generally it must be shown that the host was negligent in some way that caused or contributed to the incident, and waivers can be used to clarify any potential dangers that show that the host has made participants aware of the risks.

If the waiver specifically mentions the participant agrees to waive liability in case of negligence of the host (using the term “negligence”), then this could be a legally binding waiver, however if the court declares the waiver to be unclear or too vague then any waiver can be deemed unenforceable.

If you wish to draft an indemnity waiver, it is best to seek proper legal advice on the correct wording to use for your event.

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Avoiding incidents
To assist you in preventing potential incidents, you should make sure that any
environment you hold events in are as safe as possible, with any potential hazards clearly
explained/marked/removed.  Especially when holding events in private homes.  Remembering also that while we mostly think of injuries to people (eg someone falling over and hurting themselves), hosts can also be liable to damage to a guest’s property (eg their dog chews the guests handbag), and what damage a guest does to someone elses property (eg someone trips over a rug and spills red wine on someone’s white silk dress).

For example:

• Any potential tripping hazards should be removed/taped down (power cords, edges of rugs etc.).  Gathering spaces should be clear of obstacles that could be a hazard.  Be aware of how any extra decorations could potentially cause hazards (eg don’t hang streamers at neck level)
• Proper food handling procedures, and care taken with cross-contamination, food spoilage and refrigeration.  While having home-based events with people “bringing a plate” is a cheap and easy way to host, it does bring with it extra risks with food handling/storage.
• First aid and emergency contact information readily accessible in case it is needed.  (One good idea is to have all members write their emergency contact information on the back of their name-badges)
• If you have pets who may become aggressive when stressed, lock them away from guests.
• As a Queen make sure any decisions you make regarding hosts/venues/activities are done keeping safety in mind and minimising potential risks (eg if a member’s home is known to have rickety stairs, perhaps don’t hold gatherings there)
• When carpooling select drivers who have full insurance coverage on their vehicles, whose vehicles are in safe condition and who are known to be careful drivers.

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Public Liability Insurance through ARHGA Inc.
Red Hatter groups around Australia are offered a PLI policy through becoming a member of
“ARHGA Inc.” (Association Red Hatted Groups Australia), with a pricing of around $85 per year (Rates may change each year). Which is likely to be far cheaper than you are able to get yourself.  If you do need to make a claim, ARHGA also say they will pay the excess – so you should not be out of pocket at all.

To obtain insurance through them you will need to become a member of their Association and fill out their PLI application form. This must be done/renewed before the 1st of June each year. If you miss the deadline you must wait until next year.

Information can be found here: https://red-hatters-wa.net/insurance-pli

As with any insurance policy it is not as simple as just signing a form and handing over the money – you need to make sure that you know what you are covered for and what exclusions (if any) there are, have given them the correct information for your coverage and that you comply with any requirements they have. Otherwise you may find out that your insurance policy is invalid and you may not be covered if something happens and you need it.  We all know how insurance companies like to find ways to limit what they pay out.

While obtaining insurance through ARHGA could be a very good idea, there are some points to consider:

• Obtaining your policy through ARHGA means you/your chapter will become a member of ARHGA and are getting coverage due to being part of their association – you aren’t buying your insurance from ARHGA, you’re obtaining it by being covered by their PLI insurance.  This means that as an ARHGA member, you agree to abide by any rules and requirements of their organisation – if any.  (Which are not disclosed anywhere, or not easily accessible)
• As with insurance obtained from any company, You should read the Product Disclosure Statement for the insurer to make sure you know exactly what coverage you have and all the terms and conditions.  As there is no Product Disclosure Statement provided on the website, you may need to contact them directly to ask for this information. In particular you should find out:
  • What amount you are insured for
  • What exactly you are covered for
  • Is it written in any contract you have with ARHGA that they will pay the excess
  • What exclusions there are for your cover (eg any activities not covered)
• On your initial application to ARHGA, you need to fill out a form that states how many members your chapter has, how many outings per year you do and other such information.  It is unclear whether changes to this information (eg chapter numbers increasing) would affect any insurance coverage you have, as it does not appear that yearly renewal calls for updates to this information.  As all chapters pay the same fee regardless of the number of events or members, this information is likely just for ARHGA records and not directly connected to your insurance coverage.

—  Note, some of these issues have been conveyed to ARHGA representatives, so these issues may be or may have already been addressed.

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Red Hatter chapter names can be fun, quirky or simply descriptive.  Try to make sure there isn’t already a chapter in your state or country with the same name, to avoid confusion!

When thinking up a name, think of some terms you might like to use in the name.  Think about:

• When you think about Red Hatters, what are the first words that pop into your mind?  Write those down and see if any of them might work in your Chapter name.

• What would you like the group to be about?  If you’re wanting to convey a fun and sillyness to the group, then you can name the group with that in mind.  If you want a more sophisticated and regal sounding name, then think about that.

• Any particular hobbies or things you like (for example if you like gardening, you might like to use “rose” or a flower name in the Chapter name)

• Do you want to include the location?  Such as “The Red Hatters of <town>” (Works well if your town name starts with R or H)

• You can use hat related (or other fitting) phrases too.  For example “Caught Red Hatted“, “If the Red Hat Fits”, “You can leave your Hat on” and so on.

So you have a Red Hatting Chapter (group) but you would like to get new members in (or you’re just starting a group and need members)?  Here’s some tips that might help you.

• Bring a friend – Allowing members to bring a friend who might be interested can be a good way to introduce potential members to your group.  You may like to organise an outing to a coffee shop or somewhere similar as this first meeting point.  If you’re just starting out and don’t have chapter members yet – don’t forget to ask your friends and family!
• Business Cards –  We have a blank business cards you can print out yourself, or you can buy inexpensive business cards at places like Vistaprint.  Keep these in your handbag to hand out whenever you talk about the RHS so that ladies can contact you later.
• Hang up posters – Hang posters or put out flyers in your local area, advertising the RHS and your chapter.  Try places like libraries, Hairdressers, Community centres, Dr Waiting rooms, Supermarkets etc.  (You may like to ask permission to hang up posters).
• Go out in your Colours – A lot of hatters find out about the RHS by seeing ladies out and about in their Purple & Red.  Make sure you have business cards on you, and go strut your stuff!  If anyone mentions your outfit, start up a conversation about the Society.
• List your Chapter – Make sure your chapter info is listed on the Chaper Listing here, on the Matilda Rose site and the Official RHS Site to help ladies who are looking for groups, be able to find you.
• Banners – If you have a Chapter, don’t forget your banner if you’re out somewhere you can display it.  If you don’t have one yet – that could be a great crafty day where you get together to make one!
• Volunteer – See if you can volunteer to go do a craft activity session at your local community centre, aged care facility or somewhere similar.  Not only is this giving something back to the community, but it can introduce the Society to the ladies there.
• Local paper – if your area has a local community newspaper, contact them and see if they will run an article for you, or if you can advertise your group in there.  If you have an existing chapter then the paper might be able to to an article on one of your outings, showing photos of you all dressed up nicely.  Which will give the paper something fun to report on, and can help advertise the Society to women who might not have heard of it.
• Don’t forget the Pinkies! – A lot of women have commented that they have waited until they were 50 to join.  Some of these may have wanted to join as a Red Hatter and not wanted to join before then – but a lot of ladies have not been aware that they could join earlier, as they had only heard about the Red Hatter being over 50, and not heard of the “Pink Hatters”.  So while you’re promoting your chapter, please don’t forget to let ladies know that women under 50 are welcome too!  (And it’s the same society, not a separate one for Pinkies).  Pink Hatters can do all the things the Red Hatters do, they just wear Lavender/Pink until they reach 50.

Got any other suggestions?  Feel free to let us know!

Can’t find a chapter in your area?  Have a group of friends interested in Hatting?

While it is great to be part of an existing chapter, so that you are part of a group that already has its own traditions and have a ready-made group of new friends.  Sometimes it can be beneficial to start your own chapter.

Some ladies have asked how one goes about starting a chapter, we hope this page can give you the information you need to become a Queen :)

The leader of a chapter is called a “Queen”, and Queens are welcome to be members in other chapters as well as being the Queen of their own chapter.  Different chapters do things differently, have different types of outings and meet on different days, so sometimes being part of more than one chapter can allow you more opportunities to get out and have some fun!

So what exactly is involved with starting (and maintaining) a chapter?

• Any Chapters in your area? – First you may like to check if there is already a chapter around your local area.  While most Queens should have no issue with a new Queen starting a chapter in the same location, it may be polite to contact them first to see if they mind.  You can look in the Chapter listing here.  You can also check the chapter listing on the Red Hat Society site (http://www.redhatsociety.com).

• Naming your Chapter – You will need to think of a name for your chapter.  It is a good idea to make it unique and not too similar to an existing chapter, especially in the same state – so check the Chapter listing here to make sure you aren’t using a name that is already in use.   You can also use the Chapter Search section of the RHS website (http://www.redhatsociety.com) to see a listing of all the registered chapters, that might help you come up with a name (and check to see if a name is already used).  You might want to name it something that has special meaning to you, or that represents you or what you plan to be doing as a chapter.

• Queen Membership – You should go to the RHS website (http://www.redhatsociety.com/membership/queen) and purchase a Queen membership to make your chapter an official chapter of the Red Hat Society.  If you are already a supporting member, you can find the option to upgrade to Queen membership in your Account section.  This Queen membership will register your chapter as an official Red Hat Society chapter, and you will receive a special Queen pin and certificate (among other things).

• Adding Members – Your chapter will need members!  So talk to your friends, get them to talk to their friends, and build your chapter that way.  You could also put up notices in public places to gain new members, and don’t forget to e-mail us so we can add your chapter details to this site to help people find you.

Be a little cautious with your advertising – it may be best to give out only an e-mail address or mobile phone number, until you know the person is genuinely interested in joining the chapter.  You may like to arrange to meet up at a local cafe or other public place first before you invite them to your next outing.

• Capping members – While you can have as many members in your chapter as you like, many chapters have a cut-off at about 20-30 members, as they find that more than this can make organising events difficult, can cause “cliques” within the group, and can have troubles bonding as well as a smaller group can.  If you decide on a number of members you will have, you may want to work out your policy for handling ladies who would like to join once you are closed.  Some groups have a waiting list, and will remove inactive members to allow new people in.

• Chapter Guidelines – You may like to think about what sort of guidelines/policies or traditions you might like to have in your chapter.  While the RHS prides itself on being rule-free (mostly), having some guidelines in place can help keep the chapter running smoothly, and lets everyone know what the expectations are.  Sometimes these may be decided upon as a group, but you may have an idea of how you would like your chapter to run.   Think about things like whether you require members to wear their colours, will you require a particular level of attendance, can members bring a friend along, what your policies will be regarding any bookings or pre-payment for anything.   If you have particular guidelines for your chapter, you may like to provide new members with a little handbook outlining these, or start up a website, facebook page or “blog” where that information can be added.

• Gatherings – Where, When and What – While things can change, have an idea of where you would like to have your gatherings, and when.  Would you like them at your home, rotating members homes, in a local cafe or restaurant?  Will it be casual?  Will your chapter be focused on having large lavish parties?    Will you have a big ceremony welcoming new member in?  and so on. Make a list of some activities you may like to do.  Visit the museum, go on a picnic, go bowling, have a craft day – whatever you like.  Also think of what frequency you’ll be meeting, and whether it will be mostly weekends or week days.  Some chapters meet once a week, some once a month – and anything in between.

• Participation – Not all members may be able to attend every get-together you have, either for financial or time reasons.  However you may like to make sure your members are active enough for you to consider them still a part of your chapter, especially if your chapter has reached capacity.

• Delegation – You should also make sure that you are not the only one running your chapter.  The role of the Queen is to be the founding member of the chapter, and to act as the head of the group – but the RHS guidelines specifically say that the Queen is NOT expected to solely run the chapter, and delegating roles is highly encouraged.  Often chapters will have a “Vice Queen”, who assists the Queen, but there are also various other roles that members can take.  Organising events should not fall solely on the Queen, each member should be encouraged to suggest ideas and even organise events and

• Insurance – Insurance is always a hotly debated topic, but you should be aware of the issue so you can make a decision about what to do for your chapter.  See the extra topic on Public Liability Insurance

• Dues – Some chapters use yearly dues to pay for the cost of registering the chapter and paying for insurance and other running expenses.  Some chapters have smaller running costs and may ask for money only when the need arises.  If you are going to charge a fee, you should make sure the members know what the money is paying for.

Remember that individuals are only members of the RHS if they have paid their yearly membership to the RHS itself.  Paying a fee or chapter dues to a Chapter, does not automatically make you an official RHS member.  If you are an official “supporting” member of the RHS you will be issued with a RHS membership card.