For Event Managers
Before your event, you’ll need to do these things:
1. Fulfill Insurance Requirements:
Event organizers will need to read the insurance packet provided by the ODS Insurance Agent and the ODS Handbook chapter about Insurance. Liability Waivers and Accident Forms are also found on this page.
What you need to know BEFORE your event STARTS because of what is required AFTER your event:
Where to Advertise your Event
The ODS Website – you can speed up the process by adding your event. Go to the ODS Calendar webpage, click submit event (upper right) and complete the items requested.
ODS Broadcast e-mail – when available and allowed (ODS Policies apply to broadcast e-mails – see Chapter 4 here). Contact us to schedule your email broadcast.
Social Media – the ODS Facebook Calendar Page will be fed by the ODS Calendar, however, you may want to request additional promotion (by sending an e-mail to ODS) and to also add and promote your event on the USDF Region 6 and Individual Chapter Pages. Promotion done on the ODS Facebook Page automatically feeds our Twitter.
Other places in our area to advertise:
These forms are due within 2 weeks of event: W9 and Post-Event Income Report Form
These forms are due within 2 weeks after the event to ODS. ODS files reports on behalf of all of our organization – all ODS chapters, committees, high school teams. These forms are necessary to protect 501(c)3 status and go to Oregon Dept. of Justice as well as the IRS.
If you are considering hiring a non-US person for a chapter or other ODS event, you must clear this with ODS or the ODS Treasurer first. There are strict legal requirements involved in hiring a non-US person. This needs to be verified BEFORE you make any agreement to hire that person.
A non-US person is someone who is not normally resident in the USA. The requirements are:
W-9 forms can be turned in before your event or with the post-event form.