PTA organiser help please!

[Mrsddd]

Our PTA are holding a Christmas wreath making course and have found someone via Facebook recommendations to host it. She has photos of a previous event she did and has a Facebook page and Etsy shop but that’s it. We’ve never paid someone external for an event before so I’m wondering how to safeguard ourselves against losing our money or if she didn’t turn up. I’m just wondering if other PTAs create some kind of contract or what they do? We are paying her half the money so she can buy the supplies and then pay her the rest on the day. Help please!

@Mrsddd I would expect the pta to write a contract for her to sign. We did this for local dj for school disco. State date, place, time, payment arrangements, expectations etc.

I would ask for previous clients so you can see if they were happy. I would also not give her money in advance. That’s the bigger risk. You must do due diligence that she’s a bona fide supplier of this service. I would expect her to be able to afford what’s needed for the course to be honest. Then it’s £? per person in advance for the course. Bank transfer to her after the course.

Insurance is going to be expensive. Most participants won’t be too upset if it doesn’t happen. Money back and if you ensure she’s paid for the frame and greenery, no costs to recover. You are a charity and have a duty to look after your funds.

Participants to pay PTA in advance. Not her. You keep the money until the service is completed.