Setting up an Association

Guidelines for Regional Level Guides wishing to found an association. This document is also useful for associations already established but needing directions for developing their association.

What procedure should be followed …. 

A small group of Regional Level Guides with the initiative to set up an Association should first have informal meetings with simplified procedures to discuss and to act on the following (It might be useful to seek support from the tourism industry or other local authorities as this will encourage more Guides to join in the proceedings. Remember that the aim is co-operation of the various parties involved and not confrontation):

  1. Obtain and get acquainted with the law, if any, concerning the establishment of professional Associations in your city or State and carefully study the regulations.
  2. Discuss the goals of the Association and how to pursue and achieve them. Then create an overview of general interests for RLGs and their community.
  3. Work with legal assistance, if required, on the drafting of a constitution after studying other constitutions of professional bodies with more or less similar objectives. Remember to check on all legal requirements, if any, and be sure to confirm with them.
  4. You may wish to design an emblem for the Association. Make two or three sketches which you think reflect the character, goals and ideals of the Association
  5. You should then proceed to establish a Temporary Committee (Chairman, Secretary and Treasurer). Be sure that they are qualified for the post. It is very important that the Treasurer understands the basic principles of book-keeping and placing money to the best advantage for the Association. Just any committee member will not do. It is best to seek out in advance both a secretary and treasurer suitable for the respective job. The secretary should keep minutes and record the decisions at the end of each meeting. It is always better for the decisions to be unanimous, especially until the Association becomes legalized.
  6. Make a list of RLGs (according to the existing situation in the particular city or State) in order to convene the first general meeting and invite them to attend. Trace as many as possible and secure their addresses.
  7. Prepare an estimate and possible expenses and determine the subscription and annual membership fees, i.e. Enrolment fee, annual subscription etc.
  8. Fix the date and place of the first formal meeting. (Secure a good place and make sure that there will be no charge).
  9. Send invitations with agenda and perhaps, a copy of the draft constitution for study by the founding members. Make sure you invite more than the minimum number required by the regulations concerning the establishment of an Association and the approval of the constitution, in case not everybody turns up.
  10. Depending on the type of members sought, local newspapers or social media may also be an additional good way of inviting.