May the 4th be with you! A wonderful way to start a new month, here at we hope that Star Wars Day has brought you some laughs and good fortune.

Something that we have been noticing more and more of recently is that contact details have been going through a change; we are doing a lot of searching for new contact details and trying to get people to update their contact details and listings so as not to miss out on any inquiries!

We know that many of your organisations are supported or run by volunteers who sometimes have to move on and pass the hall for hire baton on to the next person but it is important to make sure that all your hard work creating and managing your Halls for Hire listing (and everything else you've put in place!), isn't wasted and forgotten once you leave!

How do you not lose all your organisations information when you lose a valuable volunteer or committee member? Have you got a plan for when someone take on new tasks? Or leaves all together?

Here are some tips that might help you pass this information on to the next person!

1. Have a generic email address. If you don’t have a website with a domain name, this could be as simple as Use something that is just about your organisation and you don’t mind passing on once you finish up.

2. If you’re not good at checking multiple email addresses (I'm terrible!) make sure you link your generic email address to your normal email address so you don’t miss anything! This is really easy to do with most email programs and you have a couple of options:

Option 1: In your personal inbox, go to settings and add an email address (Check mail from other accounts), add in your email address and password, and then go to Send mail as and add in your email address again.  This method will allow you to use your inbox to send and receive from

Option 2: In your generic inbox ( go to settings and Forwarding. Add a forwarding address (your personal email address) and now all messages will be forward to your personal inbox so you don’t miss them. You can then reply via your personal email or sign into the generic inbox and reply to them from there.

3. As a volunteer, and even a staff member, you don’t always have time to record everything you do when it comes to your organisation, but it is important to keep some basic records so you can hand over when you leave. How about setting up a Google Docs / Google Sheet ( with some standard information like prices, procedures and your Halls for Hire membership details! This document can then be shared with a number of different committee members. This way, you are not responsible for everything!

If you need help to update your details on you can do this by logging into your account. If you want to update your email address let me know (only I can do this!) and I can update the other details for you also if you are having troubles!

As always, if you would like us to cover something specific or have any comments or questions, just drop us an email

Have a great month!