Sample Activities Documentation

Examples of club activities for IRS compliance and member engagement

Draft

This document provides examples of typical club activities and the documentation required to demonstrate member-focused social and recreational programming for IRS compliance.

Regular Social Events

Monthly Mixer

First Friday monthly

85% of members typically attend

Casual social gathering with food, drinks, and pinball

Documentation: Photos, attendance logs, member feedback

Pinball 101 Sessions

Every other Saturday

20-30 members per session

Beginner-friendly learning sessions for new members

Documentation: Session notes, skill assessments, member testimonials

Game Night

Third Thursday monthly

40-50 members attend regularly

Board games and card games alongside pinball

Documentation: Event photos, game logs, member satisfaction surveys

Competitive Events

Monthly Championship Tournament

Last Saturday monthly

60-80 members participate

Main competitive tournament for all skill levels

Documentation: Tournament brackets, scores, photos, winner announcements

Newcomer Tournament

Quarterly

15-25 newer members

Special tournament for members under 6 months

Documentation: Participant lists, results, feedback forms

Doubles Tournament

Bi-annually

40-60 members in teams

Team-based tournament with partner play

Documentation: Team registrations, match results, photos

Educational & Skill Development

Machine Maintenance Workshops

Monthly

10-15 members per workshop

Learn basic pinball machine care and maintenance

Documentation: Workshop materials, attendance records, skill assessments

Strategy Sessions

Weekly

20-30 members attend

Advanced players share techniques and strategies

Documentation: Session notes, strategy guides, member feedback

Pinball History Nights

Bi-monthly

25-35 members attend

Educational sessions about pinball history and culture

Documentation: Presentation materials, attendance logs, member questions

Community Building

Member Appreciation Night

Quarterly

70-80% of members attend

Special events to celebrate member contributions

Documentation: Event photos, member recognition awards, testimonials

Holiday Celebrations

Seasonal

50-60 members per event

Special events around major holidays

Documentation: Event planning notes, photos, member feedback

Charity Fundraisers

Annually

40-50 members participate

Pinball tournaments benefiting local charities

Documentation: Donation records, event photos, charity acknowledgments

Documentation Standards

Event Photos

Visual documentation of all activities

• Group photos showing member participation
• Activity-specific photos
• Date and event identification
• Member consent for photo use

Attendance Records

Track member participation in activities

• Member names and dates
• Activity type and duration
• Participation levels
• Member feedback and comments

Event Planning

Documentation of event organization

• Event proposals and approvals
• Budget and resource allocation
• Member feedback and suggestions
• Post-event evaluations

Activity Planning Guidelines

• Focus on member interests and preferences
• Ensure activities promote social interaction
• Maintain records of member participation
• Collect feedback to improve future events
• Balance competitive and social activities
• Include educational and skill-building elements

Compliance Considerations

• Activities must primarily benefit members
• Limited public access to maintain private club status
• Revenue from activities should be member-focused
• Documentation supports 501(c)(7) requirements
• Regular review of activity effectiveness
• Member input guides activity planning

These activities are designed to create a vibrant, engaged community while maintaining compliance with IRS requirements for 501(c)(7) organizations. Member feedback and participation guide our programming decisions.