This post is outlining the functioning of the Event Group, which from now on is responsible for coordinating and filling the event schedule at think.dk. Please drop us a comment if any questions come up on the way!
Responsibilities of Event Group members
1. Showing up at the monthly meeting, which takes place every third Monday of the month from 18:00 to 20:00
2. Hearing new requests from those attending the meeting and any requests delivered by mail from those who can’t attend the meeting
3. Deciding which events go on the calendar (based on ‘first come first serve’ with consideration to the categories and the ‘how to evaluate whether an event fits at think.dk’ which the Event Group has access to)
4. Introducing the think.dk space, guidelines and paperwork to new hosts:
- Event hosting guideline
- ‘How to use the rooms’ document
- Remind new event hosts to sign and hand in the 'Hosting Agreement ' before having any events
- Let new event hosts know where to find ‘The Event income form’ (on the lower shelf of the wooden display table)
5. Finding out who will be the 2 (or more) members responsible for the event planning tasks over the next month. This is done voluntarily, but in the case that no one volunteers, the group has decided that names would then be picked.
Tasks of the 2 (or more) people taking responsibility for the Event Group during the month
1. Provide access to the Event Proposals Fall Spreadsheet and, when deciding dates, cross checking with the ‘Event Space’ calendar
2. Answer event requests from the firstname.lastname@example.org e-mail (check approximately every three days) and ask proponents to review the conditions
3. Send the Event Proposal Form (if those interested haven't already accessed it through the website) to the proponents, asking to fill it out
4. Tell the proponents to come to the event meeting (every third Monday of the month from 18:00-20:00) where a decision will be made on their event and they can get oriented with the space, inform them that they need backers to host an event and that there is a slack channel #events so that they can already get backers before the meeting.
5. When it’s been decided that the proposed event will take place at think, then create the event on the think.dk website (using the title of the event, date and time only - directions on how to do this can be found here) AND make sure to put the event into the ‘events space’ calendar.
6. Notify the event host to fill in the event description, and the backers to review the description (their e-mail’s can be found in the event proposal form).
- Link on how to put their description onto the website and other event platforms
- The Hosting Agreement
7. The e-mail password is changed monthly by the new people responsible. Make sure to write who are the new people responsible and the new password to email@example.com as we need to give those responsible access to the website and keep them updated with the password changes.