This post is outlining the functioning of the Event Group, which 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!
Event Group Responsibilities
Show up at the monthly meeting, which takes place every third Monday of the month from 18:00 to 20:00
1. Hearing new requests from those attending the meeting and any requests delivered by mail from those who can’t attend the meeting
2. Deciding which events go on the calendar (based on ‘first come first serve’ with consideration to the categories and the ‘Event Evaluation and Scheduling Guideline')
- Are they a member?
- Do they have backers? who?
- Does the event fit into one of the categories? (Tech, Education, Health, Creativity, Environment, Community)
- Is the event related to sustainability? (Social, Environmental, Economic, Cultural)
- Open the Google sheets document 'Event proposals for Fall'19' for an overview of the events that are scheduled and fill in new event proposal info (provided by the Event Group Coordinators)
- Check the 'events space' Google calendar to see where it can fit and put in the date. (provided by the Event Group Coordinators)
3. 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 (located on the bottom shelf of the info table)
- Let new event hosts know where to find ‘The Event income form’ (located on the bottom shelf of the info table) and make sure they are aware of the 50% income rule.
- Let them know the guideline on how to put the event on the think.dk website is online.
- Event posters, flyers and social media pics/posters need to have the think.dk badge/watermark
- they need to make their own Facebook event and add think.dk as a co-host
4. Finding out who will be responsible for the event planning tasks over the next decided period of time. This is done voluntarily, but in the case that no one volunteers, the group has decided that names would then be picked.
Event Group Coordinator(s) Responsibilities
During Event Group Meeting:
1. Provide access to the Event Proposals Fall Spreadsheet and put in new event requests.
2. Check the Google ‘event space’ calendar and put in events that have been approved.
Independent of the Event Group Meeting:
1. Answer event requests from the email@example.com e-mail (minimum every three days) and ask proponents to review the conditions and complete the process, if they haven't already
Once they have reviewed the conditions and have provided the necessary info, then there are 3 ways to move forward:
- 1. Invite them to the Event Group Meeting (every third Monday of the month from 18-20)
- 2. If they can't have their event here then explain why
- 3. If they can't attend the meeting (special conditions) then make sure to go through and complete all the regular 'MEETING TASKS'
2. When an event has been approved, 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.
3. Notify the event host to fill in the event description, and the backers to review the description.
3. The e-mail password is changed by the new Event Group Coordinators. Write firstname.lastname@example.org who the new Event Group Coordinators are and the new password to email@example.com (the think.dk admins need to give the Event Coordinators access to create events on the website and be updated with password changes.)