From d44b0d6c51b9bac61abf3fdd454770f1fc551a1b Mon Sep 17 00:00:00 2001 From: Author Date: Mon, 11 Jan 2016 23:23:57 +0200 Subject: [PATCH 1/8] Create a LIP draft: Guidelines for Organizing Events --- lip-valexiev-organizing-events.md | 149 ++++++++++++++++++++++++++++++ 1 file changed, 149 insertions(+) create mode 100644 lip-valexiev-organizing-events.md diff --git a/lip-valexiev-organizing-events.md b/lip-valexiev-organizing-events.md new file mode 100644 index 0000000..aacf6e8 --- /dev/null +++ b/lip-valexiev-organizing-events.md @@ -0,0 +1,149 @@ +``` + LIP: + Title: Guidelines for Organizing Events + Discussions: TODO: add the forum URL + Status: Draft + Type: + Created: 2016-01-11 +``` + + +**Content:** + +1. Abstract +2. Specification + 1. Lab Commitment + 2. Actors + 3. Finance + 4. Workflow +3. Rationale + + +# 1. Abstract + +This LIP contains guidelines for organizing events in the lab's spaces. + + +# 2. Specification + +## 2.1. What does the lab provide to events? + +1. The lab can provide just its rooms and some chairs on scheduled date and time. +2. The lab can provide some equipment that is available. Usually there is a projector, video camera, mic, WiFi and other equipment that may be used for events, but the lab can not guarantee that they will be available, or they will work. It is the event organizers responsibility to ensure the equipment for their events. +3. Since the lab is run by volunteers in their free time, the lab can not promise any commitment on behalf of its members for doing any task whatsoever. It is the event organizers responsibility to do their own work and to attract volunteers. + +## 2.2. Actors + +### 2.2.1. Event Organizer + +An event organizer is the person or the organization organizing an event. They may be lab members as well as external people/organizations/companies. + +#### Event Organizers Responsibilities: + +1. The organizers must arrange one or more members with keys to be their event hosts (see 3.1.3. Event host). At least one event host is required. +2. The organizers must send their hosts the following info: + - Event: + - name + - picture (size at least 700x700 px) + - website + - description + - date and time slot + - lecturers, facilitators + - audience type + - ticket price + - Organizer + - name + - logo in vector format + - website + - contact info (person, email, phone) +3. The event organizers reserve room, date and time for the events on first-come-first-reserved basis. Once a room and date-time slot are reserved for an event, another event must not take them. It can be done only if the organizer of the first event gives his consent to change their reservation. +3. The organizer holds the responsibility for keeping the property in the lab and taking care the event attendees follow the lab's rules. +4. It is organizers responsibility before the event: + - to promote the event and attract attendees + - to check the equipment they will use, learn how it works and have a plan B in case something does not work + - to clean and arrange the rooms they will use +5. If an event is noisy, with a lot of attendants or something else that may disturb the lab's environment, the event organizers must conform with the already planned events and to notify the members with a post in the forum. +6. Immediately after the event the organizer must: + - clean the rooms and wash the dishes they used + - gather the chairs and the equipment they used +7. The organizers must send statistics to their host no later than 2 working days after the finish of the event with the following info: + - number of participants + - other achievements + +### 2.2.2. Lab Member with Keys + +A lab member with keys is a member who is entrusted by the community with keys for the lab. + +The volunteer members with keys are not obliged to become host for any event. Everyone decide on themselves. + +### 2.2.3. Event Host + +An event host is a lab member with keys who already agreed to host an event. + +#### Event Host Responsibilities: + +1. The event host must add/update/remove the event details and reserved date-time slot in the calendar (TODO: add a pointer to it). +2. The host of a given event should be in the lab during: + - preparations before that event + - holding the event + - cleaning and putting the rooms in order after the event +3. The host must present the lab to the audience at the beginning of the event +4. TODO: where to collect the statistics from the events? +5. An event host may withdraw from hosting at any time. If there are no other hosts for this event, then the last one must remove the reservation. + +If there are many hosts for a given event, they can split their responsibilities. + + +## 2.3. Finance + +Free events do not pay a room fee. + +Paid events pay a room fee according to the table below: + +| | Event hall | Main hall | +| ------------------------ |:-------------:| -----------:| +| **up to 2 hours** | 30 BGN/hour | 30 BGN/hour | +| **2+ hours** | 27 BGN/hour | 37 BGN/hour | +| **in non-working hours** | + 20% | | + +The main hall is not available for events in the standard working hours. + + +## 2.4. Workflow + +**Step 0: Find a date and a host** + +The organizer has to find both a free date-time slot and an event host available in the same slot. + +The date-time slots can be checked in the lab's calendar published at the lab's website, http://www.hackafe.org. + +The organizer should ask the members with keys to become their event host either personally or by posting a request to all of them in the forum in the Events category, http://frm.hackafe.org/c/events. + + +**Step 1: Make a reservation** + +The organizer sends the required info to their host. Then the host adds the event in the calendar. + +For paid events the organizers must pay the fee no later than 3 days before the start of the event. + + +**Step 2: Hold the event** + +**Step 3: Follow-up** + +The organizer must send general statistics to their host. + + +# 3. Rationale + +The mechanism for holding events in the lab is intended to be as light as possible. The organizers do their work on their own without taking it upon lab members except if they themselves are interested in helping a given event. +Also there is no single member overloaded with tasks to carry out for all events. + +Reception of a lot of people in the lab relies extremely on trust. +The most important criteria for allowing organizers to hold an event in the lab is their integrity. Since the members with keys are the most trusted in the community and the most frequent users of the lab, the community relies on their discretion for organizers integrity. + +As well as they are volunteers so they do not have any obligation to host an event. That is why it is the organizers' responsibility to ask the members with keys to be in the lab while the event is held. + +Naturally there are events that are not interesting for any member with keys and most probably their organizers will not find available member with keys to host them. So if the organizers would like to hold events in the lab in the future, then they have to become members, contribute significantly to the community and earn its trust so the community may raise them to members with keys. + + From 1ac76cee4c0247e26cfdefa162f183bbab86a7e6 Mon Sep 17 00:00:00 2001 From: Author Date: Mon, 11 Jan 2016 23:40:26 +0200 Subject: [PATCH 2/8] Add the discussion URL --- lip-valexiev-organizing-events.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/lip-valexiev-organizing-events.md b/lip-valexiev-organizing-events.md index aacf6e8..6462a9e 100644 --- a/lip-valexiev-organizing-events.md +++ b/lip-valexiev-organizing-events.md @@ -1,7 +1,7 @@ ``` LIP: Title: Guidelines for Organizing Events - Discussions: TODO: add the forum URL + Discussions: http://frm.hackafe.org/t/lip-guidelines-for-organizing-events/451/1 Status: Draft Type: Created: 2016-01-11 @@ -21,7 +21,7 @@ # 1. Abstract -This LIP contains guidelines for organizing events in the lab's spaces. +This LIP contains guidelines for organizing events inside the lab's spaces. # 2. Specification From 1e731a536ddeb5442a1b1add2774f7e208de1b8e Mon Sep 17 00:00:00 2001 From: Author Date: Fri, 29 Jan 2016 00:42:50 +0200 Subject: [PATCH 3/8] Define the host's responsibility for the event statistics --- lip-valexiev-organizing-events.md | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/lip-valexiev-organizing-events.md b/lip-valexiev-organizing-events.md index 6462a9e..9ab617e 100644 --- a/lip-valexiev-organizing-events.md +++ b/lip-valexiev-organizing-events.md @@ -62,11 +62,11 @@ An event organizer is the person or the organization organizing an event. They m - to promote the event and attract attendees - to check the equipment they will use, learn how it works and have a plan B in case something does not work - to clean and arrange the rooms they will use -5. If an event is noisy, with a lot of attendants or something else that may disturb the lab's environment, the event organizers must conform with the already planned events and to notify the members with a post in the forum. +5. If an event is noisy, with a lot of attendants or something else that may disturb the lab's environment, the event organizers must conform with the already planned events and notify the members with a post in the forum. 6. Immediately after the event the organizer must: - clean the rooms and wash the dishes they used - gather the chairs and the equipment they used -7. The organizers must send statistics to their host no later than 2 working days after the finish of the event with the following info: +7. The organizers must send general statistics to their host no later than 2 working days after the finish of the event with the following info: - number of participants - other achievements @@ -82,13 +82,13 @@ An event host is a lab member with keys who already agreed to host an event. #### Event Host Responsibilities: -1. The event host must add/update/remove the event details and reserved date-time slot in the calendar (TODO: add a pointer to it). +1. The event host must add/update/remove the event details and reserved date-time slot in the calendar. 2. The host of a given event should be in the lab during: - preparations before that event - holding the event - cleaning and putting the rooms in order after the event 3. The host must present the lab to the audience at the beginning of the event -4. TODO: where to collect the statistics from the events? +4. The host must send the statistics to the lab's executive body. 5. An event host may withdraw from hosting at any time. If there are no other hosts for this event, then the last one must remove the reservation. If there are many hosts for a given event, they can split their responsibilities. From 2f4c4699a7bcbeee447880675d81e2ff70f9876c Mon Sep 17 00:00:00 2001 From: Author Date: Fri, 29 Jan 2016 00:59:47 +0200 Subject: [PATCH 4/8] Add a definition for event calendar and format links --- lip-valexiev-organizing-events.md | 22 ++++++++++++++-------- 1 file changed, 14 insertions(+), 8 deletions(-) diff --git a/lip-valexiev-organizing-events.md b/lip-valexiev-organizing-events.md index 9ab617e..88b95e9 100644 --- a/lip-valexiev-organizing-events.md +++ b/lip-valexiev-organizing-events.md @@ -32,9 +32,15 @@ This LIP contains guidelines for organizing events inside the lab's spaces. 2. The lab can provide some equipment that is available. Usually there is a projector, video camera, mic, WiFi and other equipment that may be used for events, but the lab can not guarantee that they will be available, or they will work. It is the event organizers responsibility to ensure the equipment for their events. 3. Since the lab is run by volunteers in their free time, the lab can not promise any commitment on behalf of its members for doing any task whatsoever. It is the event organizers responsibility to do their own work and to attract volunteers. -## 2.2. Actors +## 2.2. Event Calendar -### 2.2.1. Event Organizer +The event calendar is the place where all events must be registered. + +The calendar is at . + +## 2.3. Actors + +### 2.3.1. Event Organizer An event organizer is the person or the organization organizing an event. They may be lab members as well as external people/organizations/companies. @@ -70,13 +76,13 @@ An event organizer is the person or the organization organizing an event. They m - number of participants - other achievements -### 2.2.2. Lab Member with Keys +### 2.3.2. Lab Member with Keys A lab member with keys is a member who is entrusted by the community with keys for the lab. The volunteer members with keys are not obliged to become host for any event. Everyone decide on themselves. -### 2.2.3. Event Host +### 2.3.3. Event Host An event host is a lab member with keys who already agreed to host an event. @@ -94,7 +100,7 @@ An event host is a lab member with keys who already agreed to host an event. If there are many hosts for a given event, they can split their responsibilities. -## 2.3. Finance +## 2.4. Finance Free events do not pay a room fee. @@ -109,15 +115,15 @@ Paid events pay a room fee according to the table below: The main hall is not available for events in the standard working hours. -## 2.4. Workflow +## 2.5. Workflow **Step 0: Find a date and a host** The organizer has to find both a free date-time slot and an event host available in the same slot. -The date-time slots can be checked in the lab's calendar published at the lab's website, http://www.hackafe.org. +The date-time slots can be checked in the lab's calendar published at the lab's website, . -The organizer should ask the members with keys to become their event host either personally or by posting a request to all of them in the forum in the Events category, http://frm.hackafe.org/c/events. +The organizer should ask the members with keys to become their event host either personally or by posting a request to all of them in the forum in the Events category, . **Step 1: Make a reservation** From cb088aa934ae5bef97b18954c00bc70c11910294 Mon Sep 17 00:00:00 2001 From: Author Date: Mon, 8 Feb 2016 15:28:21 +0200 Subject: [PATCH 5/8] Add author header --- lip-valexiev-organizing-events.md | 1 + 1 file changed, 1 insertion(+) diff --git a/lip-valexiev-organizing-events.md b/lip-valexiev-organizing-events.md index 88b95e9..87c53bd 100644 --- a/lip-valexiev-organizing-events.md +++ b/lip-valexiev-organizing-events.md @@ -1,6 +1,7 @@ ``` LIP: Title: Guidelines for Organizing Events + Author: swift Discussions: http://frm.hackafe.org/t/lip-guidelines-for-organizing-events/451/1 Status: Draft Type: From da7569945c94fa125278c570bcb2e9aeb3a4e90c Mon Sep 17 00:00:00 2001 From: Author Date: Fri, 18 Mar 2016 17:35:12 +0200 Subject: [PATCH 6/8] Set type --- lip-valexiev-organizing-events.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/lip-valexiev-organizing-events.md b/lip-valexiev-organizing-events.md index 87c53bd..c87134b 100644 --- a/lip-valexiev-organizing-events.md +++ b/lip-valexiev-organizing-events.md @@ -4,7 +4,7 @@ Author: swift Discussions: http://frm.hackafe.org/t/lip-guidelines-for-organizing-events/451/1 Status: Draft - Type: + Type: Process Created: 2016-01-11 ``` From 60cc0872d5337cc2aa1e923fc86b13ce70df4ae5 Mon Sep 17 00:00:00 2001 From: Author Date: Fri, 18 Mar 2016 18:04:20 +0200 Subject: [PATCH 7/8] Add not eligible organizations --- lip-valexiev-organizing-events.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/lip-valexiev-organizing-events.md b/lip-valexiev-organizing-events.md index c87134b..bd96b08 100644 --- a/lip-valexiev-organizing-events.md +++ b/lip-valexiev-organizing-events.md @@ -43,7 +43,7 @@ The calendar is at . ### 2.3.1. Event Organizer -An event organizer is the person or the organization organizing an event. They may be lab members as well as external people/organizations/companies. +An event organizer is the person or the organization organizing an event. They may be lab members as well as external people, organizations, companies. Political parties and NGOs are not eligible. #### Event Organizers Responsibilities: From 362c87db7addf5898601e4c078a16f3c3fb76ec3 Mon Sep 17 00:00:00 2001 From: Author Date: Fri, 18 Mar 2016 18:16:52 +0200 Subject: [PATCH 8/8] Make optional some of the required info and materials --- lip-valexiev-organizing-events.md | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/lip-valexiev-organizing-events.md b/lip-valexiev-organizing-events.md index bd96b08..bb87021 100644 --- a/lip-valexiev-organizing-events.md +++ b/lip-valexiev-organizing-events.md @@ -51,8 +51,8 @@ An event organizer is the person or the organization organizing an event. They m 2. The organizers must send their hosts the following info: - Event: - name - - picture (size at least 700x700 px) - - website + - picture + - website (if there is) - description - date and time slot - lecturers, facilitators @@ -60,8 +60,8 @@ An event organizer is the person or the organization organizing an event. They m - ticket price - Organizer - name - - logo in vector format - - website + - logo (if they have) + - website (if they have) - contact info (person, email, phone) 3. The event organizers reserve room, date and time for the events on first-come-first-reserved basis. Once a room and date-time slot are reserved for an event, another event must not take them. It can be done only if the organizer of the first event gives his consent to change their reservation. 3. The organizer holds the responsibility for keeping the property in the lab and taking care the event attendees follow the lab's rules.