Handbook/Events Policy

= Events Process =

2 options:
 * Request comes direct to you - see below
 * Request comes to speakers - see below

General points
 * cc speakers [at] okfn [dot] org on most emails
 * If not clear in request ask:
 * Is travel funded
 * What exactly is event about and who do they want
 * Is there an honorarium

Request comes to a person
1. Discuss with org unit colleagues


 * EITHER Decide within org unit → Continue
 * OR Forward to general speakers → END (move to Request comes to speakers)

Deciding within org unit (see Deciding to go section below)


 * EITHER: Going → (cc notify speakers) and add to Events sheet
 * OR: Not going → Do you want to pass on? (if possible don't - nice to reduce traffic!)
 * EITHER: Yes → send to speakers
 * OR: No → do nothing

Request comes to speakers

 * Basic triage (do we have the key info - see above)
 * First pass filter
 * Clear we won't be able to contribute → Politely decline
 * Can you guess which unit(s) this would relate to?
 * Yes → send it to that Head of Unit(s) to share with the team
 * No → send it to all heads of unit or raise on wolfpack

→ Request comes to a person

= Deciding to go =

So there’s an event. Should we go, can I go?'''

Events are conferences, meetups, hackathons, roundtables, talks, meetings with potential partners, trainings, and so on.

→ If the answer is No to both of these, then the only question is:
 * Do you plan to charge your time?
 * Do you plan to charge your expenses?

→ Yes: continue. → No: just go!
 * Are you representing OKF (officially)?

If you are charging your time or charging expenses or representing the OKF:


 * Why are you going?
 * What outcomes will there be? (think about concrete things for the OKF, for your project, etc)
 * Who is best placed to go to this event? (think about workload, travel distances, skills, existing network...)
 * Is it an OKFN-organised event? → That doesn’t necessarily mean it’s fine to go on our time! Still need to think about why we are sending people and  who needs to go for what purpose

→ Events where we are invited to speak are considered higher priority than where we are not
 * Are we speaking?


 * How relevant is the event to our work and interests?
 * What do your unit colleagues think? →  This will come out of your joint budget so it’s their concern as well as yours!

→ Remember that events require both time to attend but also time to prepare and follow-up. have you got time, and is it worth the cost once prep and wrap up time are factored in?
 * Will briefing and reporting be required?


 * Does the event cut across units - do you need to notify others and get their  input?


 * Is it a top level event where exec team or board might need to be consulted, or to attend?

→ Because all events cost - even if it’s just your time - the decision as to whether or not to attend should be made by the org unit head or project manager (but they can delegate decision-making if they want for some or all cases, or within a budget, or whatever)

Because this is a finance matter ultimate say rests with Org Unit Lead if there is disagreement.

Possible unit policies - for unit heads to think about

- Below X you can do it

- You can spend x days per year at events on team time etc

- There’s a joint pot and up to that level that’s just done by agreement