If you are a Sandboxer and want to organise an event, these are some guidelines.

Note: these guidelines were drafted by the Amsterdam hub. Check with your local ambassador whether this matches your local policy.


Organising an event

TL;DR: most things are allowed, when in doubt ask your ambassador.

  1. Permission: You are allowed to organise events as you see fit, the only 'approval' you need is an informal check with your local ambassador.
  2. Brand name: Any event organised by a Sandboxer with primarily Sandboxers may be called a Sandbox event. Dinners, workshops, calls, movienights, you name it.
  3. Money: It's ok to ask for money, it's not ok to turn a profit. Events are organised at-cost.
  4. Guests: If you want to invite non-sandboxers, it's usually ok but clear them with your ambassador.
  5. Personal gain: Events should benefit the community. It's ok to invite Sandboxers to participate in (commercial) events by you/your company, but don't call it a Sandbox event or use the logo.

Organising a retreat

TL;DR: the above guidelines apply, for the rest "an it harm none do as thou wilt".

Best practices/suggestions
  • You are in charge, do it your way
    • It's ok to have a strict itinerary or none at all
    • Accepting or rejecting suggestions is up to you
  • Don't reinvent the wheel
    • Ask people who have organised retreats for tips
    • Keep a list of common retreat elements like member-organised workshops, walks, discussions and communal cooking
  • You are not expected to run financial risk
    • Put the ticket price above your expected costs, reimburse the money that is left after the retreat. Make it clear this is your intention.
    • It's ok to sell tickets before you booked the venue
    • It's ok to cancel the event and refund tickets if it becomes financially unfeasible
  • Be selective about guests
    • Have criteria for what kinds of guests are allowed
    • Clear guests with your ambassador
    • Keep guests (non members) under the 20% mark, preferably more like 10%
Suggested checklist
    Preparation
      Clear your idea with your ambassador (informal)
      Based on your costs (venue, food, etc) calculate how many people need to join to make it feasible
      Poll your hub members for who is interested to join (e.g. Google Sheets)
      Ask for help from fellow members, you do not have to do this alone
    Organise
      Create a way to sell tickets (e.g. eventbrite or just Paypal transfers). Make it clear what is and is not included in the ticket price.
      Book the venue if you either a) can cancel it without cost or b) have already sold enough tickets to pay for it
      If people are flying in, make sure there are couches available for them to crash on
    Communicate
      Promote the event in local and global groups, ask your ambassador for help with this
      Choose a primary communication channel for this retreat (e.g. Whatsapp, Facebook), avoid fragmentation
    During the retreat
      Let serendipidy take it's course
      Make it clear to participants which organiser they can ask about what
      It's ok to be a benevolent dictator if it's needed
      Ask for help if you need it, with anything from doing dishes to driving cars
    After the retreat
      Create a way to share photos (e.g. an open Google Photos album)
      Share some nice after pictures in the global groups
      Gather feedback about what went well and what could be improved

Your reward/punishment

There is no explicit reward for organising things. There are some optional/implicit ones.

  • Many people will thank you for taking the lead
  • It's ok to pay for (part of) the organiser's tickers so long as you are transparent about it.
  • Larger Sandbox events (retreats, summits) tend to be organised by a consistent group of people, they will find and welcome you
  • You get to organise everything the way you want

You will encounter challenges, expect these and don't let them discourage you.

  • There will be a few vocal critics who don't understand how much work you're doing (for free), ignore.
    • Some people will have unrealistic expectations, ask summit organisers for some war stories
    • Be accomodating, but remember you don't owe anyone anything
    • There will be last-minute requests, it's ok to deny them
  • People will offer to help but not be able to commit significant time, ask for commitment
  • During the retreat you will be 'on duty', organising and visiting a retreat are very different