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.
- Permission: You are allowed to organise events as you see fit, the only 'approval' you need is an informal check with your local ambassador.
- Brand name: Any event organised by a Sandboxer with primarily Sandboxers may be called a Sandbox event. Dinners, workshops, calls, movienights, you name it.
- Money: It's ok to ask for money, it's not ok to turn a profit. Events are organised at-cost.
- Guests: If you want to invite non-sandboxers, it's usually ok but clear them with your ambassador.
- 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%
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