Activity Guidelines
Guidebook for Conducting Events at Campus Communities
1. Event Planning and Preparation
Define Objectives: Clearly outline the purpose and goals of the event.
Form a Team: Assemble a diverse team with defined roles and responsibilities.
Budgeting: Plan a detailed budget covering all aspects of the event.
Venue Selection: Choose an appropriate, inclusive venue that accommodates the expected number of participants and is accessible to all.
Scheduling: Ensure the event does not conflict with other major events or academic schedules.
Permits and Permissions: Secure all necessary permits and permissions from campus authorities.
2. Promotion and Registration
Event Promotion: Use social media, campus notice boards, and the TinkerHub app to promote the event widely.
Registration Process: All event registrations must be done through the TinkerHub mobile app, 'Hub of TinkerHub.'
Poster Submission: Upload event posters along with details in the app.
3. Inclusivity, Diversity and Safety
Gender Ratio: Ensure a balanced gender ratio among participants by actively promoting the event to underrepresented groups.
Accessibility: Make provisions for participants with special needs or disabilities to ensure an inclusive environment.
Diverse Representation: Strive for a diverse group of participants and organizers in terms of gender, race, ethnicity, and background.
Safety: Whenever an activity or program is conducted as a part of TinkerHub, it is crucial for the community volunteers to ensure that safety of the participants, irrespective of their gender is ensured and the POSH guidelines subjected to the space at which the activity is conducted is followed. In case the space lacks a guideline as such, it is important to set up POSH guidelines and get it approved by authority in charge, before the program.
4. Data Privacy
Confidentiality: Ensure that student data is not shared with any partner outside the campus.
5. Event Execution
Set Up: Arrive early to set up and test all equipment.
Sign-In: Ensure all participants mark their attendance using the app.
Engagement: Facilitate interactive activities that encourage participation and engagement.
Code of Conduct: Establish and enforce a code of conduct to maintain a respectful and safe environment for all participants.
POSH Reporting: Ensure participants are aware of how to report any cases of harassment or misconduct to TinkerHub's Prevention of Sexual Harassment (POSH) committee at report@tinkerhub.org.
6. Post-Event Procedures
Feedback Collection: Post-event feedback is mandatory and should be collected through the app.
Organizer Feedback: Overall satisfaction, goal achievement, resource adequacy, participant engagement, logistical management, support system.
Participant Feedback: Overall experience, content relevance, engagement opportunities, event organization, speaker effectiveness, venue and facilities, likelihood to recommend.
Reporting: Organizers must submit a detailed report within the app, including text fields, images, and PDF uploads, within five days of the event. If the participant count is at least 10% less than expected, provide an explanation.
7. Event Evaluation and Recognition
Event of the Month: Outstanding events will be recognized with winner cards published in the app.
Leaderboard Eligibility: Failure to submit a report will result in ineligibility to view participant feedback, appear on the leaderboard, create another event, and have the event listed on participant profiles.
8. Support
Foundation Team Assistance: In case of any issues or doubts, organizers can reach out to the foundation team for support.
Utilization of Fund: The fund allocated for campus communities are generally for overall gatherings and leadership programs. As of now, there is no provision to utilize the same for cash prize in contests conducted within campus.
9. Other Considerations
Early Reservations: Due to high demand, early reservations for event venues and resources are highly encouraged.
Adherence to Values: Embrace and adhere to TinkerHub's fundamental values of innovation, collaboration, and ethical conduct.
Sustainability: Prioritize sustainable practices in event planning and execution to minimize environmental impact.
Community Engagement: Foster a sense of community by creating opportunities for networking and collaboration among participants.
By following these guidelines, you can ensure a successful, inclusive, and impactful event that contributes to the growth and development of your campus community.
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