STLSC ORGANIZERS' POLICIES, GUIDELINES, & BEST PRACTICES

An Assistant Organizer should consider themselves responsible for the general well-being of all attendees at events he/she is hosting. Here are some general guidelines that all Asst. Organizers should follow:

• Always try to be at least 15 minutes early to any event that you're hosting. If you're running late, please attempt to notify attendees by posting in the Comments on your event page and, if practical, sending direct messages in the Meetup messaging system to everyone who has RSVP'd.

• If you must cancel an event, try to notify attendees as early as possible. Not only must you officially switch the event to "Canceled" via the app/website, you are strongly encouraged to send a private message to everyone who has RSVP'd.

• If your group will be leaving the designated meeting location, give those who are signed up, yet haven't arrived by the official start time, at least 5 minutes to get there before departing. Always check for comments and private messages, in case someone has a question or has left a message indicating that they'll be arriving late. If possible, leave a comment when the group is about to leave with any relevant updated information for those who aren't yet present and, if applicable, a rendezvous point.

• Within 5-10 minutes of your event's start time, formally introduce yourself and ask attendees to do the same. (This is a good time to take roll and notice if anyone who has RSVP'd is not yet present.) Ask if anyone is new to Meetup and/or STLSC and be sure to make these individuals feel welcome and included (while being careful to not make them feel self-conscious).

• If you have access to them, signs, flags, and banners displaying STLSC's name are particularly helpful to attendees that might otherwise have difficulty locating your group. This is especially true for first-time attendees.

• If you're hosting a hike, walk, bike ride, float, or other event in which the group is moving between locations, always try to be aware of your pace and the pace of all attendees. If you normally move fast, consider slowing down a bit to ensure that others don't feel pressured to "keep up". If an individual seems to be struggling to stay with the pack, you should either (subtly, so as to not call undue attention to them) fall back to join them or ask another attendee you're familiar with to do so, so that they don't feel left behind. (However, make sure those at the front know the route and any post-event plans.) If there are enough participants at your event, you may want to designate someone you're familiar with to serve as a "sweeper". This person can purposely hang back at the rear of the pack to make sure no one who is lagging behind is abandoned. NOTE: It is especially helpful to use walkie-talkies for this purpose, as you and the sweeper can each carry a walkie-talkie with which to communicate with one another. It's also wise to ensure that someone is carrying a first-aid kit and extra water on long hikes and floats.

• While it's true that Meetup does not hold event organizers legally responsible for the actions or welfare of their event's attendees, it is STLSC's policy that all Asst. Organizers SHOULD consider themselves personally responsible for ensuring attendees' safety and, to a reasonable extent, their enjoyment. The latter simply involves being friendly and inclusive, as well as making sure the event runs smoothly. As for the former, it's critically important that you do your best to keep tabs on attendees by regularly checking up on everyone. This is particularly true of events where people are physically exerting themselves, such as walks/hikes, bike rides, and kayak trips. If alcohol is being served at your event, please try to be aware of anyone who seems to have had a little too much to drink and make sure they have a safe ride home, or offer to call an Uber/Lyft for them. It's also good policy to be aware (and to have others be aware) of any situations involving either a member or non-member monopolizing another attendee's time (particularly a first-time attendee). If the attendee seems visibly uncomfortable in the presence of another member, you may want to send a trusted fellow attendee to "run interference", or in other words, gauge whether the attendee needs "rescuing" from an awkward interaction. Being considerate and attentive goes a long way toward helping people feel comfortable and encouraging them to attend future events.

• As an Asst. Organizer, you have an added degree of responsibility to know and be familiar with and understand STLSC's and Meetup's rules. Please take the time to familiarize yourself with all policies and guidelines. If there are any violations of the rules at an event you are hosting that you don't feel comfortable addressing yourself, you may always bring it to the attention of the Head Organizer. Any minor offenses or major rules violations that warrant immediate attention should be handled by the Asst. Organizer.

• Whenever possible, as a courtesy, Asst. Organizers should try to avoid scheduling events that conflict with fellow Asst. Organizers' previously-scheduled events, unless the event is likely to draw a significantly different group of attendees OR you are attending a non-Meetup event (concert, movie, etc.) that has a pre-determined start time and duration.

• It is the sole responsibility of event organizers to manage RSVPs and collect any required fees from attendees. An organizer may, at their discretion, set additional rules and requirements for their event, provided they are not in conflict with the rules of Meetup or STLSC. It is within an event organizer's rights to restrict the total number of attendees allowed at an event and the number of guests (if any) members may bring, and to set an RSVP deadline. If a member who has RSVP'd to an event does not show up to the event and has not made an attempt to contact the event organizer beforehand, the organizer may count this as a "no show". If the member misses a second event they have RSVP'd to without notifying the organizer, the organizer then has the right to ban the member from THEIR future events. However, the organizer must also notify the Head Organizer of this action. The event organizer may NOT, under any circumstances, arbitrarily remove a member from STLSC membership themselves. Any dispute regarding fees should also be forwarded to the Head Organizer. (Due to the sensitive nature of these situations, event organizers are generally discouraged from implementing strict no-show policies and from collecting fees unless absolutely necessary.) If a member and/or guest shows up at an event which has an attendee limit that has already been reached, regardless of whether or not they are on a wait list, the organizer has the right to turn away the member/guest. (However, unless a strict cap on the number of attendees is absolutely necessary, it's recommended that the organizer include the disclaimer that those prospective attendees who are currently on a wait list at the event's designated start time MAY still attempt to attend the event, but must acknowledge that they may not be able to be seated with or join the rest of the group if space is limited.)

• Event organizers have the authority to ask any attendee at their event to leave if the attendee is in violation of STLSC's and/or Meetup's rules. However, they are NOT authorized to remove existing members from STLSC altogether. If an organizer notices a profile (name/photo) violation or is aware of a violation occurring at a STLSC event, or suspects a member may be a safety liability to the group due to criminal conduct outside STLSC-sanctioned events, the matter should immediately be brought to the attention of the Head Organizer for further action.

• Event organizers may host joint events in conjunction with other Meetup groups, as long as the other group is in good standing with Meetup and shares a similar overall philosophical approach as STLSC. Organizers should make a reasonable attempt to distinguish STLSC members, activities, and policies at any joint event from those of the other group(s).

• Organizers are strongly discouraged from hosting events at private residences or on private property due to the potential for discordance between the interests of the group and the rights of the property owner. However, if you do choose to hold an event at a private residence/property, please ensure that you and the property owner (if other than yourself) are on the same page regarding the admission of attendees/guests and what is/isn't allowed at the event. Note that even though it is acknowledged that the property owner's rules supercede those of STLSC/Meetup, flagrant violations of STLSC/Meetup policy at any event that takes place at a private residence/property may result in the prohibition of future STLSC-sanctioned events from being held at said residence/property. Also note that organizers have the right to restrict access to an event at a private residence/property to members who have previously attended a minimum number of STLSC-sanctioned events.

• Trained and licensed/certified service and support/therapy animals should be allowed to attend any events, as long as they are permitted by the event venue or property owner. Otherwise, organizers are allowed to determine whether or not pets are allowed at their events. For the safety of pets and other attendees, however, all pets that are brought to STLSC-sanctioned events must be kept in cages/kennels or on leashes at all times and must be up-to-date on all required vaccinations.

• Organizers may not host or promote events/discussions that are overtly political or involve topics that are generally regarded as controversial or divisive.

• Event organizers are strongly discouraged from promoting or hosting events that could potentially imply STLSC's endorsement of a specific religion or faith-based organization. However, events may take place at religious institutions within a cultural, historical, or educational context. (For example, touring an historic church, attending an ecumenical community outreach program, or volunteering for a charity event sponsored by a religious group.)

• Event organizers should always try to be aware of forecasted weather conditions for the duration of their event, especially when the event is to be held outdoors. If there is a significant chance of severe weather, such as lightning, damaging winds, or possible tornadoes, the event should be postponed or canceled. Please also consider postponing or canceling events during which heavy snow or icy conditions are predicted, regardless of whether the event is indoors or outdoors. If temperatures at the time of an event are expected to be extremely high or low, please leave a message in the event's Comments reminding people to dress accordingly and to bring plenty of water if excessive heat is anticipated. Attendees should also be made aware of the types of surfaces and terrain they will be walking/biking on and encouraged to wear appropriate shoes/boots.

• As a general rule, event organizers should try to be familiar with the location of their event ahead of time. Not only should they be able to provide directions if requested, they should also have a fairly good overall idea of what attendees should expect in terms of layout and atmosphere, and should include as much pertinent information as possible about the venue within the event description.

• Whenever possible, please call ahead to restaurants, bars, wineries, etc. to ask about hours of operation, seating capacity, whether reservations are required/recommended, and whether checks may be divided between attendees.

• Event organizers are encouraged to take photos during their events (and/or ask others to do so). Try to post these photos soon after the conclusion of the event. It's also nice to leave a comment on your event page thanking those who attended for coming to your event and to respond to any comments/thanks posted by attendees.

• Please try to keep your status as an Asst. Organizer updated. If you don't expect to be hosting (m)any events in the near future, or if you wish to resign as an Asst. Organizer, please notify the Head Organizer of your intentions as soon as possible.

• We will attempt to hold a few (maybe 2-3) Leadership Team meetings a year, usually at a centrally-located dining establishment. While attendance at these meetings is not mandatory, they should provide a good opportunity to discuss STLSC strategy and policy, and to socialize with your fellow Asst. Organizers. Therefore, you are strongly encouraged to attend, if possible. (However, accommodations may be made for those who cannot attend in person, such as a Zoom or conference call. Please advise the Head Organizer beforehand if you'll be calling in instead of attending in person.)