Events policy
IN DRAFT
- Types of event
Events are
- members only
- open to the public
For any event open to non-members, the usual rules about guests in the space apply. In other words, the members organising the event are responsible for the people attending and must be ready to handle emergencies, escort them out in case of fire, and if anything goes wrong (kit is broken or stolen, etc) the member(s) running the event will need to deal with the consequences as they will be held responsible.
If a member brings in a few guests to show them around, have a meeting, work on a project etc, that's not an event, because it's all people the member knows and is escorting in the space - that's normal Makespace stuff :)
Children attending the space should always be accompanied by a responsible adult; no more than 1 child per adult member or visitor (as it isn't always possible to supervise more than 1 child in a workshop situation).
- Members only events
These events are organised by one or more members.
- because everyone attending is a member, things are fairly straightforward
- event may anywhere in the space
- if most of any one room in teh space will be used and it won't be possible/nice/easy for other members to do stuff in that room whilst the event is happening, then the event should book the room(s) in advance on the calendar.
- the event can be free or subject to a charge (the funds could pay for materials and/or a trainer's time or travel expenses etc). If the event has a charge, the member(s) organising it are responsible for collecting the money and making any payments.
- Events open to the public
These events are organised by one or more members.
- Events may be held in the classroom (preferred) or the main space. if you want to run a public event in the workshop please check with management@ makespace first.
- It's useful to run some sort of RSVP system so you aren't overwhelmed with people turning up unexpectedly. Whether you do or don't get an idea of numbers in advance, if more people turn up than the organisers or space can handle, the organisers MUST close the doors and not permit more people in.
- remember, if you're the sole organiser, you have to be there or your event can't take place! You might want to make sure you can notify attendees if you are ill or unable to attend at the lsast minute.
Numbers of guests
Depending on the number of people attending, there are requirements on how many members must be organising and attending the event.
- For up to 10 guests, one member can organise the event; for up to 20 guests, two members; etc.
- No event should allow more than 100 people into the space at once. It may be useful to count people in on the door so you know when to stop admitting people.
- If the space feels overcrowded, immediately close the front door and do not permit more people to come in.
- If there are more than 10 non-members present, the organiser should give a brief housekeeping intro at the start of the event, pointing out fire exits, and potentially also other useful info (toilet location, first aid or other safety information that may be needed).
Doors
- The exterior front door should not be propped open unless you have a member waiting in the foyer at all times
- For larger events you may want to open the inner front door so that guests can let themselves out. DO NOT DO THIS if the exterior front door is propped open, or anyone could just walk into Makespace!
- there is an access token in the cafe which can be used to give access to the toilets. for big events you might want to relocate the token to the corridor just outside the cafe so anyone returning from the toilets can let themselves in. If you do that when your event ends YOU MUST BRING THE TOKEN BACK IN TO MAKESPACE.
- The Events calendar
