Failure to meet these expectations can result in the removal of your Grokio Community Gatherings organizing abilities. We understand that things can go wrong—the common theme here is to clearly communicate with both attendees and the Grokio team if things do go wrong, so that no one is left wondering “what’s going on?”
Review each of these items and make sure you don’t run afoul of them:
1. Post dates far enough in advance: Ideally, all GrommOffs and Feabie Meets should have their dates posted a month in advance. At minimum, dates must be posted two weeks in advance. Any gathering posted less than two weeks before the event must get prior approval from the Grokio Team.
2. Post itinerary at least two weeks in advance: People need to make plans, especially those who are coming in from farther away, so the difference between a brunch or a dinner or a bar night is important for their planning. Itinerary details (times and locations of various events) must be posted at least two weeks in advance. If you’re still working out the exact location of one activity, you can post the time and TBD location in the interim, but all missing data must be filled it by one week out, bare minimum.
3. Get a mass message sent: Notify the GrommOff or Feabie Meet account when your event is posted and details have been finalized, so that a mass-message can be sent on your behalf to notify locals of the upcoming gathering.
4. Answer all relevant questions: If someone poses a relevant question to you before the gathering via message or the event listing, you must respond, even if just to say “I don’t know, but I’ll find out”. If those users come to the Grokio Team because you’re not responding, we won’t be happy.
5. Attend the event: The gathering organizer(s) must attend the entire event. If an urgent matter comes up at the last minute, you must assign someone else to cover the event and notify the Grokio Team immediately. Cancellation within a week of the gathering is not allowed.
6. Introduce yourself to EVERYONE: As the organizer, you have a special responsibility to meet everyone. Now is not the time to be shy. If someone new shows up, throw out a hand and introduce yourself. If you can’t muster the courage to do it, it’s likely no one else will. Don’t just say hi, ask some questions and give them a chance to engage in conversation. You must be a role model of friendliness, especially to new attendees.
7. Don’t reinforce cliques: It’s easy to fall into routines, for example sitting with your friends and people you already know. Organizers must break this habit. As an organizer, it’s your responsibility to make sure attendees don’t feel left out. And while you cannot control others’ habits or actions, you can (and must) be a role model and an ambassador to all attendees. If you want to hang out with a small group of your friends, plan something private another time.