FORMAL POLICY FOR HOW WGH ORGANIZES & CO-SPONSORS EVENTS (PROPOSED: 11/17/18, APPROVED 12/0: 12/3/2018)
1) Events that WGH organizes (or is invited to co-organize)
a) Ideas for events that WGH organizes can be proposed in multiple ways: (1) at the WGH monthly meetings or summer meeting, (2) at the WGH events subcommittee meetings, and (3) via emails sent directly to the WGH event subcommittee or to the WGH staff, who then shares them with the WGH event subcommittee
b) Any event that WGH proposes to organize (i.e., be the lead organizer) must be reviewed and approved by the WGH events subcommittee (in relation to both content and budget) before it is proposed for WGH approval at a WGH monthly meeting.
c) At the WGH monthly meeting the final decision about whether to approve the proposed event will be obtained (with time for discussion and vote)
d) If there is an emergency request to organize an event that cannot follow the usual timeline (e.g., response to a crisis for which planning cannot be carried out in advance), the WGH event subcommittee and/or WGH chair can request the WGH staff to send out an emergency request for approval by email to the WGH Working Group members with at least a 24-hour time window to allow for voting for approval or not (via a Doodle Poll)
e) Whenever possible, we encourage events to be planned far enough in advance to allow for approval at a regularly planned WGH monthly meeting rather than via email. We will not accept last minute request, however, that are last minute due to poor planning.
f) The same steps apply to events which WGH is invited to co-organize (i.e., has active involvement in shaping the content of the event, and typically contributes to the costs of the event)
g) No event can list WGH as an organizer or co-organizer without explicit approval from the WGH working group (which includes the WGH chair)
2) Requests for co-sponsorship of events by WGH
a) For WGH to co-sponsor an event, the terms of co-sponsorship must be clear:
— will WGH be provided with full information as to the content of the event (including topic, speakers, or materials to be shown, e.g., film)?
— is WGH being asked to contribute funds? (and if so, how much?)
— is WGH being asked to help publicize the event?
— if WGH agrees to co-sponsor, will WGH be listed formally as a co-sponsor on the event publicity & event materials?
— NOTE: if WGH being asked to help plan the event (i.e., shape its content), the status of the request changes to that of WGH as co-organizer, hence shift to above rules for “Events that WGH organizes (or is invited to co-organize)”
b) The WGH event subcommittee then reviews the content of the proposed event and the terms of co-sponsorship and makes a recommendation at the next WGH monthly meeting about whether or not WGH should co-sponsor the event
c) At the WGH monthly meeting the discussion and vote will be taken regarding the request for co-sponsorship
d) If there is an emergency request to co-sponsor an event that cannot follow the usual timeline (e.g., response to a crisis for which planning cannot be carried out in advance), the WGH event subcommittee and/or WGH chair can provide a preliminary review of the event content and terms of co-sponsorship, and if the content and terms are consonant with the WGH mission and protocols, they can request the WGH staff to send out an emergency request for approval by email to the WGH Working Group members with at least a 24-hour time window to allow for voting for approval or not (via a Doodle Poll)
e) Whenever possible, we encourage requests for co-sponsorship with enough advance notice to allow for approval at a regularly planned WGH monthly meeting rather than via email. We will not accept last minute requests, however, that are last minute due to poor planning.
f) No event can list WGH as a co-sponsor without explicit approval from the WGH working group (which includes the WGH chair)
