These guidelines are required for event approval and should be followed when organizing, scheduling, and leading an event.
Everyone involved in organizing or leading an event is a representative of GLOW and of homeschoolers in general.
- Anyone scheduling an event should read the Help information on Events on the GLOW website. This will include the event guidelines as well as how to use the event scheduling tool on the website.
- Events should be added to the calendar as soon as a date is considered so that other GLOW schedulers will not plan a conflicting event. You can set the Registration Start and End Dates to limit when members can sign up for the event.
- All events need to clearly state the name of the event, time, location, headcount limits, age range, price.
- Each event will have an extra dollar added to the ticket price that goes to the organizer. This is not optional – we want to encourage people to schedule events. How the extra dollar is added is decided by the event organizer. It can be per family, per child, per person, etc.
- Events with people or places that do not charge a fee will have a ticket price of at least $1 which goes to the event organizer. The event organizer can decide it the ticket will be per family, per child, per person.
- Payment will be collected by the event organizer, preferably through their personal account with an electronic service such as Paypal, Google Wallet, Venmo, etc.
- If the event organizer does not want to collect money through their own account, they may have another member collect money and mark people as paid. When doing this, the organizer and payment taker will take half the extra dollars from the event.
- Refunds are generally not given the day before and day of the event. We do not want to encourage no-shows and last minute drop outs. If there is a waitlist and a replacement can be found, a refund can be issued.
- The event date & time should not conflict with another planned or scheduled event appealing to the same children. Check the calendar.
- The age range for participating children needs to be clearly defined and carefully considered. Classroom style events should really not include children under 6 as this is the source of our biggest conduct complaints. Be clear about where non-participating siblings should be.
- Every event needs an event lead. The event lead is the GLOW person in charge at the event. This is usually the person organizing the event, but if not, clearly state the event lead person in the event description. The lead person does not pay the extra dollar to the organizer. The event lead is responsible for:
- Taking a list of registered members to the event and checking people in.
- Coordinating with the people or place hosting the event and paying for the group. The full amount should be paid to a venue even if people show up late or not at all.
- Keeping an eye on GLOW member conduct. If a child or adult is being disruptive, gently let the child or parent know.
- After the event is approved and made public on the website, add an event to the GLOW facebook group. Include event name, date, time, general location. The first line in the description is a link to GlowChs.com for signup. Also include the price and a description of the event. People want to see this when deciding if they should register for the website.
- Find the event post on the main discussion page and mark it as an announcement.
- No sign-up on facebook allowed except for free park playdate.