(This is a FAQ document regularly mailed to AEGEE-EVENT-L)
Calendar checklist for European Events
1. Read Yearplan and Long Term Programme of AEGEE-Europe and see whether you can
make your event fit in
2. Look for another (foreign) AEGEE local to cooperatively organize your event
3. Check the EVENTually list for a free or little occupied time slot (date)
4. Submit your event via www.karl.aegee.org/calendar.nsf/ or e-mail
([log in to unmask]), try to do so at least 6 months in advance
5. Negotiate with the secretary of AEGEE-Europe whether your event can a) be an
official event, and b) a Yearplan event.
6. Publish event details on the AEGEE-EVENT-L mailing list
7. Regularly review your event data in the database and update addresses, progra
mme and participant information
8. Inform the secretary of AEGEE-Europe immediately if you need to move dates or
even cancel the entire event
9. Send a report of the even to the headoffice not later than two months after i
t has taken place
Please note:
Only if you place your event 6 months in advance on the calendar, the chosen dat
e can be be blocked for "double booking".
Calendar Policy and Administration
Here are the guidelines of what you have to do to have your event added on the C
alendar of Events and/or the EVENTually.
The official Calendar of Events is the list of all official AEGEE European
events. The first thing to do when picking a date for your event should be
to consult the most recent Calendar and look for an appropriate (=empty)
time slot! You can always find the most updated Calendar in the Internet at
http://www.karl.aegee.org/calendar.nsf/ or request it via e-mail by sending
a message to [log in to unmask] with the text "get eventually" (do not
include the quote-character " shown here when you write this). You're also
welcome to contact the secretary of AEGEE-Europe directly for this to
obtain advice in picking a suitable date.
To have your event added for the Official Calendar, you need to send an
application containing the (preliminary) programme of your event and as
much information about it as you have to the secretary. It is strongly
recommended that you do this via the world wide web at
http://www.karl.aegee.org/calendar.nsf/event-www?OpenForm
You do NOT need a "Domino account" in order to accomplish this, however it
helps when you first login with your locals "master account" because then
the submitted event will be immediately displayed on the EVENTUALLY list of
events, and approval by the secretary will then only be required for the
OFFICIAL calendar. If there are further problems (such as priority events
already booked on that date), you will be contacted by the secretary of
AEGEE-Europe. Use your local's master account to directly edit event
information in the Domino database whenever they change.
There can be no double-booking of dates where there are Statutory Meetings
(AGORA or PM). After the event, you have the obligation to hand in a
financial and a general report of it within two months - the next Key to
Europe will come for sure! Please submit your event as early as possible,
but at least six months in advance before the event takes place.
The EVENTually List is designed for internal use only. Also local events
can be added here. You simply have to notify the secretary and provide the
data, then your event can be put in. AEGEE has a separate listserver for
event announcements and related information (participants lists, programme
update etc.) called AEGEE-EVENT-L. Please use this list for AEGEE internal
PR, not AEGEE-L! However: Putting your event onto AEGEE-EVENT-L is NOT the
same as sending an application for the calendar. The secretary will not
pluck the events from listserver, you still have to contact him/her
directly.
What are the implications you as AEGEE local?
Event organisers:
Please be aware of the tight calendar situations with many events,
particularly in May and October/November! Do not count on too many
participants travelling to your event through the normal AEGEE-
channels! Make sure that you organise a good PR-campaign, also and
especially outside AEGEE. Do NOT rely on AEGEE-members alone for
participants! Make a PR-campaign locally to attract other students,
write to neighbouring universities, put up posters, be creative in doing
everything you can to get also outside participants. (Let's see it as a
campaign to enlarge the network! If you succeed in attracting many
non-members, make sure that you furnish them with flyers and general
information about our beloved association.)
All local Boards:
Please take extra efforts to mobilise your members! There is nothing
like travelling to an event if you want to get people active also
locally. Travelling is the real AEGEE-spirit!
Inform your members about the upcoming events, also the less active
ones! Make extra copies of the flyers you receive from organising
antennae and distribute them. Copy the calendar of events and distribute
it. Announce the European events in your local bulletin. At the weekly
pub-meeting, take some time to present the events and ask for interested
people. Talk to as many of your members personally as possible and ask
them to go. Arrange travel groups, cars and vans etc. Ask people who
have been on Summer University to give a presentation about their
experiences, and use that as starter for presenting the upcoming events.
There are hundreds of possiblities, be creative!
And please remember: Next time perhaps you are the one organising an
event and wondering why there are not more participants. We are one
network!
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