You don't know how to apply your event on the official AEGEE Calendar of Events ? See it below ! :) --- (This is a FAQ document regularly mailed to AEGEE-EVENT-L) Calendar checklist for European Events 1. Read Yearplan and Strategy Plan 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 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, programme 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 it has taken place Please note: Only if you place your event 6 months in advance on the calendar, the chosen date 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 Calendar 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! --- Angela Comand AEGEE-Udine Sub-NetCom Italy-Malta-Slovenia-Croatia-Bosnia and Herzegovina Via Tommaseo 59, I-33053 Latisana (UD) Tel. +39-0431-55055 Mob: +39-339-153 40 13 E-mail: [log in to unmask] _________________________________________________________________________ Get Your Private, Free E-mail from MSN Hotmail at http://www.hotmail.com. ============================================================================= RAINBOW-L is a regional discussion list of AEGEE. Check out http://www.aegee.uni-karlsruhe.de/archives for the archives of public lists. To unsubscribe send 'unsubscribe RAINBOW-L' to [log in to unmask]