Organising Meetings, Trainings – Manual

Aim

  • To define the standard Operating Procedures to organize Volunteer engagement meetings, training, workshops and other gatherings for all Bhumians.
  • We will be environmentally sensitive by avoiding the use of single-use plastics in all our events and strive to reduce the garbage generated.

Meetings/Gatherings for less than 30 people

  • Scope: Suggested for city /project / event level meets. Eg AVM’s
  • Approval: Prior approval for such meetings are not necessary , just fyi to [email protected] a week in advance.
  • Communication: Can be done locally by the respective coordinators in sync with respective the chapter support coordinator
  • Duration: Suggested to be less than 3 hours
  • Recommended to strictly follow the Government Covid guidelines of your respective state as effective on the date of event.
  • Location: Refer Table – 1
  • Food: Refer Table – 1

Meetings/Gatherings for more than 30 people

  • Scope: Suggested for city /project/national level meets
  • Approval: 2 weeks prior approval from chapter support coordinator for such meetings are necessary
  • Communication: Suggested to communicate to target audience through a central mailing system and WhatsApp messages , will be supported by [email protected] Meeting invite RSVP preferred.
  • Recommended to strictly follow the Government Covid guidelines of your respective state as effective on the date of event.
  • Location: closed areas like low cost halls preferred; hotels should be avoided
  • Hall Costs: Refer Table – 1
  • Food: Refer Table – 1

Table – 1

Workshops/Trainings for less than 30 people

  • Scope: Suggested for orientations, inductions , city /project level leadership training Eg Citycon.
  • Approval: Prior approval for such trainings from chapter support coordinator is necessary
  • Communication: Suggested to communicate to target audience through a central mailing system and WhatsApp messages , will be supported by [email protected] Meeting invite RSVP preferred.
  • Duration: Suggested to be less than 4 hours
  • Recommended to strictly follow the Government Covid guidelines of your respective state as effective on the date of event.
  • Location: closed areas like low cost halls, schools, teaching centres.
  • Hall Costs: Refer Table – 2
  • Food: Refer Table – 2

Workshops/Trainings for more than 30 people

  • Scope: Suggested for city /project/national level trainings
  • Approval: Prior approval for such meetings are necessary
  • Communication: To be communicated through central mailing and SMS system; Meeting invite RSVP preferred.
  • Location: closed areas like halls, schools
  • Hall Costs: Refer Table – 2
  • Food: Refer Table – 2

Table – 2

Fun / Fundraising / PR events

  • Scope: Suggested for city /project level events
  • Permitted event types: Events should be suitable for all Bhumians i.e. of the type suitable for families and children
  • Event types not permitted: Adventure activities, treks, hikes, water based sports, any activity with the risk of life.
  • Approval: Prior approval for such events are necessary
  • Recommended to strictly follow the Government Covid guidelines of your respective state as effective on the date of event.
  • Communication: Can be done locally by the respective coordinators
  • Food: Suggested less than Rs.100/person and it is to be shared by Bhumians