How To Run An Event

First, there is a group of people who want to run an event. Maybe this is a repeat of a previous event, like PLoP or EuroPLoP. Maybe it is a new event. If it is a repeating event then they were nominated by the group that was in charge of the previous event, and that nomination was approved by the EventCoordinator, possibly in consultation with others. If it is a new event then they had contacted the EventCoordinator, who consulted with others and approved it.

Second, the group must have a date and a place. They must make a budget. The budget will provide a plausible plan for not losing money, and will also indicate how much money will be needed before the event. This budget will be given to the EventCoordinator and the HillsideTreasurer, who will check that it is plausible and that it will not cause cash-flow problems. See ?MakingBudgets.

Once the budget is passed, the group can spend money. Any contracts with hotels and the like should be given to the EventCoordinator to sign. The HillsideTreasurer will pay all bills that are not too far off the budget without further discussion.

If the event is going to be repeated, the group should nominate a group to run the next version. They should report on their finances and the other results of their event, such as number of people who attended and the number of papers produced. This report should be given to the EventCoordinator.