Booking System

This page outlines how our booking system works for those in the Commons working group.

Check out this guide which covers most of the basics of being a Responsibilibuddy aka "Omni point person" for an event.

• Volunteer working group members need:
  • User accounts to access two Wordpress instances for calendaring and booking (event request):
    • https://omnicommons.org/calendar/wp-admin
    • https://omnicommons.org/occupy/wp-admin
  • Subscriptions to two mailing lists:
    • commons@lists.omnicommons.org
    • booking@lists.omnicommons.org
  • The commons mailing list is for discussion, inquiries, feedback from the rest of the group, and discussion of issues pertaining to the commons. Events submitted through our event request form at https://omnicommons.org/occupy are posted to the booking mailing list.
• Event Request Process
  • Requests are submitted at https://omnicommons.org/occupy
    • Two necessary factors in approving a request: Alignment with Omni's mission and values as well as availability of the space being requested for that date/time. Nice to have: Income! We cater explicitly to nonprofit/grassroots orgs, and need to charge market rate to for-profits (this is part of our property tax exemption requirements)
  • Requests can be found in the 'Pending' queue: https://omnicommons.org/calendar/wordpress/wp-admin/edit.php?post_status=pending&post_type=event
    • Be aware that if you accidentally approve a 'pending' event, an email will be sent to the event requester! Please send an update email if you approve an event by mistake!!!
  • Contracts are created and subsequently emailed to event requesters in /occupy/ under 'Contracts' - you can preview the contract before you send it to make sure you remembered all the important bits.
  • When requests are approved, event contracts signed, and deposits paid, members of the working group then publish the event on https://omnicommons.org/calendar
• Attend Meetings - Currently 2nd and 4th Mondays at 5pm, usually in the Entrance Hall
  • To remain in good standing, Commons WG volunteers must attend at least one meeting a month. Remote participation is possible via the online meeting notepad and/or the mailing list
  • Working group members go through all remaining pending events and self-assign to follow up with event requesters. Follow along with the list for a bit and you'll see how we proceed with people.
  • We have a general pattern of cc'ing the commons email list when corresponding with people seeking to book events, for sake of transparency and decentralizing responsibility.
• Read the Documentation, Share with Requesters
  • Check out our rental policy and fee structure to learn about our sliding-scale model. Point people to this page and always ask what they can afford to pay, making our costs clear. At the least, for free events for the cause, ask folks to pass the hat.
  • We ask that folks having events in the space take their trash out with them, and prep and clean the ballroom if they're using that space. Make sure they read the Ballroom Prep and Cleaning Guide.
  • For Disco Room events/rehearsals, we ask that renters sweep and dry mop after use. Mops are available in the Disco Room.
  • For paid ballroom events, we ask people to sign a contract and pay a 50% deposit three weeks prior to the event. If a nonprofit or fiscally-sponsored project, please request nonprofit exemption paperwork and add to the Google Drive
    • Event Contract
• Approve and Publish to Omni Calendar
  • See the Calendar System page for instructions on adding events to the Calendar at omnicommons dot org slash calendar!