''Also known as "Omni [[Point Person ]]" and formerly as "[[Bottom-liner]]". ''
We use the name '''Responsibilibuddy''' at Omni Commons to signify that someone is taking on a '''role of responsibility'''. In particular, it is most often used to refer to an individual who is taking responsibility for the relationship and hosting of a group or event in the Omni Commons.
the Omni Commons
a of of the .
Below are expectations and process for being a Responsibilibuddy.
<big>Events & Booking Overview</big>
Responsibilities for acting as "Responsibilibuddy" or "Point Person" for an event hosted at Omni Commons.
as or an
Read more about the [[Calendar System]] and [[Booking System]]. Please familiarize yourself with the wordpress before continuing as a responsibilibuddy.
==Prior to Event==
===Step 1, Sign-in===
Open the request in the www. omnicommons.org/occupy/wordpress/wp-admin (sign in, then search for and edit the request)
the the . , and the
===Step 2, Logistics===
to the person for .
Check this list of common booking logistics to make sure the person has chosen the right space for their event, and all other needs/concerns are met.
* you .
If LOGISTICS 1-4 are not met, continue to [Step 3]
* If LOGISTICS 5-6 are not met, continue to [Step 4]
* If you have made First Contact, they have been addressed, and the event does fit these logistical criteria, proceed to [Step 5]
* Share the news and considerations with others, seeking consensus all the way. Once you have consensus, proceed to [Step 7]
#Be SURE they are familiar with the space and have been to the Omni (if they haven't, they should visit before going further).
#Check omnicommons.org/calendar to make sure the date, room and time are open for the event. (Also make sure you, or a second point person, can attend the event). If this is a recurring event, check the first one and see below under "Recurring Events".
#Room capacity: Will they exceed it? Is there group small enough that their use of the space wouldn't really be fair to larger groups? Are they using enough, but only enough room?
#Sound: Will it be loud? (If so, it can't go past 10pm in the ballroom-- loud things should preference the basement and avoid the Disco Room) Will this be disruptive because of location or other events at the same time? --Do they need quiet, and will that be possible?
# Make sure the event doesn't require special equipment or permits we can't accommodate (or they haven't assumed something we can't provide)
# Contribution. Consider their offering with others. When valuing space, slide the scale based on need and other value alignment. Consider what they can offer, what we need and get creative with compensation. Just make sure those who share the space, care for the space and want to give to others! We don't want capitalism, but we do need money to continue holding this space. (Define this in the Event Agreement, in accord with the requestor).
# Value alignment: This one is tricky, some things are more subtle than others. If the organization or event clearly supports an oppressor, obviously say no right off the bat. If it's harder to tell, if there's a chance it might be a hot button issue, definitely email the Discuss and Consensus mailing lists before continuing.
===Step 3, First Contact===
, the the and the and the . the to are the event .
Email the address on the request letting them know you have volunteered and will be in further contact as you figure out the details and finalize the decision. Coordinate with the event organizer to ensure there are no conflicts on the Omni’s calendar or concerns among Omni members about the event.
There should be a template with this guide, or ask one of us for it.
of for with and and . time the the any event .
* Work with the potential renter and members of the Omni to resolve any scheduling conflicts.
* IF LOGISTICS MUST BE ADDRESSED email the address on the request and ask about adjusting their event to fit these logistics.
* If necessary, schedule time to meet with the event organizer to show them the space and discuss any concerns prior to the event.
Step 4, Further Communication= ==
In your first or second email to the event requester, be *sure* to include the following basic information:
# Let them know you will bring it up at the next Commons Working Group meeting, which they are welcome to attend as well, before finalizing the request.
# Share the Omni’s [https://omnicommons.org/occupy/omni-commons-rental -policy-and-fee-structure/ rental policy and pricing guidelines] with the event organizer. Work with them to determine a rental rate that is fair and reasonable for all parties.
# Communicate the Omni’s expectations for behavior in the space (i.e., safer space policy) to the event organizer, as well as [https://omnicommons.org/occupy/omni-ballroom-prep-and-cleaning-responsibilities-guide/ responsibilities for clean up and trash disposal] after the event.
''Once LOGISTICS 1-4 have been worked out, and information relayed, '''
, and ,
Request Their Action Items:
# Share the Omni’s [https://drive.google.com/drive/u/0/#folders/0ByjR12L1MEjCdE9LYVd5WXYyNDg/0B-AL95NlI75qVFlQakRPRWZZNVk rental contract] with the event organizer and ask them to fill-in the answers in RED. (Review this agreement when they let you know they are finished filling it out, before signing)
# Let them know we will need a 50% deposit for the rental fee, prior to the event. Checks should be made to the Omni Oakland Commons.
===Step 5, Tentative Confirmation===
Once LOGISTICS 5-6 AND Step 4 are confirmed, tentatively confirm the event ( on everything but consensus) :
# Add the word Tentative to the title of the request on /occupy, and click the Publish button.
# Update the [https://docs. google. com/spreadsheets/d/1BXxNRMsfXNS93sUfToc_0iUwktK31EBUpnh6hVFwiVM/edit#gid=0 event rentals tracking spreadsheet] that is used for invoicing:
# Email the requester/event coordinator to let them know we are holding the slot for their event, but have to confirm on consensus.
, .. .
is for the event, .
===Step 6, Consensus===
Next, if you haven't YET, email Commons and Booking Lists to ask others about any blocking concerns, conflicts, logistical details, etc., for everyone to have a chance to speak up. (And if you haven't already, be SURE they are familiar with the space and have been to the Omni (this is a logistical criteria):
to to have . with the and have to the this is a
-booking@lists. omnicommons. org
this event is a “hot button issue”, if you can see any way that a person could bring up considerations because of social, socio-economic, political, environmental, etc concerns or issues, please include the follow two addresses in your email:
*If event a ,
if you any
--consensus@lists. omnicommons. org
===Step 7, Attend Commons WG===
Attend the following Commons Working Group meeting [Saturdays 1pm] as we go over this week's requests, and mention that you'll volunteer for it. See if there are any blocks/concerns and ask others for their input.
, if the , the event to . to event .
* the for to the .
===Step 8, Confirm & Meet===
* event, be . event space the
As long as there are no blocking concerns after the meeting, whether they're there or not, email the address on the request form, letting them know their event has been approved, with the following points:
* Set up a time to meet, and follow-up.
* Ask them to fill in the RED parts of the event agreement beforehand.
Meet with them and sign the agreement for the OOC (or have another OOC person do so).
* Give the Event Agreement and associated checks (including deposit if applicable) to someone in the commons working group.
Email contract to finance list serv (email@example.com) so that they can generate an invoice.
===Step 9, Attend the ENTIRE event !===
Or make sure someone else can do so, and cover you while you can't be there.
==During the Event==
# Be present for the entire event to answer any questions and ensure everything runs smoothly. (Or have someone else cover your "off hours"/days you're not able to attend)
# If not already done, collect the signed rental agreement and remaining rental fee from the event organizer.
# Make sure the space is clean and excessive trash has been taken away after the event.
==After the Event==
# Thank the event organizer for hosting their event at the Omni .
# Return the event host's cleaning Deposit. If _necessary_, deduct damages/cleaning fees.
# Communicate any feedback on the event or your experience as Responsibilibuddy to the Commons working group.
<big>'''This is all an experiment! We will continue to change and improve the process as we learn from our mistakes. '''</big>
This is will to as .
*, an is ... is a the of would like to .
For recurring events, please keep in mind:
We cannot make unending reservations, there must be an end date, and OOC reserves monthly renewals. Usual practice is every 1 month.
* Some hours in each room are made usable for free. But we cannot do this for all hours. Please seek contribution and offering when possible.
* Be considerate of high-traffic times. Is this recurring event something that will take up space in place of other potential uses for the space? Or common uses of it?
* Needs-based sliding scale is always a factor, as is value alignment.
* Value alignment isn't just about the essence/purpose of the activity, but how the use of space affects others who would like to use it, how privilege effects these processes and how inclusive we are, and how preferential we are to those marginalized economically...
''More Info Coming Soon!'''
* [https://omnicommons. org/occupy/omni-commons-rental-policy-and-fee-structure/ Rental policy and pricing guidelines]
* [https://omnicommons. org/occupy/omni-ballroom-prep-and-cleaning-responsibilities-guide/ Responsibilities for clean up and trash disposal] after the event.
* [https://drive.google.com/drive/u/0/#folders/0ByjR12L1MEjCdE9LYVd5WXYyNDg/0B-AL95NlI75qVFlQakRPRWZZNVk Short Rental Contract] - for small, easy events.
* [https://docs.google.com/document/d/1SEaPQbqwt6ezxqq1PQw4duMVlkqxQAdHhQI28vSWuuU/edit#heading=h.gjdgxs Long Contract] for loud or complex events with 50+ attendees.
* [https://drive.google.com/drive/u/0/#folders/0ByjR12L1MEjCdE9LYVd5WXYyNDg/0B-AL95NlI75qVFlQakRPRWZZNVk Waiver Agreement] to be signed by all renters.
* [https://drive.google.com/drive/u/0/#folders/0ByjR12L1MEjCdE9LYVd5WXYyNDg/0B-AL95NlI75qVFlQakRPRWZZNVk Disco Room Waiver]
* [https://docs.google.com/document/d/1t-vm8M_1daPoaEongdkytSDyMwt706rHKRvtVSS_PYw/edit Bathroom Cleaning Guide] with directions to the cleaning supply closets.
Responsibilities of and Guidelines for event Point Person(s)
The point person is responsible for the relationship with the people leasing the space, ensuring they follow the contract they've signed, and facilitating their use of the space.
Things needed to be a Point Person
- An account on our calendaring site (omnicommons.org/occupy) and training on how to use it.
- An account on the Omni Commons Cloud
- To be a member of one of the collectives.
Principles to follow
- Communicate with the working group to keep the process as transparent as possible or if you are unsure about anything. Update them about events at the meetings or send an email to the mailing list. You can also write any information you would like the group to know on the riseup ether pad where the working group takes its meeting notes.
- In your negotiations with lessee consider our event criteria, if they are a group with resources or with few resources, and how much money they expect to make on the event.
- We prioritize and approve events based upon the following criteria
- How much volunteer time will be needed to produce the event
- How consistent the event is with our values
- Working with the group or individual has the potential to lead to ongoing relationships between the Omni and other aligned organizations or communities
- How much money the event will bring in.
- How much the event will benefit the community
Events & Booking Overview
Once the event has been approved, it will need to be assigned a point person. The general tasks of the point person are:
- Negotiate the cost and details of the event and sign a contract with the lessee.
- Make sure the lessee receives an invoice, pays, obtains necessary insurance or permits before the event.
- Attend the event and assist the lessee with the space. This usually includes making sure the space and associated bathrooms are reasonably clean and stocked before the event, that the leasee cleans up and takes away their trash at the end of the event.
- Volunteers should limit themselves to being the point person for no more than four events per month.
- Only take on events that you can attend.
Each event is unique. To work out the details of a contract, the PP should set up a time to communicate with the renter to learn about their organization, their abiity to pay, and the specific needs of their event. Based upon this information, check to make sure the room they have requested is appropriate for their event, that it is available, and that we can provide the help they need on that day (a sound tech, for example). Most of the details you need to work out are dealt with in the long event contract. Read it.
You may use the short event contract and waiver (link) in place of the long contract for one-time events with less than 50 participants, that are quiet and end before 10pm, and that have no AV or other needs. Examples of this are one-time meetings or classes in one of the smaller rooms, or a rehearsal in the disco room. Do not use a short contract for any event that requires insurance or is serving alcohol.
The More Complicated Issues You Will Need to Resolve
The cost of the rental
We offer the use of space on a sliding scale basis. We try to balance our need to bring in income with having great events and providing event space for groups and individuals who would otherwise not have access to space.
- The ballroom is one of our main sources of income. We would like to make a minimum of $1000 for a 4 hour rental Friday night - Sunday night, and at least $500 during the rest of the week. That said, important events that won't bring in money through admission charges may be requested by groups without signficant resources. We also get requests from organizations and individuals who do have resources and for events that will bring in a lot of money by admission fees. The job of the point person is to work out what is a reasonable amount for the renter to pay for the kind of event they are having.
- You can offer a couple of different ways for the renter to pay for their event: up front payment of an agreed upon amount; a percentage share of the income from admissions/ticket sales; a combination of both.
- When negotiating the cost of the rental, state clearly to the renter that our monthly expenses at the Omni are $16-20,000 and that event rentals are one of our main sources of income. Explain that our scale/the price we charge takes into consideration the alignment of the event with our mission, the wealth of the individual/organization holding the event, the amount of space the event will use, the amount of income the event will generate; and the amount of labor and equipment Omni will provide. Also state the amount that we like to get for the room they are using, and explain that we are willing to include a cut of the door or ticket sales (if there will be admission charged). Then ask them what they can offer.
- When you reach an agreement the first few times or if you have any doubts, tell the renter you need to run it by the Commons Working Group before you can finalize the contract. Then check in to see if there is consensus that the agreement is reasonable.
Many events that would like to serve or sell alcohol CANNOT do so because we are unable to get an Alcholic Beverage Control (ABC) Event Permit. The only events that can serve alcohol at the Omni are events that do not need an ABC permit.
- An ABC event permit is NOT required if ALL of the following are true.
- The event is private and they have a list of their guests.
- They restrict access to ONLY guests.
- The host is providing all of the alcohol.
- All drinks are free, i.e. a hosted bar with no tips.
- There is no admission cost for the event, i.e. no ticket price, donation or door charge.
For more information about alcohol at events: http://staffworkx.com/abc-alcohol-event-permits.
The lessee may want to find out how to have alcohol at their events so they can raise money. Familiarize yourself with the information at the link above and be firm in explaining that we have to follow the law in this matter. Serving or selling alcohol without a license is a misdemeanor with a penalty of a $1000 fine and/or 6 months in the county jail.
Events will need to obtain one-time event insurance if any of the following are true:
More that 250 people are expected at the event
There is amplified music and the event will end after 10pm
There will be any unaccompanied minors
Any potential hazards are involved (martial arts, chemicals, sharp objects, fumes)
Alcohol will be served
Event insurance can be obtained through theventhelper.com. This site gives online quotes and the staff is actually helpful if you call them.
Event policies need the following:
General liability up to $1million/occurance and $2million/aggregate
Omni Oakland Commons and John Givens (Building owner) must be listed as additional named insured, and their addresses provided
Omni Oakland Commons and John Givens (Building owner) must be named on a waiver of subrogation
If the event will have alcohol, liquor liability coverage is also required. At this time only HOST coverage applies to events (not retail, as we cannot get the required permit to sell alcohol at events)
Renters must provide a copy of the certificate of insurance so you can verify that it meets the above requirements. Include this in the file with the event contract.
Sound and Audio-visual equipment
See the list of audio visual equipment we have available.
- If the event wants to use Omni sound equipment beyond a simple PA (eg the Meyer or Peavey sound systems in the Ballroom), they must hire one of the people who have been trained to use that system. We hope there will be a production collective that will handle all this at sometime in the future, but until then you will just provide the names of those folks and the renter should contact them and negotiate their fee with them directly.
- Let the commons working know if you would like to be trained on any equipment.
Advertising the Event
Make sure the renter understands that they must share with you any invitation or event publicity for your review. Check that the publicity doesn't contain any language we don't want to be associated with (racist, ableist, profanity, etc), and doesn't make the Omni appear to be sponsoring an event that we aren't.
For recurring events, please keep in mind:
- We cannot make unending reservations. Recurring events must have an end date when, if the renter desires, we can review if we want the event to continue. The working group should agree to any ongoing event arrangements.
- Use the same criteria as a 1 time event for deciding how much to charge the renter.
- When scheduling a recurring event, be considerate of high-traffic times. Is this recurring event something that will take up space in place of other potential uses that may be more aligned with our values or may benefit people in the community more?
The /Occupy website and Omni Calendar system
- The Omni Commons calendar (omnicommons.org/calendar) includes all events held by all of the member collectives and all space rentals. The calendar works by synching once a day with the calendars of the member collectives (such as Sudo Room and Bay Area Public School), and the calendar where event rentals are scheduled (omnicommons.org/occupy), adding or deleting events and updating any other changes that have been made. Becasue of this you need to check both the/occupy site and the /calendar site to see if a room is available or if there are any event conflicts.
- The space request and reservation system is done via the wordpress site at omnicommons.org/occupy. This is the main site you will need to use as a point person.
- When someone makes an event request via /occupy, an email is sent to the listserv firstname.lastname@example.org. In general, everyone who is a point person for events should be on that list to see all the requests and get an idea of which events they would like to take on.
- The wordpress site is fairly easy to use. Ask someone who is familiar with it to show you if you have questions. As you update the event request entry on /occupy, keep in mind it is one of the main ways the commons working group can see what is going on with an event. Try to edit it so that someone else looking at the page will understand the status of the event. Another thing to pay attention to is how the event will appear on the calendar when you publish it. Make sure the description that is publicily visible is accurate nad doesn't contain communication intended for the working group. If you have a suggestion about how to make the site work better, let the working group know.