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How a Hillside sponsored event is run

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 the Program Committee is nominated by the PC that was in charge of the previous event, and that nomination was approved by the Event Coordinator, usually in consultation with others of the Hillside Board. If it is a new event then members of the PC were contacted by the Event Coordinator, who consulted with others and approved it.

The PC must make a budget, set a date, and reserve a place. The budget will provide a 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 Event Coordinator and the Hillside Treasurer, who will check that it is plausible and that it will not cause cash-flow problems. See Make a Budget.

Once the budget is approved, the PC can spend money. Any contracts with hotels and the like should be given to the Event Coordinator to sign. The Hillside Treasurer will authorize the paying of all bills that are not too far off the budget without further discussion.

If the event is going to be repeated, the PC should nominate members for the next PC. There should be a final report on finances and the other results of the event, such as number of people who attended and the number of papers produced. This report should be given to the Hillside Board.


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