Policies/Events

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ATX HackerSpace Pages relating to
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All Events (On-Site and Off-Site)

  • The host of the event must directly coordinate the event OR work with an event coordinator of their designation, and is ultimately responsible for staffing and/or volunteers.
  • In all cases where funding is to be exchanged in any direction (short of simple space facilities rental), the Director of Finance must be involved.
  • In all cases where facilities must be set up (power, networking, floorspace clearing, etc) or safety/security is concerned, the Director of Facilities must be involved.
  • In all cases where the space is officially being represented at an external event, or a public event is happening internally, the MOP/PR Chairperson must be involved. In cases of business-facing representation, the Executive Director may speak with the authority of the hackerspace at external events.
  • The Director of Operations has the final say over event details, is the ultimate authority on the ground (esp. in the case of external events), and may overrule the coordinator for any reason they see fit at any time.

See applicable additional information below specific to each type of event.

On-Site Events

Single-Time

Exclusive Use of the Workshop or Lounge (Difficult or impossible to normally use workshop. May not exclude general entry for current members.)

  • These must be properly voted on with a successfully completed voting cycle (released tally) prior to the event's date. If non-members will be accessing the "Secure Side" of the space, the event coordinator must appoint (a) front desk volunteer(s) to ensure all participants sign waivers.

Non-Exclusive Use of the Workshop or Lounge (Event must tolerate normal area usage and may not prohibit general use of facilities.)

  • These may be approved by any member of the board OR the MOP/PR Chairperson. If non-members will be accessing the "Secure Side" of the space, the event coordinator must appoint (a) front desk volunteer(s) to ensure all participants sign waivers.

Any use of the Classroom (Exclusive or Non-Exclusive. May exclude [free] general entry for current members if rented.)

  • These may gain primary approval by any member of the board OR the MOP/PR Chairperson, which must then be finally approved by the Director of Education. The Director of Education may effect an approval on their own.

The DoE has the final say for any classroom usage, and may also choose to waive the rental fee of the classroom in cases of internal or community use. All other usages of the classroom will constitute a private rental and be billed at the current rate for classroom usage (at the time of this writing, the classroom is available at a $50/4hr block rate).

Recurring Events

Exclusive Use of the Workshop or Lounge (Difficult or impossible to normally use workshop. May not exclude general entry for current members.)

  • This is not currently permitted by any mechanism. The workshop and lounge are general-use facilities and the bread and butter of our existence. Without significant contributing factors, recurring exclusive use of these areas would be a detriment to the space.

Non-Exclusive Use of the Workshop or Lounge (Event must tolerate normal area usage and may not prohibit general use of facilities.)

  • These may be approved by a general vote of the membership, and will generally constitute a Theme Night on our general events calendar. If non-members will be accessing the "Secure Side" of the space, the event coordinator must appoint (a) front desk volunteer(s) to ensure all participants sign waivers. Changing the time or date or this type of event requires a successful re-vote. Serial non-attendance by the host of the event, at the discretion of the Board, is sufficient to nullify future-going instances of this recurring event.

Non-Exclusive Use of the Classroom (Public Event or Theme Night, must allow free entry by members)

  • These may gain primary approval through the Director of Education, and finalize with a general vote of the membership. Events of this type will generally constitute a Theme Night on our general events calendar. Changing the time or date of this type of event requires a successful re-vote. Serial non-attendance by the host of the event, at the discretion of the Board, is sufficient to nullify future-going instances of this recurring event.

Exclusive Use of the Classroom (Rented or Private, may forbid general entry by the members)

  • These may gain primary approval through the Director of Education, and finalize with a general vote of the membership. These events take priority over any other general membership use of the classroom, and signage stating such and forbidding general entrance to the classroom during these times may be erected -- members are expected to respect this.

Off-Site Events

The Off-Site Events policy applies to all events officially representing the Hackerspace.

New Events

Events in which the hackerspace has not historically participated, or do not regularly occur

  • These may be approved by a general vote of the board. An officially-appointed event coordinator MUST be selected and agree to coordinating the event prior to the vote.

Recurring Events

Events in which the hackerspace has historically participated -- SXSW, AMMF, TXLF, etc.

  • These do not require a vote to move forward. An officially-appointed event coordinator MUST be selected and agree to coordinating the event prior to signing up the hackerspace as an attendee. Any member of the board, the board's designation, or the current MOP/PR Chairperson may elect to sign up the hackerspace as an attending party with the coordination requirement met.