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Scheduling Process for Our Events

 

 

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The following process describes how the events for Philosophy Dinners are scheduled for our groups around the world. This process was first started in April of 2012 with our first group in Toronto and is continuously being refined and improved.

 

 

Tasks performed by

Glen Brauer

(Founder and Coordinator)

Tasks performed by

Our Members

Stage 1: Topic Preparation

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A Food for Thought web page is created for the topic which includes philosophical quotes and thought-provoking videos representing different (often opposing) opinions on the subject. The discussion notes are created which include thought-provoking questions representing many of the questions asked by the most influential philosophers of the past and present. These questions are then further refined to not be intimidating to those members with no formal philosophy experience.

 

Both the Food for Thought page and the discussion notes are posted on our Facebook group for our members around the world to comment on and provide their additional questions to include in the notes.

Members have the opportunity to suggest their topic suggestions for upcoming events using the contact information on our Topics page.

 

 

 

 

Stage 2: Scheduling  

 

Glen analyzes the data collected from our Member Preferences tool in order to determine the day, time and restaurant most preferred by members. Philosophydinners.org/mp

 

Members have an opportunity to add and modify their preferences in our Member Preferences tool at any time with regards to day, time, and restaurants for upcoming events.
Philosophydinners.org/mp

 

Stage 3: Event Posting

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The event is created on the Meetup site in order to let members know when and where the next event will take place but the RSVP limit is set to 1 until the reservation has been made. (We wouldn’t want people to sign up before we can confirm that the restaurant can accept the reservation).

For events which take place outside of Vancouver:

Glen is initially listed on the event page as ‘attending’ but this is only because the Meetup system automatically does this when the event is posted. Glen adds a comment on the event page clarifying that he can only attend events which take place in Vancouver. Once members start to sign up then Glen changes his RSVP status to ‘No’ in order to avoid confusion.

 

 

Stage 4: Booking Reservations

 

 

If the event takes place within Canada or the United States

  then Glen books the restaurant reservation.

The Meetup RSVP limited is raised and members are now able to sign up.

 

 

 

 

If the event takes place outside of Canada or the United States

    then the restaurant reservation is made by one of our local members. An email is sent to members with the specific details of the restaurant reservation.

The scheduling process must wait until the reservation has been made by one of our members. If there is no interesting from local members in booking restaurant reservations for events (or participating in events in general) then the Meetup group will eventually be closed.

Please see the video below for more information:

(For members who book these reservations they are automatically added to the RSVP list so they do not have to pay the small fee to attend the event).

As explained in the above video, once a member agrees to make the reservation then they check the event page to make sure that it hasn’t already been done. If the event hasn’t already been booked, then one of our local members calls the restaurant and makes the reservation using the details provided. The member then adds a comment on the event page (i.e. “I made the reservation”).

The comment is then received by Glen automatically as an email. Glen will then raise the RSVP limit so members can sign up. 

Stage 5:
Sign-up & Volunteer Coordination

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Glen sends out an email request for members to help facilitate the discussions (with one facilitator for each table of 6 people) as per our established format. For events with more than one table, Glen finds one or two members to help divide up the attendees to the multiple tables as well as a backup facilitator.

(For events which take place in Vancouver, Glen is one of the facilitators and the person who divides up the attendees to the multiple tables).

 

Members can now RSVP for the event online via the Meetup event page (click here for instructions).

Members leave a comment on the event page stating that they will help facilitate (one table of 6 people). Members download the discussion notes from the link on the event page or Food for Thought page.

The event is cancelled (with refunds provided) if the facilitator roles are not filled by members.

Click here for the reasons why there is a small fee to attend our events.

Members are encouraged to view at least one of the videos on the Food for Thought page in order to be able to share their thoughts and opinions of these ideas with other attendees at the event.


Stage 6: Event Adjustments

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Glen monitors the number of people on the waiting list for the event. If the event takes place within Canada or the United States, and if there are enough people on the waiting list several days prior to the event taking place then Glen calls the restaurant to book an additional table. If an additional table can be added then Glen increases the RSVP limit to accommodate 6 more people.

(An additional facilitator will be required for each additional table).

If less than 5 people sign up (and the event takes place within Canada or the United States) then Glen calls the restaurant to cancel the reservation and refunds are provided to those members who signed up.


Glen monitors the number of people on the waiting list. If the event takes place outside of Canada or the United States, and if there are enough people on the waiting list several days prior to the event taking place, then Glen requests that the person who booked the event call the restaurant to book an additional table. If an additional table can be added then Glen increases the RSVP limit to accommodate 6 more people.

(An additional facilitator will be required for each additional table).

If less than 5 people sign up (and the event takes place outside of Canada or the United States) then Glen requests the person who booked the event to call to cancel the reservation and refunds are provided to those members who signed up.



Stage 7:
Final Reminders

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Glen sends out a final reminder to the attendees including a link to this video:

 

 
The Event Takes Place
 

Stage 8. Feedback

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Glen reviews the comments recorded on the event page and makes adjustments for upcoming events in this group and/or updates this scheduling process accordingly.

Members can now provide their feedback on the event page. Click here to view some of the feedback from previous events.

Members can continue to update their preferences for upcoming events 24/7:
Philosophydinners.org/mp

 


 Glen Brauer Calopia

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