From 8ba6765dc9873467f574ea30d3656f9056667043 Mon Sep 17 00:00:00 2001 From: smg7d Date: Thu, 19 Mar 2020 23:32:10 -0400 Subject: [PATCH] add cancel meeting checklist. this is a draft and invited to be improved upon --- cancelMeeting.md | 27 +++++++++++++++++++++++++++ 1 file changed, 27 insertions(+) create mode 100644 cancelMeeting.md diff --git a/cancelMeeting.md b/cancelMeeting.md new file mode 100644 index 0000000..469b48b --- /dev/null +++ b/cancelMeeting.md @@ -0,0 +1,27 @@ +# A Checklist for Canceling a Meeting + +## Decision and Messaging +- Define the reason why the meeting is being canceled +- Define the plan for rescheduling canceled meeting (postpone, skip) +- Define plan for adjusting future meetings, if necessary +- Craft a concise message summarizing the situation that covers the above points in 2-4 sentences + +## Communicating with Membership +- Define point person for communicating message to members (membership coordinator or otherwise) +- Communicate message via email +- Communicate message via discord +- Communicate message via twitter +- Cancel the event on Meetup + +## Communicating with Other Relevant Parties +- Notify the venue that the event has been canceled (booking coordinator or otherwise) +- Notify the speaker that the event has been canceled (speaking coordinator or otherwise) +- Notify partner groups that the event has been canceled (community outreach coordinator or otherwise) +- Notify corporate sponsors that the event has been canceled (corporate outreach coordinator or otherwise) + +## In case of very short notice (less than 1 day) +- Identify members of steering committee available to handle the situation +- Consider options to prevent canceling +- Work through Decision and Messaging points together +- Delegate communication points, which are roughly in order of priority +