• What's the difference between Internal and External Events?

  There are two types of events at ROCO: internal and external events. So what's the difference?

  Internal events are sponsored (supported) by a ROCO chapter, with full chapter involvement (volunteers and possibly funding), whereas external events assume little involvement from ROCO members and chapters, as described below.

  Internal events go through a "proposal" and "approval" process, whereas external events are based on a simple venue rental contract (which is much faster and easier). If you make an event proposal (suggestion) that does not pass the chapter approval, you can still organize it as an external event.

• What is an Event Organizer (one time)?

  The volunteer one-time event organizer is a non-professional volunteer who signs up to organize an Event at ROCO.

  Generally speaking, as a one-time event organizer, you will be responsible for planning, organizing, and managing the event & working closely with our team and any outside organizers/clients/vendors to create a memorable experience tailored to their needs and preferences.

  You will be the main contact point for this event. Your main tasks and responsibilities include:

  • Volunteer Coordinator
  • Time & Deadline Management
  • Content Creator (with our team)

  
     👉 Learn more: Download PDF

• What is an Event Host?

  Thank you for considering the position of ROCO Event Host, and thank you for volunteering to help organize a community event.

  When invited to host a ROCO event, you might ask yourself: what is an event host? What are my responsibilities?

  An Event Host is any person in the community who agrees to:

  • Act as a host at the center by arriving early, opening and closing the venue, helping with the setup and cleaning, etc.
  • Act as a co-organizer
  • Helping the Lead Event Organizer define the structure and format of the event
  • Help the Event Organizer create a list of invitees and invite them to the event

  Benefits

  An event host is recognized by being listed on the event webpage (if desired) and mentioned during the event. Usually, an event host will not pay an entry fee (ticket) for the event.

• Do I need to be a member of ROCO to organize an event?

  No, you do not have to become a member to organize an external event at ROCO - but we would love it if you did ❤️

• How can I organize a ROCO event?

  So you want to organize an event at ROCO: congratulations! and WELCOME on Board! It is a pleasure to have you with us.

  If you simply have a suggestion, you can file it here:

     👉 Suggest (organize) an Event 📌

  If you already know the details of the event (organizer, date, title, etc.), please file it here:

   👉 Reserve ROCO (request a room) ✅

   

  If you are NOT a ROCO member, we would love for you to join us: Become a Member.

  If you are already a member of ROCO and if this is a ROCO event, we recommend you start by reading our Event Organizers Guidelines SOP (Standard Operating Procedures) in the SOPs section on our website.

  If this is an outside event, we recommend that you connect directly with our Administrative Team to learn more.

• What are the amenities/inventory available at ROCO?

  Check our ROCO Inventory page and all the photos of the ROCO inventory.

• How can we setup the room? What are available setups?

  There are multiple types of room setups at ROCO

  • Conference Room Setup
  • Working Groups Setup
  • Hybrid Setup
  • Party Setup
  • Auditorium Setup
  • Default Setup, etc.

  In order to determine the maximum number of people that works for your event, please view our Room Setups

• How many people does ROCO fit?

  The maximum capacity at ROCO is 99 (also, the maximum number of chairs that can fit in the main room is about 99).

  However, there are multiple types of room setups at ROCO. In order to determine the maximum number of people that works for your event, please view our Room Setups

• How can I provide feedback to ROCO?

  Thank you for organizing an event at ROCO. Please take a couple of minutes to help us improve:

  Feedback Form

• How do I get a purchase approval?

  As an event organizer, there are multiple types of expenses you may incur in your volunteering activity for ROCO. We understand it.

  Purchase Types:

  • Small consumables
    • Anything less than $25. These do not require any sort of approval. You will be reimbursed for your expenses at your request.
  • Everything else
    • Any decoration/design, collectibles, or utility items must be approved.

  As it stands, we need to approve any piece of equipment (any non-consumables) that are bought for ROCO. Yes, even if you're spending your own money :)

  Please keep in mind that we already have a lot of equipment, and we must be aware of storage and design requirements, and we may already have the piece of equipment you need.

  Ready to make a purchase?

  Open a Purchase Request

• How do I get reimbursed for purchases?

  If you've made a purchase for ROCO, and assuming your purchased was approved (after you opened a purchase request) you can get reimbursed.

  File Reimbursement Request

• Where do I find your Manuals (Standard Operating Procedures/SOPs)?

  Our Standard Operating Procedures can be found online on our SOPs Page, and in print at the center.

• What is the difference between External Events and Internal Events?

  Choosing the Right Type of Event for You

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  External Events

  External events are entirely organized by an outside entity (members and non-members), with very limited ROCO involvement.

  Who can organize: Anyone can organize an external event.

  Budget: ROCO does not usually provide a budget for external events. The event must be entirely self-financed.

  Approval: Approval is done by the Executive Director**.

  Contract: A reservation contract is required

  Rental Fees: Charging for events: ROCO can decide to charge for space rental as it sees fit. Usually, if an event is deemed to be created for the benefit of the community (non-profit for the organizers), ROCO will not charge for space rental. However, cleaning and other expenses need to be covered by the organizers.

  Marketing: As we have a vested interest in all events organized at ROCO to be successful, ROCO will generally publish and promote all events happening at ROCO. This includes promoting the event on our website, on Facebook, in our periodic emails, WhatsApp and text messaging lists, etc. However, ROCO makes no promises regarding the amount of marketing we will do for an external event.

   👉 Start organizing an external event: Reserve ROCO.
  
  

  Internal Events

  Internal events are events that ROCO decides to sponsor through one of the chapters. ROCO volunteers and team help out with the structuring and marketing of the event 

  Who can organize: only ROCO members can organize internal events.

  Budget: ROCO Chapter Leads will decide on the budget allocated to the event, if any.

  Approval: The decision to sponsor the event comes from the Chapter itself (not the Executive Director)**.

  Contract: A reservation contract is not required. Since a Chapter is sponsoring the event, a Chapter volunteer will be the responsible party.

  Rental Fees: Charging for events: ROCO will generally not charge for community events, but may decide to charge for any events from which a profit is made, especially for business entities (usually not for nonprofit or community-oriented groups, like Cenaclu, Vox Maris, or other artistic initiatives).

  Marketing: ROCO will make a significant effort to promote all internal events happening at ROCO. The amount of marketing will heavily depend on the perceived importance of the event to our community, the number of people attending and the number of other events around the same time.

  The first step in organizing an internal ROCO event is to suggest the ROCO Chapter Leads pick up the event internally and help out with the organization of the event. It is the responsibility of the Chapter Lead to reply to the request within 2 to 5 business days. If a response is not received on time, please contact our Executive Director.

   👉 Start organizing an internal event: Ask/suggest ROCO to organize an event. 

  
  
  * ROCO is an Open Community Center. As a non politically or religiously affiliate center, we are happy to host any events relevant to our community, including any religious and political events, from all sides, non-discriminating.

  ** Approval depends on many factors, including, but not limited to:

  • the timing of the event,
  • the availability of the space,
  • the ability to find a ROCO volunteer to host the event, etc.

• Event Rules and Regulations

  Event Rules and Regulations

  ---

  By attending the event, guests agree to adhere to these rules and regulations. The event organizers reserve the right to remove individuals who violate these guidelines or otherwise disrupt the event. Compliance with these rules ensures a safe and enjoyable experience for all attendees.

  1. Capacity and Admission:

     • The maximum capacity of the venue is 100 persons. This limit is strictly enforced to comply with safety regulations. Entry will be on a first-come, first-served basis until the capacity is reached.

  2. Event Timing:

     • Events can be scheduled during the day and up to midnight. Events extending beyond the stipulated time require prior approval and appropriate supervision arrangements.

  3. Smoking Policy:

     • Smoking is strictly prohibited inside the venue. Designated smoking areas are available outside the building. Please use the provided receptacles for disposing of cigarette butts.

  4. Noise Control:

     • To respect our neighbors, noise levels should be minimal, especially after 10:00 PM. This includes the volume of music, entertainment, and general crowd noise.
     • Use of sound-amplifying equipment is allowed but must be kept at a reasonable volume and should comply with local noise regulations.

  5. Behavior and Conduct:

     • Guests are expected to maintain a respectful and courteous demeanor at all times. Disorderly behavior, including but not limited to fighting, harassment, or offensive language, will not be tolerated.
     • The event organizer is responsible for the behavior of their guests. Any individual acting in a manner that disrupts the event or poses a safety risk may be asked to leave the premises.

  6. Alcohol Consumption:

     • If alcohol is served, it must be done so responsibly. The event organizer must ensure that underage drinking does not occur and that guests do not become inebriated to the point of disorderliness or health risk.

  7. Property Damage:

     • Attendees are responsible for any damage they cause to the venue's property. Event organizers may be held financially responsible for any repairs or cleaning necessary due to damage or excessive mess resulting from their event.

  8. Compliance with Laws:

     • All events must comply with local, state, and federal laws and regulations, including health and safety codes, licensing, and fire safety requirements.

  9. Cancellation Policy:

     • Any cancellations must be made in writing and received by the venue management at least 7 days before the event. Failure to comply with this policy may result in a cancellation fee or forfeiture of the deposit.

  10. Emergency Procedures:

      • Familiarize yourself with the venue's emergency exits and evacuation procedures. In an emergency, remain calm and follow the event staff's or emergency personnel's instructions.

   

  Safe Space: Additional Rules and Regulations for Events

  ---

  We are committed to providing a safe, inclusive, and respectful environment for all members and guests. To ensure the well-being and enjoyment of everyone, we have established the following rules and regulations concerning behavior at events hosted at our facilities. These rules apply to all attendees, staff, volunteers, and participants.

  1. Prohibition of Hate Speech and Incitement to Violence

  • Any language or behavior that promotes hatred, violence, or discrimination against individuals or groups based on race, ethnicity, religion, gender, sexual orientation, disability, or any other characteristic is strictly prohibited.

  2. Harassment and Bullying

  • Engaging in harassment or bullying, whether verbal, physical, or through other means, is not tolerated. This includes any repeated or severe behavior that intimidates, demeans, or humiliates an individual or group.

  3. Discrimination

  • Discriminatory behavior or remarks, whether based on race, color, religion, sex, national origin, age, disability, genetic information, or any other legally protected characteristic, are strictly prohibited.

  4. Sexual Harassment and Misconduct

  • Sexual harassment, including unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, will not be tolerated.

  5. Confidentiality Breaches

  • Unauthorized disclosure of proprietary, sensitive, or confidential information about individuals, companies, or organizations associated with ROCO Chicago is strictly prohibited.

  6. Misrepresentation or Fraud

  • Deliberately providing false, misleading, or inaccurate information for personal gain or to harm others is not permitted.

  7. Intellectual Property Infringement

  • Respect for intellectual property rights is paramount. Unauthorized use, distribution, or reproduction of copyrighted, patented, or trademarked materials is prohibited.

  8. Cyberbullying and Online Abuse

  • Using digital platforms to intimidate, harass, or harm individuals, whether associated with an event or not, is unacceptable.

  9. Defamation

  • Spreading false statements about a person or entity that injures their reputation is strictly forbidden.

   

  Consequences

  ---

  Failure to adhere to these rules and regulations may result in immediate removal from the event and the premises and may lead to a ban from future events at ROCO Chicago Community Center. Depending on the severity of the offense, legal action may be taken.

  Reporting Violations

  ---

  If you witness or are subjected to any form of untolerated behavior, please report it immediately to designated event staff or center management. We are committed to addressing all reports with the utmost seriousness and confidentiality.

  Disclaimer

  ---

  The venue and its management are not responsible for the behavior of event organizers or guests. While we provide a space for events and activities, the conduct and management of the event are the sole responsibility of the event organizers. The venue does not endorse any behavior that violates the rules and regulations stated above or any local, state, or federal laws.

  Furthermore, the rules and regulations listed are not exhaustive. Additional rules and guidelines may apply depending on the specific nature of the event, the requirements of the event organizers, or changes in local regulations. Event organizers must communicate any additional rules to their guests and ensure compliance.

  The venue reserves the right to update the rules and regulations and the accompanying disclaimer as needed to ensure the safety, comfort, and compliance of all parties involved. It is the responsibility of the event organizers to stay informed about and adhere to the most current version of these guidelines.

  Acknowledgment

  ---

  By participating in or attending any event at ROCO Chicago Community Center, you agree to adhere to these rules and regulations, ensuring a safe and enjoyable experience for all.

  Thank you for your cooperation and for making ROCO Chicago a welcoming community space!

Presenters FAQ

• Can you accommodate PowerPoint presentation from a jump drive?

  Our recommendation is to bring a "Google Slides" presentation (NOT PowerPoint)

  If you REQUIRE PowerPoint, then you should bring your own computer. Ideally, a MAC (which can be connected wirelessly via AirPlay). Alternatively, a Windows Computer with HDMI output.

• Should I bring my own laptop?

  We do not recommend bringing your own laptop. Instead, what we recommend is that you setup your presentation/slides/documents using Google Slides, Google Drive, etc.

  ROCO provides high-quality Mac and Windows laptops, that can be connected to our network.

  NOTE: we do not support PowerPoint

  Should you require PowerPoint (assuming you cannot use Google Slides, etc.), we do recommend that you do bring your own laptop. In that case, what we provide in terms of connectivity is an HDMI cable. Please note that, in case you use a Windows computer AND you need sound output on the BigWallTV you must be able to control distinct video and sound outputs on your laptop, since our HDMI cable is VIDEO-only.

  Alternatively, you can project on our projector, via HDMI: the projector provides both video and sound output.

• How can I show/present a Youtube video?

  You can easily present a Youtube video from/on any one of our devices, including our BigWall TV. Every one of our devices is connected either directly to youtube or to an Apple TV.

  Note: we do provide access to a commercial-free Youtube account.

  Learn more about streaming to our devices: visit our Standard Operating Procedures.

• How can I stream a video (or images) that are loaded on my device?

  You can directly stream from your Apple device directly to one of our Apple TV-enabled TVs (including our BigWall TV).

  If you have a Windows device, you have two options:

  • if your device has an HDMI output, you can stream via HDMI to every one of our devices, or
  • you will have to transfer your file(s) to one of our Apple devices and stream to Apple TV via AirPlay

  Learn more about streaming to our devices: visit our Standard Operating Procedures.

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