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Host a CAM Event

It’s easy to host an event for your fellow Mensans and get the word out. Of course, you have to figure out what, where, and when. You’ll also have to decide if it’s going to be a virtual or in-person event. If virtual, do you want to take advantage of the premium CAM Zoom account or the CAM Discord server? Do you want people to RSVP and by when? Is there are a maximum number of attendees. Our Submissions page provides a good checklist about the information you may wish to consider when planning your event. Once you’ve figured all that out, CAM will help you promote your event on this website, in ChiMe (with enough lead time), and on Chicago Mensa Meetup.

GOBS Trust Funds

If you plan to take advantage of GOBS Funds to subsidize the cost of your event, you will be required to have your event listed in the ChiMe newsletter; an article about the event is also encouraged which should be submitted to our editor@chicago.us.mensa.org  (see the Submissions page for guidelines). Therefore, at this point, your event must take place in February or later, and you must submit a CAM Event Form, a CAM Zoom Event Form, or send an e-mail directly to the activities editor before the submission deadline (the deadline for the February issue is in 28 days). As long as you submitted your event to prior to issue’s submission deadline, you will have satisfied this requirement even if the issue is published late or cannot be printed — your event will still be listed on this website, Meetup, and in the CAM Mensa Connect e-mails.

In addition to the requirement that the event be published in ChiMe, the CAM Board must also approve the submitted GOBS request before the event starts which means at a monthly business meeting (see our Monthly Gatherings schedule); you need not be present. For example, if your event will take place after the January business meeting and prior to or on the date of the February business meeting, you’d need to submit your GOBS application before the January business meeting, or, if your event is in the January issue of ChiMe and the event starts before or on the date of the January business meeting, you’d need to submit your GOBS application before the December business meeting.

What to Expect from CAM

Once the Activities Bulletin Editor  receives either your CAM Event Form or CAM Zoom Event Form submission, or your e-mail (see below for specifics), your event will be added to both our website (listed on the appropriate Monthly Activities) and Meetup. If you are a Meetup member, our Meetup coördinator will designate you as the host, which will enable you to edit the event as you see fit. There is no deadline to get your event listed on Meetup and here on our website, but you do want it listed as soon as possible to give your fellow Mensans a chance to find out about it as well giving the CAM Meetup and website volunteers some time to list your event. It may also be listed in the upcoming events e-mails that are sent via Mensa Connect to our group as well as being promoted on the closed CAM Facebook group.

If you happen to be planning well in advance, like February or later, and you submitted your form or sent your e-mail before the submission deadline (the deadline for the February issue is in 28 days), your event will also be listed in the ChiMe newsletter. ( This is a requirement for GOBS-subsidized events.)

If you have a lot of information to be communicated, you may wish to submit a separate write-up of your event to our ChiMe newsletter editor in addition to the short event notice; the details about submitting it via e-mail  are on our Submissions page and the submission deadline for articles is the same as the deadline for submitting events (above), requiring you to plan well in advance.

Virtual Zoom Event

You can take advantage of the Chicago Area Mensa premium Zoom account to host your event by filling out our Zoom Event Form to reserve a time slot. Our account restricts us to only one Zoom event during any period allowing up to one hundred participants, unlimited group time, and breakout rooms. This is the same account used to host our virtual Monthly Gatherings, so, if you attended one, you’ll have an idea of what’s possible. Your submitted form will be sent to the Activities Bulletin Editor . Should you need to cancel, e-mail  the Zoom Coördinator, so s/he can let someone else use your time slot, as well as the Activities Bulletin Editor , so they can update the website and Meetup.

Virtual Discord or Board Game Arena Event

If you prefer Discord over Zoom, Matt C. has graciously set-up a server for CAM’s use. We also recommend you use Discord for any Board Game Arena event if you don’t have a premium account because you can use the audio feature of Discord to communicate with your fellow Board Game Arena players. The Discord app is available on Google Play , the Apple App Store, or go to https://discord.com/new/download. Then register for a new account. Discord provides a Beginner’s Guide. Matt C. has also written an Introduction to Discord doc, specifically for CAM members, to help explain his set-up. If you do decide to use our CAM Discord server, it’s just a matter of creating an Invitation Link for CAM members who have not yet used this special Discord server — many already have via other events like HalloweeM, the Monthly Gatherings, CAMBeer, Games & Conversation, etc. as well as most of our gamers. We also have a Discord FAQ page to help people become familiar with some of the nuances including the requirement to agree to the Code of Conduct.

To promote an event using our CAM Discord server, just let us know the details of your event by filling out our CAM Event Form. Alternatively, e-mail our Activities Bulletin Editor  and include all the details about your event. Our Submissions page provides a good checklist about the information that is required as well as optional information your attendees may need to know; you may wish to specify the CAM Discord channel in which you plan to meet. Should you need to cancel, e-mail the Activities Bulletin Editor  so they can update the website and Meetup.

In-Person

Just let us know the details of your event by filling out our CAM Event Form. Alternatively, e-mail our Activities Bulletin Editor  and include all the details about your event. Our Submissions page provides a good checklist about the information that is required as well as optional information your attendees may need to know. Events that have not been submitted to the activities editor early enough for publication in ChiMe (the deadline for the February issue is in 28 days) do not qualify for GOBS funds. Should you need to cancel, e-mail the Activities Bulletin Editor  so they can update the website and Meetup.

Facebook

If you use Facebook to promote an event, please notify the Activities Bulletin Editor  so that all CAM members know. Facebook events that have not been submitted to the activities editor early enough for publication in ChiMe (the deadline for the February issue is in 28 days) do not qualify for GOBS funds.

Meetup

If you post your event yourself on Meetup but don’t have Meetup announce it, or you cancel an existing event there, please notify the Activities Bulletin Editor  so that this website, etc. can be updated; Meetup announces an event ~6 days prior and only notifies attendees of cancellations. Meetup events that have not been submitted to the activities editor early enough for publication in ChiMe (the deadline for the February issue is in 28 days) do not qualify for GOBS funds.



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