5.6 Regional Events
Definition
Those academic, educational, cultural and social events that are not organised on a purely local basis, and will be open to all associates of the (Prospective) Affiliated Societies and (Prospective) Adjunct Members are considered official EUROAVIA Regional Events, if they fulfil the following minimal criteria:
they are organised by at least two (2) Affiliated Societies,
they have at least fifteen (15) times the numbers of hosting Affiliated Societies attending EUROAVIA associates, registered after the end of the free cancellation period of the applications;
the event lasts at least four (4) days.
The organisers are responsible for declaring their wish to host a public event to the International Board. The use of the name EUROAVIA is subject to the permission of the International Board.
General Rules of EUROAVIA Regional Events
Unless otherwise specified, the general rules of International Events apply to Regional Events.
Dispute resolution in case of conflicting rules or unclear specification is subject to the decision of the event tutor in conjunction with the International Events Working Group and the International Board.
Participation is on a first-come, first-serve basis without exceptions.
Associates of organising Affiliated Societies are eligible for participation.
Accommodation is to be provided by the organising Affiliated Societies. Participation slots may be offered without accommodation. In case of a slot without accommodation, a reduced participation fee is to be charged. The reduction is to be equivalent to the resulting saving in costs. At least fifty percent (50%) of slots must be offered with accommodation.
Regional Events may not be a Congress or a Train New Trainers.
Hosting Associated Societies may not host more than one (1) Regional Event consecutively.
5-Year-Rule Extension
Upon successful completion of a Regional Event, Affiliated Societies are granted an extension to the deadline for organising a EUROAVIA International Event instead of a full 5-year extension.
Final decision over the distribution of extensions is subject to the decision of the event tutor in conjunction with the International Events Working Group and the International Board.
Extensions are added on top of the left time to the deadline for organizing the next International Event.
All time left to the deadline after organizing an International Event is not carried over, after organising an International Event the deadline will be set for five (5) years again.
Ten (10) months’ worth of extension is to be granted for the participation in organising a Regional Event as a baseline.
Twenty-five (25) months’ worth of extension are to be granted in distribution according to organisational contributions to the Regional Events.
The number of months granted according to financial contributions are to be measured by calculating the ratio of money spent by the individual Affiliated Society over total money spent for the event, multiplied by twenty-five (25), rounded to full months.
Twenty-five (25) months’ worth of extension are to be granted in distribution according to organisational contributions to the Regional Event.
The number of months granted according to organisational contributions are to be measured by calculating the “Participation-Percentage” of all organisational actions taken by the Affiliated Societies, multiplied by twenty-five (25), rounded full months.
The weighted ratio (“Participation-Percentage”) is to be represented with a number between 0 and 1 with zero (0) representing no contribution and one (1) representing full contribution. The “Participation-Percentage” is to be calculated with an allocation system.
The allocation system is to be approved beforehand by all involved Parties, being the organising Affiliated Societies, the International Events Working Group represented by the International Events Tutor and International Board.
The allocation system may be adjusted during the organisational phase, if involved parties deem it appropriate.
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