Events Policy

Events Policy for NolimitsSociety

Events at NolimitsSociety have a rich history and are fundamental to NolimitsSociety’s success. With this policy, Events are now first-tier activities at NolimitsSociety and can be run by two or more NolimitsSociety Members.

• Event Team establishes an event leadership team with 2-5 NolimitsSociety members
• Create a profitable budget with realistic income, expenses, and quotes or contracts
• Apply for an event through NolimitsSociety, preferably at least 30 days prior to the event
• Event Manager will process event approval, and if any, exemption approval to the CEO
• If approved, Event Manager signs event space and catering contracts
• Event team to recruit more organizers and volunteers, the more, the better

• Event team can start public marketing, promotion, CFPs/CFTs
• Event team to find sponsors. Event Manager to sign sponsorship contracts
• Event team to divide up and work on event, local, logistic, and volunteer tasks for several weeks
• Event team to run the event with the help of organizers and volunteers
• Event team to submit and finalize all invoices and payments within 30 days
• Net profits are split and allocated within 90 days
• Take a break; you’ve earned it

 

Types of Events

There are ten major event types:

• Sports & Supercar Events – This event type features a ferocious collection of horsepower arranged in specially curated and themed displays.
• Classic Car Events – This event type features car club displays, US hot rods and muscle cars, classic cars, classic tractors plus live music and artisan food and drink.
• Modded & JDM Car Events – This event type features modified cars & cars made by Japanese companies.
• Specialist & Model Specific Events – This event type features Specialist & Model Specific Cars.

• American & Hotrods Events – This event type features American & Hotrod Cars.
• Car Rallies & Driving Tours – This event type features Car Rallies & Driving Tours.
• Race Events – This event type features Race Events.
• Autojumbles – This event type features Autojumbles.
• Track Days – This event type features Track Days.
• Motorbike Events – This event type features Motorbike Events.

 

NolimitsSociety Events

Paying members of NolimitsSociety can organize events through their paid membership dashboard.

NolimitsSociety Members, Sponsors, and Partners may apply for an NolimitsSociety Event. For-profit companies, unincorporated associations, or individuals may not apply for an NolimitsSociety event to protect NolimitsSociety’s brand.

Sponsors & Partners need to sign a partnership and licensing agreement and pay a licensing fee to use NolimitsSociety’s trademarks and branding. Such an agreement covers a single event or a series of events in a single year. In return, NolimitsSociety will promote the event as per a standard local or International event. Access to sponsorship or attendance lists from NolimitsSociety events is explicitly not granted.

The partner association or sponsor should submit a plan and budget to help assess if the event can be approved. No funds from NolimitsSociety will be used to promote or run the event, as all marketing, expenses, profits, liabilities, and risks belong to the partner organization.

Normal Events are out of scope

There is considerable overlap between larger events or activities and a local event. A normal car event, car show, or car meet does not require an event submission and does not require prior approval. Generally speaking, if a car event or car meet is free to attend, does not require sponsorship, and has expenses of less than $250, pre-approval or an NolimitsSociety event application is not required.

The following meeting types are not covered by this policy:

• Local Events: A free and regularly scheduled activity led by NolimitsSociety Crew Members.
• Project Meetings or Activity: A free and regularly scheduled project meeting, such as a member group or member meeting, led by Crew members or leaders.
• Crew Meetings: A free and regularly scheduled meeting of Crew members of NolimitsSociety, and supporters of our community.
• Special Events: a public general or public or private special event held by the C.E.O.

Sponsor / Partner Events: (Say, where event space or food and beverage is covered by a sponsor) are encouraged to ensure that meetings and smaller events do not require pre-approval.

Community

Some primary drivers for NolimitsSociety’s events are that they should be fun, car related, and safe to attend. Therefore, we require organizers and members of all event types, including NolimitsSociety’s, to adhere to NolimitsSociety’s Code of Conduct and Event Attendee Policy.

NolimitsSociety’s Code of Conduct

All NolimitsSociety’s events must be conducted in a manner consistent with the Code of Conduct.

Event Code of Conduct

To ensure a safe, fun and rewarding experience, NolimitsSociety’s Events shall conform to the Event Attendee Policy and, in particular, its Anti-Harassment provisions.

Attendee Privacy

Organizers are required to follow the NolimitsSociety Privacy Policy and ensure that personal information is collected and stored in compliance with local laws and regulations like GDPR.

Participation in NolimitsSociety’s Events are subject to locally applicable data protection regulations (for instance, see GDPR). Where conflicting local regulations exist, the most restrictive should be observed.

Event Team Structure

Events can be run in many different ways, but to enable the proper functioning of expenses, budgets, and sponsorships, we categorize event organizers into two groups:

• – Event Leaders: Must be NolimitsSociety Crew members or leaders.
• – Members: Who need to be NolimitsSociety members.

We recognize that all successful events rely on the generous donation of time and resources from many leaders, organizers, members and volunteers.

Leadership

Event leaders are NolimitsSociety’s leaders, with all that entails – a free membership, ability to claim expenses and submit budgets. Events must have at least two (2) and up to five (5) leaders. Leaders must be NolimitsSociety’s members to allow the use of the expenses policy and setting and using the event budget. Leadership is conferred after a successful event application process, and once granted, the event’s organizer page should have the list of active leaders in the event’s website.

Leaders are responsible and accountable for planning the event, drawing up and meeting the budget, and ensuring that the event is profitable. Leaders are likely to contribute well in excess of 40 hours organizing an event (usually far, far more) and perform hundreds of tasks, which is why they are considered NolimitsSociety’s Leaders, just like Crew and Project Leaders.

Some of those responsibilities include:

1. Ensure events are conducted in a manner consistent with the NolimitsSociety Mission, Principles, and Code of Conduct
2. Comply with the NolimitsSociety Privacy Policy and ensure that personal information is collected and stored in compliance with local laws and regulations like GDPR.
3. All event management logistics, budget management, website content, promotional items, site selection, catering, and venue
4. Manage facility space allocation and programming layout
5. Management of other meetings and receptions
6. Graphical design of event including signage and print materials
7. All other event-related activities not explicitly delegated and then accepted by NolimitsSociety Staff.

Local, Global, and NolimitsSociety’s Event leaders are solely responsible for managing their respective Event.

Organizers

Organizers are responsible for working on and delivering event activities at the direction of Event leaders, such as reviewing papers, speaker/trainer liaison, sponsor liaison, event location and ground logistics, volunteer scheduling, and so on. Organizers are likely to perform many tasks on behalf of the event.

Events can have any number of organizers, but to promote accountability for deliverables, this policy recommends less than 20.

Volunteers

Volunteers are responsible for working on and delivering small parcels of event activities, such as proctoring rooms, taking a shift at the registration desk, and so on. Volunteers are generally local to the event itself and will likely work on only a limited number of tasks or activities.

Events can have any number of volunteers, but to reduce volunteer management and logistics, this policy recommends less than 50.

Event Teams are responsible for adequate staffing for their event, including organizers and volunteers from the local event community.

NolimitsSociety Event Team

NolimitsSociety has a small Event team, who will be working with Event leaders to create a successful submission. They will provide the Board with any exemptions to vote on, and once completed, on the event approval process.

NolimitsSociety is responsible for signing contracts with event spaces, engaging with NolimitsSociety’s sponsors and partners, processing expense claims, and paying invoices such as trainer payments or catering costs on behalf of the Event through the budget.

If an event wishes to have NolimitsSociety’s assistance, such as running the registration desk or running a training track, this is possible but has costs associated with it. Please work with the Event Team during the submission process to ensure that your requests can be met.

Some of the NolimitsSociety’s duties may include (and not limited to):

1. Promoting or co-marketing the event once approved.
2. Signatory of Contracts and Agreements.
3. Securing necessary insurance given parameters provided by the Event Team.
4. Solicitation and securing event sponsors.
5. Processing of payments.
6. Accounting of profit and loss statement for the event.
7. Assisting with the running of a Board meeting at an Local or Global event.
8. Running agreed project or training tracks.

 

Leader, Organizer, and Volunteer Benefits

The policy recommends that in return for organizing and putting on an event, the following benefits should be applied:

1. Leaders, organizers, volunteers, speakers, members and drivers should have free access to the event.
2. All leaders, organizers, and volunteers should be given an event t-shirt or swag to help identify them for their efforts, and especially if they are present at the event to help attendees identify Event team members who may be able to assist them.
3. Reasonable accommodation for parking or local transport, food, and beverages, especially if their duties require them to be present on a continuous basis.
4. At the discretion of Event leaders, access to event dinners and social events is highly recommended but not required.

Event leaders have in the past provided “free” NolimitsSociety membership to organizers or volunteers. Whilst admirable, NolimitsSociety’s funds paying for NolimitsSociety membership is prohibited by NolimitsSociety’s bylaws to prevent an appearance or actuality of conflict. That said, Event leaders can apply for an exemption with the event application. If an exemption is granted by the Board, a list of no more than 20 names should be provided for the exemption no later than 60 days after the end of the event. Per the bylaws, all such memberships do not confer voting rights and will last a single year unless an exemption is granted by the Board.

If an exemption is granted, any Membership fees will be deducted from the gross profits of the event at the membership fee due in the event’s country.

Crew and Leader Benefits

If NolimitsSociety attend the event, such as to assist with registration or holding a show, organizers shall give staff and the Board free access to the event. Access to event activities, such as the event dinner or social events, is recommended but not required.

Event lifecycle

An event team should be formed that plans out the event they wish to run, establish who is willing to volunteer from the community, who are the likely attendees and how many, determine a preferred location, catering if desired, A/V providers, and any parking blocks required, have some preliminary discussions on costs with these vendors to be included in the budget.

All events, even small or virtual ones, require pre-approval through Event Submission.

Event approval is contingent upon:

1. A complete submission including a complete budget and all required exemptions.
2. The proposed event is aligned with our mission.
3. 2-5 event leaders (organizers and volunteers can be later.)
4. A complete, profitable budget including quotes from major expense categories, such as event locations and catering, and income categories including local and global sponsorships.
5. Dates do not conflict with nearby local or regional events or NolimitsSociety’s events.

You may make changes from submission until approval, and this policy encourages you to work with the Event Team for a successful event, including obtaining sponsorships.

Any exemptions required from this policy must be listed in the event application.

Timelines

Events take time to plan, organize, and promote. All event types require event pre-approval before the event to ensure that local or regional events do not clash with each other or NolimitsSociety’s events, as well as to ensure that the events have time to be organized properly, and shared services provided by NolimitsSociety such as social media promotion, contract signing, insurance, virtual services, and so on can be provided.

The following minimum timelines apply:

1. Local events: 90 days prior to the event
2. Track Days: 180 days prior to the event
3. Global events: 360 days prior to the event

Event teams must coordinate with NolimitsSociety to ensure that there are no other nearby or global events or activities that would drain attendees from both events. Events within 30 days of an Global event will likely need to be rescheduled, as being too close to the Global event will likely result in poor attendance for both events.

No more than 30 days following the submission of a completed event submission, the Events Manager and C.E.O or their designated representative shall approve or deny an Event Application. If rejected, the team shall be given additional time to improve the application or resolve issues as long as the deadlines above are met.

Events contingent on exemptions being passed by the Board require an additional 45-60 days for approval due to Board meeting schedules.

If selected, the Event Team must acknowledge receipt of and their agreement with these policies and any granted exemptions.

Pre-approval budgeting

For successful event pre-approval, Event teams must construct a profitable budget that covers the minimum requirements of each budget type. Budget templates are available in the Events in a Box.

Larger events should plan well ahead, including the need to submit their event proposal and budget to NolimitsSociety’s annual global budget the prior year to ensure that there are funds set aside for the event.

A budget must contain a list of potential contracts, along with any financial obligations and when expenses or revenue are due or expected.

All event types require a budget to be submitted, and only profitable events will be approved. Once approved, Event teams will be held to meeting this initial budget, so completeness and accuracy will help Event Teams run a profitable event.

Event Organizers hold events using their finances and at their own risk, so NolimitsSociety’s funds are not required for event approval but are recommended to assist first-time organizers in running a successful event.

Site Selection and Venue

Cities and venues for NolimitsSociety’s Global events should be selected through a Event Submission. Criteria for selection will include but will not be limited to:

1. Accessibility
2. Local community/security community presence
3. Venue availability
4. Value for attendees

If the event team needs assistance negotiating preliminary contract terms, NolimitsSociety has experienced event staff who can join calls and help negotiate terms and conditions, as well as find or suggest alternative vendors who might be better value. The earlier an event team reaches out if they need help, the more likely a better deal, greater discount, or increased value can be found. Only the C.E.O and Event Manager can sign contracts – event teams cannot do so on behalf of NolimitsSociety. For more information, please consult the Events in a Box handbook.

Vendor selection

All vendors, such as hotels, event spaces, A/V companies, CTF platforms, and more, should be selected through the Event Submission process. Vendors are selected based on the value provided to the event.

Budgets, Expenses, and Financial Controls

NolimitsSociety’s Events are stand-alone profit and loss centers, which requires them to be sustainable and profitable so that the profits from the event can be reinvested in next year’s event, as well as directed investments into NolimitsSociety’s core mission.

Most events will be required to submit a budget as part of the approval process using vendor quotes, likely costs, and income, based upon realistic assumptions, and we recommend creating a budget regardless of the event size. NolimitsSociety must demonstrate to regulators, tax agencies, sponsors, and potential donors, that funds are used wisely and frugally to deliver our mission, and we do that by approving events with a profitable budget and then working with event teams to ensure that the budget is met or exceeded.

Please refer to Events in a Box handbook to find how to find the suitable template and create a sustainable budget for your event type.

Responsibility and accountability

Exercising all necessary due diligence and care, Event Leaders shall manage the finances of NolimitsSociety’s events. These efforts shall always be evaluated for their transparency and integrity.

Initial Seed Funding

For the last 2 years, NolimitsSociety has funded deposits and installment payments from general revenue, and attempted to recover the deposits from profits. This was ad hoc and not well understood by many, as many did not understand that NolimitsSociety could help Event teams start new events even without available funds. This directly led to limited growth in new events, which hampered our mission and the growth of NolimitsSociety.

This policy creates an Events Initial Seed Funding pool, with an amount set aside by the Event Manager in the annual budget. New local or Global events may access this fund to start up a new Local or Global event. When funds run out, it will either need topping up by a grant, or events will need to wait until the following year to re-apply for seed funding.

Initial seeding of an event requires a successful Event Submission. Approval of events is contingent upon a realistic event budget that is designed to be sustainable and profitable. Events aiming to run every year must retain sufficient profits to run the event the following year, such as event location booking fees. For more information, please see the “Investing in the future” below.

Global events are budgeted by NolimitsSociety each year and do not have access to initial seed funding.

Event Budgets

Budgets for all events will be developed based on vendor and venue proposals, along with forecasted revenue.

Local and Global events that have forecasted expenses greater than $5,000, must submit their budget as part of the Event Application Process within the timelines set out in this policy. Global Event budgets shall be presented to the C.E.O and Event Manager for its approval no later than 12 months prior to the start of the event.

If an event requires large upfront payments that cannot be covered from the seed fund or a prior year’s funds, the event can submit the likely expense to be in the global NolimitsSociety budget approval for the following year, or ask for a partner to grant the funds if the event is to be held within this financial year. Requisitioning pre-event spending must be completed as part of the approval process and within the timelines outlined in this policy.

Once approved by the Event Manager and C.E.O or their designate, NolimitsSociety will be the sole executor of instruments that contractually and financially obligate the Event Team to execute events.

Income, donations, bartering, sponsorships

All income, donations, ticketing, sponsorships, bartering arrangements, funds, and expenses must be through NolimitsSociety for financial transparency, tax, and regulatory compliance reporting purposes.

Expenses

All expense reimbursements and payments will be paid in accordance with the expense policy, with particular attention to the following:

Budgeted expenses are eligible for reimbursement as per the approved budget, but where an expense is less than the budget, the lower of the two will be reimbursed.

When any expense other than airfare is expected to exceed €2,500, an invoice must be requested from the vendor so NolimitsSociety can remit payment directly.

Invoices from vendors should have Net 60 terms, and NolimitsSociety will make the best effort to pay within the current Service Level Agreement. Variations from these terms require approval by the C.E.O or their designate.

Invoices received within 30 days when payment is required cannot be guaranteed to be paid on time. Unbudgeted expenses must follow the Expense policy, including any pre-approvals as required by that policy, and any temporary expense constraints. Events must not exceed €2,500 in total per event without Event Manager or C.E.O approval depending on the amount. Failure to do so may result in your reimbursement request being denied.

Invoices and expense reimbursements will be denied if submitted more than 60 days following the event. Event teams are responsible for covering any denied expenses due to delays in submitting invoices or expense claims.

Travel

All travel for events is governed by the NolimitsSociety’s Travel Policy. In all cases, due to the fact that travel discourages investments in local capabilities and talent, and its very poor return on investment for mission funds, travel and accomodation must be pre-approved and is very unlikely to be approved.

Insurance

All NolimitsSociety events must possess the correct insurance. NolimitsSociety will provide the Event team with a quote for insurance.

Sponsorships

NolimitsSociety is the exclusive sponsorship agent of all NolimitsSociety Events. At the Events Manager and C.E.O, NolimitsSociety may provide services to Event Teams to identify, solicit, contract, invoice, and collect sponsorship revenue.

In collaboration with NolimitsSociety, Event Teams can develop a collection of sponsorship opportunities that offer unique value to partners when supporting these events. Event Teams acknowledge that their events’ pricing and benefits must be compatible with offerings for Global events.

From time to time, NolimitsSociety may offer “bundled” sponsorships that may include benefits delivered through larger events. Both NolimitsSociety and these Event Teams will make a best-case effort to always ensure each partners’ satisfaction with their sponsorship.

Ticketing

All ticketing or registration shall be done through NolimitsSociety’s managed services, regardless if a fee is charged. This is for tax and profit compliance reasons, as our systems permit group registrations, and provides a receipt or invoice, as well as the ability for NolimitsSociety to refund ticket holders if the event is canceled.

NolimitsSociety’s Member Discounts

For paid events, event teams are encouraged to provide and promote NolimitsSociety’s Member discounts. A typical amount is usually 20% off, or sufficient that the cost of NolimitsSociety membership is covered by the discount. Member discount code budgeting should ensure that discounted ticket prices still cover the costs associated with the event.

Discount codes

For paid events, event teams can provide a discount code to encourage early bird registration or partner discounts.

Discount code requests shall be provided no later than 15 days before the opening of event ticketing. Each event has a revenue forecast built on a particular number of tickets sold at various discounts. Discount code budgeting should ensure that discounted ticket prices still cover the costs associated with the event.

Bundling NolimitsSociety Memberships

Under NolimitsSociety’s bylaws and various privacy laws, NolimitsSociety’s memberships may not be offered for “free” (even on an opt-out basis) but can be bundled with the event’s price on an opt-in basis. The price differential for the bundle is the same as the class of NolimitsSociety’s membership being offered.

Where an event has an NolimitsSociety Member discount, bundled ticket and membership price should be the NolimitsSociety Member registration fee and the relevant membership fee. If no membership discount is offered, the overall price should be the registration fee and the relevant membership fee. There can be no discount applied to NolimitsSociety’s membership other than a registration discount for NolimitsSociety’s members to the event. The membership fee will be moved from the event’s profit & loss to pay for NolimitsSociety Membership, minus any ticketing fees so as to not disadvantage the event’s profitability.

For more details relating to offering and pricing bundled memberships, please refer to the Events In a Box Handbook.

Event teams are responsible for forwarding a final membership report to NolimitsSociety no later than the start of the event so that all memberships can be processed with sufficient time for any member discounts to be applied.

Renewal notifications . It should be made clear to attendees that if they need to maintain their membership, they should use the standard membership process to renew or join, and then buy tickets to the event at the member price.

Complimentary Tickets

The event team may establish a discount code to provide complimentary registration for paid events, but this should be financially responsible and not exceed 20% of the total tickets available. If the desire is to run a mostly free event with more than 20% of tickets being complimentary, contact NolimitsSociety to find sponsors for the event so it can be free for all attendees.

If leaders or organizers need an assistant to run their local event, a limited number of complimentary discount codes may be given to the organizer to give to nominated assistants to assist them throughout their event.

Complimentary registration should not be offered for events where a organizer fee is being paid without prior agreement from the organizer.

If the event is a paid event, the event team, event volunteers, speakers, trainers, NolimitsSociety staff, and Board members are eligible for complimentary tickets to the main event.

Marketing

Event Teams are responsible for marketing and promoting their event, using announcements, community chat, social media, and coordinating with NolimitsSociety to boost their message to thousands of followers.

NolimitsSociety’s Events shall include NolimitsSociety’s Branding

Events should use NolimitsSociety’s name, logo, and branding prominently on their Events website, social media, and other marketing within NolimitsSociety’s branding guidelines.

All approved Events, including NolimitsSociety’s events that have paid the NolimitsSociety’s licensing fee, have a license to use all NolimitsSociety’s registered trademarks for that approved event only.

Event approval is required before marketing can commence

Promoting events prior to approval has caused NolimitsSociety in the past to lose precious mission funds, goodwill, such as voiding contracts, paying cancellation and penalty fees, refunding tickets, and several speakers and trainers who have said they will not work with us again.

Event teams are responsible for marketing and promoting only approved events, including calls for training, calls for papers, activities, sponsors, and so on. You may announce in general terms a “save the date” that the event is coming up but take no actions that would require the Event team or NolimitsSociety itself to back out of any contractual or implied commitments, move dates or locations, or disappoint speakers or trainers, or similar.

Any unapproved event being promoted could lead to the event not being approved and will affect the Event team’s ability to apply for future events.

Website

Event teams are responsible for ensuring event website content is hosted within the nolimitssociety.com website or a sub-domain, regularly updated and well maintained, including the current schedule and program, speaker or trainer bios, who is involved in the Event team, valid registration, and ensuring of logos and so on are appropriately promoted in a vendor-neutral fashion.

Event teams are responsible for listing their event in the upcoming event calendar of the main NolimitsSociety website to promote and ensure the discoverability of the event.

External, unaffiliated websites that do not prominently display the NolimitsSociety logo, event sponsors, or link back to NolimitsSociety’s official website are not permitted and may be grounds for cancellation of the event or not running the event in future years.

Recording Events

Recording events is strongly encouraged. Event recordings should be made available to members soon after an event and to the public within six months of the event. Events are responsible for running their own Event channel, named “NolimitsSociety“ <Event Name> so that the public can find the recordings and hopefully learn more about your event and attend in the future.

A low-cost recording solution is documented in the Events in a Box. Event teams are custodians – and not owners – of the video accounts and need to be shared with all current and future leaders. Event teams must pass the accounts to the next Event team. Failure to pass on or share accounts may lead to leadership being revoked or future events being denied.

Social media

Event teams are encouraged to have their own social media accounts named “NolimitsSociety <Event Name>” so that the events can easily be found. Event teams are custodians – and not owners – of the event’s website and social media accounts.

Event teams must pass the accounts to the next Event team. Failure to pass on or share accounts may lead to leadership being revoked or future events being denied.

Campaign promotion and scheduling

Event teams are to coordinate with NolimitsSociety to promote their posts on our various platforms. We encourage Event teams to coordinate and schedule posts well in advance to ensure that event promotions are not lost in other activities on that day.

NolimitsSociety has access to various social media management tools. Events are encouraged to work with NolimitsSociety to utilize these rather than pay for their own.

Merchandise and Member stickers, coins, or pins

Merchandise, if offered, should be financially responsible, environmentally friendly, in line with our mission, and not difficult or bulky to transport or prohibited to travel (such as lock picks, liquids, or knives). Merchandise for virtual events is strongly discouraged as shipping and handling costs can easily wipe out the profitability of any event, no matter the size.

Please work with NolimitsSociety to obtain a supply of merchandise. These should only be handed out to NolimitsSociety’s Members of the appropriate membership type.

We encourage events to hand out NolimitsSociety, event, or membership stickers, pins, or coins as a marketing cost, but please ensure that costs for these are financially responsible. For example, giving away a €25 t-shirt for a €50 event does not make sense. Designs are maintained in the Product Designer, so you can have these items made locally to reduce costs.

Enhancing our mission through profit sharing

Profits must be reinvested in our mission under the direction of the Event team. Unlike in previous policies, this policy actively encourages the event team to direct net profits towards their preferred mission.

Investing in the future

We wish to see the running of more events and for those events to grow and run time and time again. For two years, NolimitsSociety has seeded events from general revenue and recovered deposits from event profits, but this hasn’t resulted in more events. Seeding will not change in this policy, but what will change is the idea of re-investing profits to run future events. This will allow more events to be seeded every year, which will grow our mission globally.

In the first few years of an Event under the policy, or until fully funded, NolimitsSociety will set aside 50% of the Event Team’s net profit split to fund next year’s deposits and installments, leaving the residual to the Event team to split as they see fit. These future event funds are not in general revenue but categorized solely to that event. Once the event deposit is fully funded year to year, the full profit split becomes available to the Event team. It may need topping up from time to time to cover increases in costs or as the event grows.

If an event team hasn’t held an event for a period of two years, NolimitsSociety will call for new leadership of the Event team to see if new leadership wishes to run that event within six months of the call for new leadership. If no leadership can be found, the funds held on behalf of the event will revert to general revenue to seed and fund more events and help with our entire mission.

Local and Global Events

Local and Global event team leaders will be polled to direct or split 80% of the net profits of their event:

• Invest in our mission . This option provides funds to cover expenses for the next time, as well as help all partners, projects, and event teams to do more mission, and it helps bootstrap many more events. This is the preferred option simply because it requires the least administrative overhead and allows all of NolimitsSociety to grow and do more.
• Invest in next year’s event . You can allocate up to 30% of your profits to next year’s event to allow your event to grow organically. This is a good choice for events where it is likely that you will see a 20-40% growth in attendees next year.
• Invest in NolimitsSociety, fundraising, or awards . The Event will be listed as a benefactor of the NolimitsSociety, fundraising, or awards. This could be used towards next year’s NLS prizes, travel, and accommodation for a number of attendees, or fund a grant.

Grants designed to fund one or more events must be used within twelve months as per the Grant policy, with defined milestones and outcomes. Any unspent funds will be reverted to the mission after twelve months.

Where an event has a long-term profit (defined as over 12 months), they will be asked to choose from this list again until the profit is just sufficient to pay deposits and installments for the next event.

If event leaders do not specify a profit destination or have residual unspent funds after 90 days, any residual event profits will be pooled back into our mission, as per the first bullet point.

NolimitsSociety uses its 20% split of net profits to fund NolimitsSociety’s mission by donating its split to general revenue to cover accountancy overheads, bank fees, Event staff time, and other costs.

Global Events

Global events are run by NolimitsSociety, and profits from NolimitsSociety’s Global Events are invested as a matter of policy to general revenue to fund all of NolimitsSociety’s mission, projects and events. That said, Global events rely upon local organizers and volunteers.

Global event team organizers and volunteers will be polled to direct or split up to 10% of the net profits of a global event:

Invest in our mission . This option provides funds to cover expenses for the next time, as well as help all event teams to do more mission, and it helps bootstrap many more events. This is the preferred option simply because it requires the least administrative overhead and allows all of NolimitsSociety to grow and do more.

Global events are funded by NolimitsSociety through budget requests approved by the C.E.O or Event Manager, so event growth funds are not applicable to Global events. If unspecified or unspent, any residual event profits will be pooled back into our mission, as per the first bullet point.

Organizers Events investing into NolimitsSociety’s mission

Organizers run their events at their own risk with their own funds and thus do not profit share with NolimitsSociety outside of the initial NolimitsSociety partnership and licensing agreement.

Governance

Contracting

Under NolimitsSociety’s Signatory policy, all contracts must be signed and managed by NolimitsSociety. Event leaders, other than NolimitsSociety’s event leaders, cannot sign contracts or make arrangements with sponsors, or provide membership to organizers or attendees.

Exemptions

Exemptions permit Events to apply for Board approval for an exception to the Events Policy to allow a local flavor or adhere to local customs. NolimitsSociety’s events should be unique, run by the community, and provide value for money.

By design, NolimitsSociety is not large enough to afford many common for-profit event incentives or benefits. Most attendees, leaders, and members understand NolimitsSociety’s mission, so please consider if you truly need an exemption or if it’s simply a “nice to have”.

Event teams should ensure that exemptions are aligned with our core values, limited in nature, consider NolimitsSociety’s financial position and any temporary restrictions, adhere to tax profit compliance requirements and provide transparency and integrity in spending funds.

Granted exemptions apply only to a single event. Exemptions for other or previous events do not imply exemptions will be granted for this event.

Exemptions will be split into a single topic per e-vote and presented to NolimitsSociety. NolimitsSociety may reach out to the Event team to understand, clarify, or improve the exemption before voting. To pass, exemptions to policy require the same vote majority as outlined in the bylaws in relation to altering policies.

Exemptions can add up to 60 days to the overall event approval process due to Global Board meeting schedules. Event teams should take conditional exemption approval and timelines into account when planning and budgeting to avoid disappointment.

Events seeking exemptions will only be approved after all desired exemptions have been granted or denied by the Board. A record of passed exemptions will be kept in the event’s shared drive.

Temporary restrictions take precedence

From time to time, in cases of budget or funding emergencies, or responding to natural disasters or pandemics, fraud, or other issues that pose an existential risk to NolimitsSociety, NolimitsSociety’s C.E.O may place temporary restrictions or allowances on events, such as restricting the size, adherence to local health guidelines, personal protective equipment being required during a pandemic or disease outbreak.

Any such allowances or restrictions shall be published in the same place as this policy and publicized to NolimitsSociety’s Leaders.

Temporary restrictions shall be reviewed and updated by the C.E.O at least once every 90 days to ensure that restrictions do not become permanent and thus bypass approved policies. Temporary restrictions that have not been reviewed within the last 90 days have no force.

Where a published temporary restriction is in place, it takes precedence over this policy until the temporary restriction is retracted or expires.

Where to find guidance – Events in a Box

For guidance and leading practices on starting and running successful events, please refer to Events in a Box.