Wed 29 Jan 2020 10:47PM

[advice process] Shaping the Event Coordination Team

W walto Public Seen by 158

Welcome! Welcome!

Why you might be interested

If you are interested to co-create the Kiez Burn event this year and/or take up a lead role, you might want to contribute to the discussion :) In this thread, we want to open the discussion on how we want to shape the Event Coordination Team this year. This, with a particular focus on leads and coordination between the areas.

Why have this discussion?

We have gone down the rabbit hole on decentralization last year. Whereas many are willing to take on lead roles within Kiez Burn, we also saw there (still) is a need for coordination between leads and areas. Last year the board took on this role. This year, the Kiez Burn e.V. board is stepping back, to focus on its role as vision guides and keepers of radical bureaucracy.

Acknowledging we need people initiating, coordinating between & documenting the leads & areas, we realized, there is a need for an Event Coordination Team.

Event Coordination Team


First of all: there is no Event Coordination Team without leads. Leads are the people who lead the realization of Needs, as defined on Realities.


As you see from (the post on) Realities: there are A LOT of Needs (& Responsibilities). Some of the challenges:

  • The Kiez Burn Needs, should be identified. The responsibilities that would fulfill these Needs, should be identified as well. Who does that? This is not a one-off, but a continuous process. In 2019 for example, we realized only in April that we needed a build lead.

  • There are interdependencies. Different Needs & people depend on each other. They need to talk. We know real-life meetings are great for that. Who organizes these meetings?

  • Some Needs/Responsibilities are event-critical or desired, but nobody stepped up yet to take on that need or responsibility. Who flags this and provides the needed transparency to the community that we need volunteers for that position?

  • Sometimes issues or conflicts arise that are counter to how we want to co-create together. Who flags this or helps us guide through this?

  • Good documentation is critical to assure a good collaboration during & a great event the next year. It is the nitty-gritty of posting Talk threads in the right place or saving documents in the right google drive folders.

Coordination Team responsibilities

The below is a proposal. How it actually takes shape is to be discussed.

The potential Event Coordination Team would not be the people who are "the boss" or can dictate how things are done. They rather are the glue that enables the leads to work their magic. Their art is the enablement of the art of others. Maybe they should be called the "event glue team"? Or maybe they should just name themselves.

Some of their responsibilities:

  • Organize regular (bi/tri-weekly) lead meetings to align on important topics

  • meet regularly to go over the timeline, evaluate the status of important topics & anticipate issues to come

  • Discuss the Needs & Responsibilities: anything missing? Are new volunteers needed? Is further clarification needed?

  • Guide best practice implementation among the leads

  • Take certain decisions?

Who gets to be part of the "Event Coordination Team"?

This is unknown yet. We could consider an election without candidates among the first or second leads meeting? What is clear, that this team should arise from the leads already volunteering.

A first leads meeting will be called in the near future so to kickstart this process.

Based on our experience, the Event Coordination Team ideally consists of around 5 people.

Help? We need guidance?

The board is ready to be guides to a new Event Coordination Team. The board consists of some veteran Kiez Burn event leads who are more than happy to help a future event coordination find its way.

The Event Coordination Team will be in close contact with the Board. This might mean regular collaborative meetings or/and some board members being part of the Event Coordination Team.

As a separate entry in Realities, leadership succession is a big topic that the board is focusing on this year.


Jan Thomas Thu 30 Jan 2020 9:22AM

Great to see this getting started, now that we have our event date set... Thanks @waldo!

The election without candidates suggestion sounds interesting. It seems it would get the people most trusted by the community to be nominated - the part that my quick read of it didn't clarify is how that would be balanced with the willingness of the nominees to take on that role? How to balance between people motivated to take the job but potentially less experienced, with people who have successfully done it before but might not been to do it again? Maybe even for the core event team the "realiser" and "guide" roles as per Realities could apply?

Let's schedule this first Leads meeting asap... or is this something that could happen at the leadership seminar weekend in mid Feb?


Purzel Thu 30 Jan 2020 2:11PM

I second that we should have a lead meeting soon.

I think it's better to separate it from leadership seminar, in order to make it more accessible to people that are not able to attend the seminar.


walto Thu 30 Jan 2020 3:22PM

Thanks for the great input Jan! We should indeed schedule a leads meeting asap (separate from the leadership weekend). I will have a look at this asap.

Regarding the election without candidates process, how it happened in a befriended organization from Brussels:

  1. after people have pointed to who they would want to nominate

  2. people who were chosen by the circle could decline or agree to volunteer

  3. then the process continues.


Poll Created Thu 30 Jan 2020 10:13PM

1st Kiez Burn Leads meeting Closed Sun 2 Feb 2020 11:00PM

by walto Mon 3 Feb 2020 6:55AM

Hi there! Welcome to this time poll :D

I would like to facilitate the first Kiez Burn Leads meeting of this year. The goal of this first meeting would be to meet&greet (good relationships are the basis of fun collaborations) and decide on some of the next steps.

Leads are people who are interested in guiding or realizing Kiez Burn 2020 needs or responsibilities.

I would first like to see when most people will be available. Thereafter, we can collaboratively define the agenda & presentation.


Wed  5 Feb 2020  6:30PM
Mon 10 Feb 2020  6:30PM
Tue 11 Feb 2020  6:30PM
Wed 12 Feb 2020  6:30PM
Thu 13 Feb 2020  6:30PM
Fri 14 Feb 2020  6:30PM
Thu  6 Feb 2020  6:00PM
Thu 26 Mar 2020  6:00PM

8 of 242 people have participated (3%)


Purzel Fri 31 Jan 2020 5:52AM

Mon 10 Feb 2020 6:30PM
Tue 11 Feb 2020 6:30PM

Maybe we can expand the meeting to zoom, to have one half real life and zoom for those who can't make it.


Franzi Fri 31 Jan 2020 2:33PM

Wed 5 Feb 2020 6:30PM
Thu 6 Feb 2020 6:00PM
Mon 10 Feb 2020 6:30PM
Tue 11 Feb 2020 6:30PM
Wed 12 Feb 2020 6:30PM

Hey the leadership training starts on the 14th ;)


walto Wed 5 Feb 2020 9:29AM

Something that I have been wondering about, is what kind of decisions such an event coordination team should be able to take (e.g. budget decisions?). I will bring it up during the 1st Leads meeting to get input on that, but feel free to also share your opinions here.


Franzi Sat 29 Feb 2020 3:50PM

Hey, I wanted to give an update on the event coordination team. We started to come together during the 1st Leads Meeting and slowly started to work together with the area Leads. We did not do an election without candidates (as one idea that was circulating) but had a lot of experienced people raising their hand and wanting to be part of it. Right now we are a group of 11 people, which are:

  • @daisy

  • @Alexxx

  • @Bee

  • @CJ Yetman

  • @Veroca R. Sala

  • @Sven Dudink

  • @Keegan

  • @Hanna-Maija (Animal)

  • @Clément Marchand Le Poittevin

  • @Cris

  • and myself :)

This group is open and inclusive for everyone who wants to be part of the event coordination! We will follow up with more details of how we work and how we will support the area leads during our 2nd Leads Meeting (scheduled for March 9th). Reach out if you have any questions or want to join <3


Benjamin Langholz Sat 29 Feb 2020 7:32PM

Great news! Any ideas about how the process will work to move forward on proposals that are standing by? The ART department for example 😊


Franzi Mon 2 Mar 2020 11:54AM

We meet this Saturday in Berlin (open for everyone) to discuss this proposal:

We hope to have a clearer guidance on how we practise consensual do-ocracy afterwards.

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