A framework to ensure safe, smooth, and welcoming experiences for our community.

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1. Our Mission

Sunday Vacations brings people together through meaningful activities: hikes, trips, dinners, socials, and cultural experiences.
As an organiser, you play a key role in creating a warm, inclusive, and memorable atmosphere.

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2. Core Responsibilities of an Organiser

2.1 Before the Event

✔ Choose an idea that aligns with Sunday Vacations (hikes, culture, food, social activities, local trips).
✔ Create the event draft (title, description, meeting point, timing, transport info, price if applicable).
✔ Check logistics:

• Accessibility

• Weather considerations

• Group size limits

• Safety considerations

• If reservations are needed (restaurants, activities)

✔ Communicate clearly on the event page.

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2.2 On the Day of the Event

✔ Arrive 10–15 minutes early.
✔ Stand somewhere visible to greet participants.
✔ Welcome everyone with a smile and introduce people to each other.
✔ Start on time (maximum 10 minutes waiting time).
✔ Ensure no one gets left behind (especially during hikes).

✔ Maintain the Sunday Vacations spirit:

• Kindness

• Inclusion

• Zero judgement

• No gossip or drama

• Keep the tone positive and group-oriented

✔ Take 1–3 group photos (optional but encouraged).
✔ If payments are needed (tickets, reservations), check that everyone pays their part.

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2.3 After the Event

✔ Thank participants in the WhatsApp group or event chat.
✔ Share any useful follow-up info (links, photos if appropriate).
✔ Report any issue, conflict, or incident privately to Fred.
✔ Suggest improvements or new ideas anytime.

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3. Group Safety & Inclusivity Rules

3.1 Behavioural standards

Organisers must ensure that all participants follow Sunday Vacations’ values:

• Respect and kindness

• Welcoming newcomers

• No aggressive behaviour

• No discrimination, harassment, or inappropriate comments

• No pressure regarding alcohol, photos, or social interaction

If someone behaves inappropriately:
✔ Give a polite reminder.
✔ If it continues: inform Fred privately after the event.
✔ Organisers NEVER need to confront aggressively.

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3.2 Safety During Activities

• Check the route beforehand for hikes or walks if possible.

• Avoid dangerous paths in bad conditions (ice, heavy rain, darkness).

• Ensure the group stays together.

• For big groups, walk in two subgroups (front & back).

• Never leave a participant alone.

• In case of emergency, call 112

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4. What Organisers Are NOT Responsible For

To protect you legally:

❌ You are not responsible for individual accidents, injuries, or personal decisions.
❌ You are not a tour guide, mountain guide, or professional leader.
❌ You are not responsible for participants’ transport delays or cancellations.
❌ You are not required to spend your own money for bookings.

Sunday Vacations events are community meetups, not commercial tours.

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5. Communication Guidelines

Tone

Friendly, open, inclusive, and calm.

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Do

✔ Reply politely
✔ Provide clear instructions
✔ Encourage connection
✔ Redirect questions to Fred when needed

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Don’t

❌ Engage in debates, conflicts, or complaints
❌ Make promises beyond your control
❌ Share private participant info

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6. Handling Sensitive Situations

Late arrivals

→ Start on time and mention the route in the chat.
You don’t have to wait more than 10 minutes.

People who isolate themselves

→ Introduce them to others gently.

Flirtation or unwanted attention

→ If someone feels uncomfortable, support them discreetly.
→ Report the situation privately to Fred.

Conflicts between participants

→ Stay neutral.
→ Do not judge or escalate.
→ Inform Fred after the event.

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7. Organiser Benefits

As an organiser, you receive:
🌟 Community leadership recognition
🌟 Free coordination on Belgian events
🌟 Priority access to certain activities
🌟 Opportunities to host your own ideas
🌟 A leadership role within our global hubs

You are part of the core team helping Sunday Vacations grow.

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8. Code of Conduct (Organiser Version)

Organisers must commit to:

• Represent Sunday Vacations positively

• Maintain confidentiality

• Treat everyone with dignity

• Facilitate a safe and inclusive space

• Refrain from inappropriate behaviour, speech, or pressure

• Avoid alcohol intoxication when leading an event

• Follow the organiser guidelines responsibly

Failure to follow these may result in removal from the organiser team.

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9. Leaving the Organiser Role

If you want to pause or stop organising events:
✔ Inform Fred
✔ You can return anytime if aligned with the values

No pressure, no obligation - volunteering must stay enjoyable.

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10. Final Note

Sunday Vacations exists because of passionate people like you.
Your role helps expats and locals make friends, discover Belgium, and feel at home.

Thank you for being part of this mission 💛
Let’s build something beautiful together.