This policy is written by People Operations and can be adopted and/or customized by the DAO workstreams.

Deciding if an event is worth being at in person

There are a few reasons why sending team mates to in-person events helps forward the mission of Gitcoin.

• team bonding/deep work together
• evangelizing & making connections to the ecosystem
• the accountabilities of someone’s role being directly connected to their presence at the event
• learning opportunities/professional development for team mates

Read on below to evaluate in detail how it may or may not make sense to expense a trip to an event.

Who should go?

Any (20hr+) team mate who EITHER:

1. Is using their once a year event allowance (an event that is completely their choice to attend)
2. Whose role is accomplished by presence at this event
   1. Example valid reasons:
      1. Speaking/giving a workshop on behalf of Gitcoin
      2. A hiring person or other team lead actively searching for candidates attending to recruit
      3. Organizing in person events
      4. Developing/solidifying partnerships that are key to their team’s work

Whether a team mate is going for reason 1 or 2, they should discuss the nuance of the value of their attendance with their workstream to receive group approval (including budgeting). The workstream can use this section as a rubric to judge each case - they are interpreting the guidelines. If your role requires more traveling than once a year, please consult with your WS Leads. Event decisions affect WS budgets so plan ahead, when possible to secure approval for additional trips.

What costs will be covered?

If a team mate’s presence at an in-person event is directly related to their role & duties as described above, then these costs should be covered:

Lodging

• Private room for any individual (people can choose to share if they are truly comfortable, but no one should be pressured to)
• Average prices globally can be found here: https://businessblog.trivago.com/trivago-hotel-price-index/
• If multiple team members are attending & there is a case for team bonding time, coworking time, or deep work together, consider getting a large airbnb or other lodging that facilitates collaborative time in a shared space. The value Gitcoin gets out of sending folks to events is much higher if they have a fruitful space to connect with one another rather than just staying alone in their hotel rooms.