Thank you for your interest in hosting one of our gatherings.
Tell the coordinator of the gathering: (1) how to contact you, (2) where the event will be, and (3) what adjustments you want to the publicized information.
Provide space at the gathering for guests.
If a potluck, see potluck arrangements.
The host's first name and last letter of last name are usually mentioned in event notices, but you can have that omitted upon request.
The host's phone number or email address used by the coordinator to arrange the event is not provided to anyone else, unless the host requests the information be provided, such as to allow people to RSVP to the host.
A phone number to be called by people who get lost on the way to the event is useful. A phone of either the coordinator or host is usually used. Arrange that with the coordinator.
Email addresses on the web or on computers with viruses will receive spam and viruses, although some people can have most of them filtered out automatically.
Besides address, provide directions for driving from any place of you choose, and walking from the nearest public transportation stop. Include distance and direction from landmarks, such as street (which side), cross street, Metro exit, and bus stop. For distance, use numbers and direction, such as "3 miles west", instead of vague words, such as "a few miles". You can round off to the nearest half.
Provide directions for after arriving at the address, such as for parking and a meeting spot as applicable.
The coordinator will provide potential attendees with related links to more information on the web, such as for relevant bus schedules, Metrorail stations, or map of the area such as at Yahoo Maps.
Tell the event coordinator the upper limit to the number of people who may attend.
City, state, and zip code of event locations are always provided to the public.
The host can specify where the event's street address is publicized. By default, how much of that address is disclosed depends on the type of location. When it's a public place or business, the full address is usually provided to the public. When it's someone's home, the full address is provided only by email unless the host says the information can be made more public.
If you don't want the complete street address provided to everyone, consider giving more than the just city name. For example, if the event is in a big apartment building, consider providing the full address less the unit number. Or, provide the names of nearby landmarks or streets, possibly with the direction from it. On the web, we can link to a map given only latitude and longitude coordinates.
Some people might want only one of either their address, phone, or name publicized, so people can't connect them, especially on the web where people can search for any text.
Tell the coordinator if:
VSDC and the gathering coordinator tell people about the event. You are welcome to invite anyone else you wish, of course.
Information is put in VSDC's:
Information is sent by email:
The web is our most public place we provide information. Even though we post an event notice for only a few months, there's a website that saves pages on the web, and provides them forever for anyone.
For a potluck, provide a place for food, plates, utensils, napkins, trash, and washing hands.
We usually tell guests to bring their own plate and utensils for eating, and those items will be provided to people who don't bring their own. Tell the coordinator which of three options you prefer: providing those items for all attendees, for none of them, or only for people who don't bring their own.
We always tell guests to bring whatever is needed to serve their food, usually just a bowl and spoon.
Tell the coordinator whether you will provide napkins.
We usually tell guests to bring a list of ingredients in the food they bring. You might want to provide pen and paper for guests who don't.
Do you want any special food requirements? Request any to mention in event notices. For example, some hosts have requested foods that are Organic, healthful, minimally processed, or in a theme.