EVENTS POLICY

EVENTING

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1. Introduction

Public Interest SA is committed to organising and hosting events that align with our mission and values. Events serve as crucial platforms for engaging stakeholders, promoting dialogue, and advancing our objectives. This Events Policy outlines the principles, procedures, and guidelines for planning, executing, and evaluating events hosted, supported, or sponsored by Public Interest SA.

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2. Objectives

• Ensure that all events uphold the mission, vision, and values of Public Interest SA.

• Foster inclusivity, diversity, and accessibility in event planning and execution.

• Promote ethical standards and best practices in event management.

• Provide guidelines for the effective planning, execution, and evaluation of events.

• Enhance the reputation and credibility of Public Interest SA through well-executed events.

 

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3. Types of Events

Public Interest SA organises, supports, or sponsors various types of events, including but not limited to:

• Conferences and Summits

• Workshops and Seminars

• Public Lectures and Panel Discussions

• Awards Ceremonies

• Fundraising Events

• Community Engagement Activities

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4. Event Planning and Execution

• Event Planning Committee: A dedicated committee is formed for each event, consisting of individuals responsible for event conceptualisation, planning, coordination, and execution.

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• Venue Selection: Event venues are selected based on factors such as accessibility, capacity, amenities, safety & security of participants, and alignment with the event theme and objectives.

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• Program Development: Event programs are developed to ensure engaging content, diverse perspectives, and relevant topics aligned with Public Interest SA's mission and values.

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• Promotion and Marketing: Comprehensive marketing strategies are employed to promote events through various channels, including social media, newsletters, partnerships, and media outreach.

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• Participant Engagement: Efforts are made to ensure meaningful engagement of participants through interactive sessions, networking opportunities, and feedback mechanisms.

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5. Ethical Considerations

• Inclusivity and Diversity: Our events strive to be inclusive and representative of diverse perspectives, backgrounds, and communities.

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• Environmental Sustainability: Efforts are made to minimise the environmental impact of events through practices such as waste reduction, energy conservation, and sustainable procurement.

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• Accessibility: Events will be accessible to individuals with disabilities, ensuring physical accessibility and providing accommodations as needed.

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• Conflict of Interest: Public Interest SA maintains transparency regarding any potential conflicts of interest related to event sponsors, speakers, or partners.

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6. Evaluation and Feedback

• Post-Event Evaluation: In line with our Privacy Policy, a thorough evaluation of an event may be conducted to assess its effectiveness in achieving objectives, attendee satisfaction, and areas for improvement.

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• Feedback Mechanisms: Attendees may be encouraged to provide feedback through surveys, focus groups, or other means to inform future event planning and execution.

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PHOTOGRAPHY & VIDEO MATERIAL USE CONSENT POLICY

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Introduction

At events organised by Public Interest SA, we value and respect your privacy and right to control the use of your image and likeness. We strive to maintain transparency and uphold ethical standards in all aspects of our activities. This Photography & Video Material Use Consent Policy outlines how we collect, use, and share photographic and video materials for future promotional and marketing purposes and seeks your consent for such usage.

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Consent for Photography & Video Material Use

By attending any of our events, you hereby grant consent to Public Interest SA and/or its agents to capture and use photographic and video material featuring you for the following purposes:​

1. Promotional and Marketing Materials: Your images and likeness may be used in future promotional and marketing materials related to the event, including but not limited to brochures, websites, social media, and other promotional channels.

2. Archives: Your images and likeness may be preserved in the event's archives for historical and documentation purposes.

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Conditions of Use:

• Public Interest SA will not sell the images or footage for any commercial purpose.

• Your consent is voluntary, and you have the right to withdraw your consent at any time by notifying Public Interest SA in writing.

 

Rights and Ownership:

You retain the copyright to your likeness. Public Interest SA will not use your images or footage in any way that is harmful, derogatory, or contrary to your interests.

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Duration of Consent:

This consent is valid indefinitely from the date of the event unless you request its withdrawal in writing.

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Withdrawal of Consent:

You have the right to withdraw your consent for the use of your photographic and video material at any time. Please contact Public Interest SA in writing to request the removal of your image and likeness from promotional materials. Once your request is received, Public Interest SA will cease using your materials for future promotions.

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Questions and Contact:

If you have any questions or concerns about this consent policy or wish to exercise your rights, please contact Public Interest SA at forthepublic@publicinterest.org.za.

 

By participating in Public Interest SA events, you acknowledge that you have read and understood this Photography & Video Material Use Consent Policy and agree to its terms and conditions.

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[NB: PLEASE NOTE THAT THIS CONSENT POLICY IS SUBJECT TO CHANGE, AND ANY APPLICABLE UPDATES WILL BE COMMUNICATED TO THE RELEVANT EVENT PARTICIPANTS.]

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COMPLIANCE & REVIEW

This Events Policy will be regularly reviewed and updated to ensure alignment with evolving organizational needs, industry best practices, and relevant regulations.

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CONCLUSION

Public Interest SA is committed to organising events that reflect our values of integrity, inclusivity, and excellence. By adhering to the principles outlined in this Events Policy, we aim to create impactful and memorable experiences that contribute to our mission of advancing public interest causes.

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Approved by:

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Chairman, Public Interest SA

Date: 01 July 2023

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