Events/Travel Policy

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
Example valid reasons:
Speaking/giving a workshop on behalf of Gitcoin
A hiring person or other team lead actively searching for candidates attending to recruit
Organizing in person events
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.

Transportation

• Flights & major ground transportation (above $50) should be covered by the entity they work for (ie., DAO workstream).

• Reimbursement through their typical channels of payment is the go-to, but if a contributor doesn’t want to front their transportation cost, check in with Kyle to have purchase on a company credit card.

• No team mate should be excluded because they live far away or in a place that’s expensive to fly from. You can consider generally how close team mates are when deciding which events to attend as a team, but not the other way around. The only blocker on transportation price should be no last minute flights & no flying first class 💎🛩💸. The attendee should purchase their flight at least 2 weeks in advance, assuming they have been given enough notice of their attendance.

Per Diem (Meals & Incidentals)

• Per Diems should cover 3 meals/day, any taxis/ground transportation under $50/trip, and any other incidentals

• International rates here, Domestic here. If you are confused contact for the daily per diem amount for whichever city the team mates will be in. Per diems should be paid through the typical channels of payment for the team mate (be that invoices to the company, crypto pay for DAO contributors, etc.)

Event Tickets

• If your attendance to a linked event has been approved by your workstream you can also expense this. Please always apply for the early bird tickets and for ‘builder’ reduction tickets whenever this applies.

Salary

• Events are work too (often longer & more taxing hours) and someone’s usual wage should be paid while they are at the event.

 

After the event:

🍎

Give a teachback of how it went! Present in both Tuesday workstream updates & also a sync within your WS: what was worth it, what wasn’t, what was learned & what relationships made

 

Help! I have more questions, who do I talk to?

Deciding if an event is legit/has the right audience: MMM Worsktream

Deciding if an individual team mate needs to be at the event, and understanding what costs/price ranges to expect::

Payment/Reimbursement Logistics: DAO: Your Workstream Lead

Workstream Customizations

 

Parking Lot 🚙🚘🚙🚗