Hosting a USUV Meeting

From UltraVanilla

This article is a tutorial on how to host a USUV meeting, including how to decide hosts, building the meeting hall itself, and arranging the meeting schedule. Some contents in this article are not bound by the USUV charter and only reflect the currently approved standards, which may be changed if necessary by majority vote.

Deciding a Meeting Host

If a meeting is not due to be hosted at USUV HQ, the following order of priority should be followed for deciding a host:

  1. A new venue which has never hosted before.
  2. An existing venue in an active location which has not hosted for longest †.
  3. Should this location not be available for any reason, proceed to the next active venue and so on.
  4. Should there be no active venues available, attempt to host in an exsisting venue in an inactive location.
  5. Failing all else, host the meeting at USUV HQ.

This can be determined by looking at USUV Meetings and Votes at the list of hosts. Activity of the location is subject to debate but this is usually obvious.

Meeting hosts should be decided in advance, usually at a HQ meeting to give hosts time to prepare. Note that due to the standards above a vote usually isn't required to decide meeting hosts.

Meeting Schedule

Meetings are currently held every three weeks. The meetings take place on a Saturday at 20:00 UTC in winter, and 19:00 UTC in summer.

Every third meeting takes place at USUV HQ, with others taking place at external venues in full USUV member states.

Postponing or Cancelling a Meeting

USUV meetings can be postponed should there be other events that clash with it (excluding meetings of other organisations), or if it is generally agreed to do so for another reason.

The preferred postponement date would be the following day, usually Sunday, failing that a week later and so on. Note that if a meeting is delayed by one or more weeks this would shift the following meeting back as well to maintain a three week gap between meetings.

Meetings are also postponed if fewer than five eligible voters are present for a meeting.

USUV meetings can be cancelled altogether only by a majority vote. This is rare but usually happens in late December due to holidays and event congestion.

Building a USUV Hall

A USUV meeting hall can take any shape or size, with a variety across the server in unique locations such as underwater, in caves, temples, buildings and everything in between.

Meeting halls have only a few basic requirements:

  • Around 20 voting desks or more is reccomended, including two for independent voters and one for Community Settlements.
  • A ballot box.
  • Areas for observers to sit and watch the meeting.
  • Areas to store spare agendas and charters.
  • Sufficient security standards.

Meeting desks should have indicators for voters to show approval or disapproval of a vote, a lectern to read agendas, and a chest/barrel to hold ballots or other information for the meeting.

Running the Meeting

The Chair or Vice-Chair should run meetings of USUV. If they are not available, the hosting order should be in terms of elected officials as follows:

  1. Treasurer
  2. Head of Security
  3. Achivist
  4. Reporter
  5. Judge
  6. Postmaster

The meeting host should call out the item number, preferably in bold or colored text. They should then give a brief description of the agenda item before opening the debate, and clarify points where needed. They should give sufficient time for the debate to take place but also be conscious of time especially if it is a busy agenda.

The meeting host should declare when voting begins, carefully and accurately count votes/ballots, and then declare the outcome to the meeting.

The meeting host should be conscious to allow everyone interested in attending the meeting to arrive in time before starting the meeting, and close the meeting upon the conclusion of all points made.

Permanent Agenda Items

It is recommended that the following agenda items should always be included in USUV agendas, although this is not a requirement according to the charter. These points allow for full discussions and debates of many aspects of the server.

  • Highways and Community Projects.
  • Market and Trade.
  • Member State Promotion and Updates.
  • Events.
  • Any Other Business.