NPSWG Workshop Policy
- The Workshop Chairperson shall be a member of the
guild, and is responsible for the following:
- Contacting the instructor to make initial
inquires, determining fees, cancellation policies, sending contract,
- All publicity and registration materials
(writing and mailing).
- Supplying the Hub editor
with workshop information.
- Making all workshop arrangements (room for
workshop, accommodation for instructor and outside participants, if
- Keeping track of registrants, collecting fees to
pass on to treasurer, corresponding with registrants.
- Keeping track of income and expenses.
- A contract with the instructor shall be signed by
the Program Chairperson before registration for the workshop begins. If
the instructor does not provide this contract, the Guild's standard contract will be
used. In either case, the contract should state:
- Instructor's fee
- Who is responsible for instructor's costs
(travel, accommodation, meals, shipping, etc.)
- Cancellation policy
- Scholarships to the workshop shall be awarded
according to the following guidelines:
- The workshop chairperson will receive a full
tuition scholarship to the workshop.
- If instructor is charging per day (as opposed to
per person), one more full tuition scholarship will be offered to a
member at large. All interested in receiving the scholarship will
submit their name to workshop chairperson before workshop registration
begins. Recipient will be chosen by lottery, preferably at the guild
meeting immediately preceding start of registration.
- If the instructor is charging per person, the
workshop chairperson will still receive a scholarship. The decision to
award another scholarship is at the discretion of the executive
- All scholarships are tuition only. The recipient
is responsible for any materials costs. The scholarship is
non-transferable; no alternate award will be made in the case that the
workshop is canceled.
- Tuition fee will be determined by the workshop
chairperson after realistic estimates of cost and participation (not
including scholarship recipients) have been made.
- Total expected income from tuition should be
approximately equal to total expected costs. Workshop chairperson
should consult the workshop guidelines when setting a tuition fee.
- Once registration has begun, the tuition fee
shall not be changed.
- Registration for non-guild members should begin no
less than two weeks after registration opens for guild members.
Non-guild members will pay the same tuition and materials fee as guild
- Each workshop registration shall be accompanied by a
- The amount of the deposit will be determined by
the workshop chairperson, but should generally be 30-50% of the total
- This deposit should be considered
non-refundable. However, it can be refunded if any of the following
- The workshop is canceled for any reason. In
such case, the guild shall assume all administrative costs, and
deposits will be fully refunded to those who had registered for the
- The participant is unable to attend the
workshop due to extraordinary circumstances.
- The participants' place in the workshop can
be filled by another person.
- Refunding the deposit will not cause the
guild to incur a loss on the workshop.
- Final payment of all fees (tuition plus materials)
is due no later than one month before the start of the workshop.
- A financial report on the workshop shall be
presented at the guild meeting immediately following the workshop. The
report should summarize total income and total expenses of the
workshop, and state the difference (profit/loss). This information
should also be printed in an issue of The Hub.