City Organizer Guide

Introduction

How to use this manual

This document is your daily reference manual. You don't have to read it all at once.

The structure follows the life cycle of an organizer: start with Chapters 1-4 (become an organizer, first event) and return to subsequent sections as needed. The appendices at the end contain practical templates: checklists, scripts, forms, protocols. They are intended to be printed, copied and adapted.

Three things to know right away:

• Nothing is set in stone.The manual evolves. If you find something that doesn't work, you raise it in the monthly call and it is modified. Change proposals go through the community repository.
• If in doubt, write to the Team Community.Better one question too many than one avoidable mistake. The Discord channel#team-community-supportIt is your first point of contact.
• You are not alone.You have a mentor for the first three events, a co-organizer (recommended) and a network of other City Organizers who have already been through what you are going through.

Part I · Becoming a City Organizer

1Who can apply

There is no need for professional degrees, meditation certifications or previous experience organizing events. Five things are needed:

Requirement	What does it mean specifically?
Constant personal practice	You have a real and continued interest in personal growth and consciousness. You have explored this path through personal practice, reading books, participating in courses, workshops, retreats or related experiences. We do not ask for certificates or a specific formal experience: we ask for honesty, consistency and a sincere attitude of learning and personal evolution.
Ability to hold space	You know how to be in a room with different people, listen, not take center stage.
Available time	At least 4-6 hours per month, distributed in: 1 2-hour event + preparation + communication. On average it is 1-2 hours a week.
6 month commitment	Below 6 months continuity is not created. If you can't commit for six months now, show up when you can.
Alignment with the code of conduct	You read it before introducing yourself. If something seems excessive or too rigid, this is not the role for you.

What we don't ask for

• We do not ask to be “healed,” “resolved,” or “at peace.” We ask to be honest about where you are.
• We do not ask to be teachers, therapists or coaches. The role is facilitation, not teaching.
• We do not ask for large followings on networks, nor promote the community on your personal channels.
• We do not ask for money: the community does not sell the role of organizer and no one pays to have it.

2Application process

Five steps, spread over 4-8 weeks. It is not an obstacle: it is a tool to understand together if the role is right for you.

2.1 Interest form (15 minutes)

At the bottom of this page you will find a button to apply as a City Organizer, if you are interested. The questions cover:

• Who are you, where do you live, what do you do?
• Your personal practice and since when
• Why do you want to be an organizer?
• Realistic time availability
• A second eventual referent (co-organizer)

Expected response time: 7-10 business days.

2.2 Knowledge call (30 minutes)

Video call with a Community Team Member. It's not a job interview: it's a conversation. It talks about you, the context of your city, your expectations, what the community offers in return. At the end of the call we both know whether to move on or if it is better to see each other again in a few months.

2.3 Reading and signing the code of conduct

You receive the Community Code of Conduct and the Events Code of Conduct. You read them, ask questions, sign a declaration of adherence. The signature is not a legal contract: it is a symbolic act of reciprocal commitment.

2.4 Code of Conduct Training (45 minutes, asynchronous)

Online training module. Practical cases, real examples (anonymized), simulations of management of delicate situations. Final verification questionnaire. It must be completed before the first event can be hosted.

2.5 Accompaniment with mentor

You are assigned a mentor: a more experienced City Organizer, or a Team Member, who accompanies you during the first three events. The mentor:

• Helps you plan the first event (dedicated call)
• Is present or on backup call during the first event
• He does the debrief with you after each event
• Answer your questions between one event and another

After the third event, the mentor "retires" and you become autonomous, with the Team Community as a reference.

3The trial period: the first 3 months

The first three months are a mutual testing phase. You assess whether the role is sustainable for you. The community values ​​whether the way you hold events is in line with the values.

At the end of the third month there is a structured quarterly check-in (60 minutes) with the Team Community. It is openly talked about:

• How are you living the role?
• What has worked and what hasn't
• Feedback received from participants
• Cargo Sustainability
• Shared decision to continue, modify or terminate

Even after the probationary period, check-ins remain quarterly for the entire duration of the role.

4Co-organizer: why it is highly recommended

The “two people per city” model is one of the most important principles we took from the WordPress Meetup Organizer Handbook. The reason is simple: a single person is a single point of failure. She gets sick, goes on vacation, has a rough week, and the event falls through.

With a co-organizer:

• Decisions are distributed
• The emotional burden is reduced by half
• You cover each other
• If one of the two leaves the role, the city does not die

It is not mandatory to start with two. But it is mandatory to find a co-organizer within the first 6 months.

Part II · Your role

5What you do (and what you don't do)

What are you doing

• You make the evening easier:You welcome people, set times, lead transitions between phases.
• You create a safe environment:You apply the code of conduct, you intervene when necessary.
• You take care of the logistics:space, materials, registrations, communication.
• You represent the community locally:You are the face of the project in your city.
• You report to the center:feedback, ideas, problems, notices.
• You create relationships:between you and the participants, and especially between the participants.

What you don't do

• You don't teach:You are not a coach, a therapist, a guru. You don't give diagnoses, you don't give advice on other people's life decisions.
• You do not sell:no paid sessions from you, no promotion of your professional services (if you have them), no upselling of Flowin products during events.
• You do not interpret:If someone shares something painful, you don't explain what it means. You listen.
• You are not responsible for anyone's personal growth:you offer a space. What people do with it is up to them.
• You are not in therapy with the participants:If someone writes to you privately seeking continued support, you kindly redirect them to a professional.

6Guiding principles that should be kept in mind

Five principles that run through all facilitation work. They are reread periodically, they are not "learned" once and for all.

6.1 No gurus, no proselytism

No tradition, school or author imposes itself as "the truth." At the events we touch on different topics of personal growth and self-care: the functioning of the mind, the beliefs that shape and limit us, meditation, breathing, yoga, Ayurveda, occasionally tools like EFT or Ho'oponopono, emotional work, the quality of relationships, attention, the body as an anchor. They are all angles from which to look at the same underlying question: how to live with a little more awareness and less automatism.

Each topic is presented for what it is. Ho'oponopono is not spoken of as "revealed truth," but rather as a practice that many people find useful. EFT is not talked about as a "cure", but rather as an emotional management technique. Ayurveda is not spoken of as an "alternative medical system", but as a tradition of body care with thousands of years of history, from which ideas can be extracted without having to marry an entire cosmology. No specific meditation technique is presented as “the correct one”: meditative traditions are many and diverse, and each has something to offer.

The people in the room can be atheists, Catholics, Buddhists, Muslims, Hindus, agnostics, skeptics, searching, perplexed: all are welcome, none should feel converted. The facilitator does not defend a vision, does not argue with others, does not distribute hierarchies between traditions. It opens a space where people can experiment, take what works for them, leave the rest.

This also means that the calendar of events is extensive. One month we work on limiting beliefs; another month on breathing; another on the topic of relational boundaries; another about a specific meditative practice; another about the body as an anchor of consciousness. The spectrum is that of personal growth as a whole, not that of a single school.

6.2 No pseudoscience

You can say: "Various studies suggest that regular mindfulness meditation practice can reduce anxiety symptoms," or "some research on conscious breathing practices has shown measurable effects on the regulation of the autonomic nervous system." When you cite a study, you are willing to provide the reference. When you are not sure, you say “many practitioners report…”.

This doesn't make the events cold: it makes the experience believable and respects the intelligence of the participants.

6.3 No covert therapy

The events are not group therapy. Sharing circles (if you offer them) are spaces for mutual listening, not spaces for psychotherapeutic work. If someone is going through a crisis that requires professional support, your task is to accompany them towards that support, not replace it.

6.4 Space for everyone

The events can be attended by:

• People in their first experience, who do not know what meditation is
• People with years of practice, who could be "below" in terms of level
• People in emotional difficulty
• Skeptical people, who are there to accompany a partner or a friend
• People with motor, sensory, cognitive disabilities

Everyone must find their place. Your language adapts: no initiation jargon ("open up to the field", "let the energy flow"), concrete and accessible words.

6.5 You are worth as much as them

You are not a servant, you are not a missionary. You have the right to be tired, to have bad evenings, to say "I can't tonight." The "graceful exit" also applies to a specific event: if you feel unwell, you cancel it or pass it on to the co-organizer. The community does not collapse because of an event that goes down.

Part III · The first event

7Timeline T-60 days

Once onboarding is completed and a mentor is assigned, you have about 60 days to reach the first event. Here you have an indicative timeline.

T-60 / T-45 days: discovery of your city

• List of 5-10 candidate spaces in your city (see Chapter 9)
• Visit in person to at least 3 of these spaces
• Preliminary conversation with the person in charge of the space
• Date availability check

T-45 / T-30: setup definition

• Choice of date (day of week, time), see 9.3
• Choice of monthly cadence (e.g. every third Thursday of the month)
• Opening of the event page on the community site
• Defining the theme of the first event (see Chapter 11)

T-30: public announcement

• Posting the event to the community site
• Announcement in the Discord channel #local-events and #[your-city]
• Promotion on Flowin channels (newsletter, networks), coordinated with the Communication Team
• Registration opening

T-21 / T-14: content preparation

• Selection of the meditation script from the kit of the month
• Preparation of the mini-workshop on the chosen topic
• Briefing with the mentor (dedicated call, 45 minutes)
• Verification of materials (impressions, possible audios, technical equipment)

T-7: pre-event

• Automatic reminder to registered participants (template in Appendix C)
• Final confirmation of the space
• Purchase of possible materials (tea/infusions, tissues, extra chairs)

T-1: last checklist

• Reading the complete checklist (Appendix A)
• Test of everything technical: bluetooth speaker, possible projector
• Printing registration/feedback forms
• A decent night's sleep (worth more than an extra hour of preparation)

T-0: the day of the event

• Arrival in space at least 60 minutes before
• Room setup
• Progressive reception of participants (15-20 minutes before the start)
• Punctual start (even if someone is missing)

Part IV · Standard format of the monthly event

8The structure of the evening

Recommended total duration: 2 hours – 2 hours and 30. Any shorter and there is a risk of not opening up the space. Any longer and there is a risk of fatigue. Respect for time is a form of respect for people.

8.1 Base scheme

Phase	Duration	What happens
Reception	10'	Arrivals, quick introductions, context of the evening
Initial centering	5'	Breathing, anchoring, transition from "outside" to "inside"
Presentation of a topic	30-40'	Main practice of the first part
short pause	5-10'	water, bath, transition
Mini-workshop or practice	30-40'	Topic of the month (belief work, conscious breathing, guided journaling, listening, EFT, Ho'oponopono, etc.)
Sharing circle (optional) or networking, questions and answers	25-30'	Only if you are trained and if the group accepts it
Close and informal	15-20'	Tea/infusion, free conversation, farewell

8.2 Variants

• Short version (90 minutes):skip the circle and the shorter mini-workshop. For when the space has time limits.
• Extended version (3 hours):adds a structured circle and a “pair practice” section. For special events, not the standard monthly cadence.

8.3 What not to put in the format

• Do not schedule more than one sharing circle per evening. People get emotionally tired.
• Do not close with an intense "energy exercise" that leaves people in an altered state before getting on the road or behind the wheel.
• If performing a guided meditation, avoid making the initial meditation last more than 30 minutes, since those who are having their first experience may have a difficult time.

9The space

9.1 Recommended space types

In order of preference:

1. Cultural association rooms, often at zero cost in exchange for membership registration
2. Independent bookstores with rooms for events, appreciate the cultural event, low cost
3. Yoga centers / practice studios, similar in terms of audience, attentive to the atmosphere
4. Coworking rooms, balanced, average cost
5. Parks in warm season, free but exposed to the weather
6. Hotel rooms or generic commercial spaces, last option, cold atmosphere

9.2 Minimum space requirements

Requirement	Because
Capacity for 12-25 people	Below there is a risk of giving up with few registrations; Above it is difficult to sustain the circle
Floor suitable for sitting/lying and with chairs	Carpet, parquet, clean carpet; and possibility to sit
Relative silence	Away from noisy streets or walls shared with gyms, venues, etc.
Motor accessibility	Entrance without steps or with a ramp, possibility of sitting in chairs for those who cannot sit on the floor
Bathroom	Accessible during the event
Possibility of dimming the light	For meditation
Possibility of heating water	For the informal closing moment (tea)

9.3 When to organize

Days:Tuesday, Wednesday, Thursday. On Monday people are still in “start of the week” mode. Friday and Saturday are busy socially. On Sunday it works for morning events (10:00-12:00) but not afternoon-evening events.

Afternoon-night hours:start at 7:00 p.m. or 7:30 p.m., maximum 8:00 p.m. Later it is difficult for those who work. Sooner is impossible after a day at the office.

Cadence:same day of the week, same week of the month. Example: "every third Thursday of the month, 7:30 p.m." Predictability increases consistent engagement.

9.4 Agreements with space

Always in writing, even if it is an email. They must be clear:

• Access dates and times
• Possible cost or membership fee
• What is included (chairs, mats, audio?)
• Who is the on-site reference?
• Cancellation procedure (minimum notice)
• What to leave at the end of the event (cleaning, relocation)

Please keep a copy of this agreement in your organizer file.

10Materials and equipment

10.1 What you (or the space) carry

Element	Grades
bluetooth speaker	For music/guided audio meditations. Medium volume, never aggressive.
Cables and adapters	Always a backup.
Impressions (registration forms, feedback)	See Appendices E and F.
Pens	5-10, because they lose.
Extra cushions or mats	4-6 reserve, even your property.
Scarves	Always. Emotions emerge.
Small water bottle	For you during the facilitation.
Silent timer or smartphone	To mark times without looking at the clock.

10.2 For the final informal moment

Element	Grades
Infusions in a bag	3-4 varieties, no black coffee/tea at night.
Hot water	Kettle or thermos.
Glasses/cups	Reusable if possible, if not compostable.
Dry cookies or nuts	Modest amount, not a buffet.

Consumption materials:Ideally, the meetup should be organized so that the ordinary costs of infusions, water, writing materials or other small consumables are covered locally through the host space, a local sponsor or voluntary contributions from participants. For special situations or extraordinary expenses, it is possible to consult with the Community Team as described in Chapter 23.

10.3 What not to serve

• Alcoholic beverages (never, in any form)
• Coffee after 7:00 p.m.
• Elaborate sweets (create recurring expectations)
• Food requiring complex tableware

11Topics and content of the meetings

The contents of each meeting can be defined and organized by the City Organizers, taking into account the needs, interests and characteristics of the local community. The community does not follow a rigid thematic calendar or a single mandatory format. Each city can develop its own meetings, choose topics, propose dynamics, invite speakers and adapt the meetup format, as long as everything is consistent with the mission, values ​​and purpose of the community.

The main objective is to offer spaces for personal growth, awareness, reflection, practice and authentic human connection. The contents should help participants get to know themselves better, develop presence, work on their beliefs, improve their relationship with themselves and others, and integrate practical tools into daily life. Meetings may include guided meditations, individual or group exercises, reflection spaces, mini-workshops, breathing practices, listening dynamics, word circles, work on limiting beliefs, gratitude practices, shared readings, outdoor activities, gentle yoga, conscious writing, personal development tools and other proposals aligned with the community's path.

11.1 Initial support for City Organizers

During the first three meetings, each City Organizer will have the support of their reference Mentor and, when necessary, the Content Team. This support aims to help the organizer gain security, understand the style of the community, correctly structure the meetings and maintain a good quality in the experience offered to the participants.

During this first stage, the Mentor or the Content Team can support the City Organizer in aspects such as:

• Definition of the topic of the meeting.
• General structure of the event.
• Duration of each part of the meetup.
• Choice of dynamics, exercises or practices.
• Preparation of a guided meditation.
• Selection of appropriate music.
• Review of event focus.
• Election or evaluation of possible guest speakers.
• Adaptation of content to the local context.

This support is not intended to limit the creativity of the City Organizer, but rather to help you understand the tone, depth and focus of the community so that you can organize quality meetings from the beginning. After the first three meetings, the City Organizer will be able to organize the topics, content, formats, speakers and activities of their city with greater autonomy, always maintaining coherence with the values ​​and mission of the community.

11.2 Free support from Team Contents

Team Contents can offer free support to City Organizers when they need it. This support is not mandatory nor does it represent a fixed monthly kit, but rather a resource available to facilitate the work of the organizers and maintain a common line of quality within the community.

When necessary, Team Contents can provide materials such as:

• Guided meditation scripts.
• Introduction or closing texts for the meetings.
• Mini-workshop schemes.
• Guiding questions to facilitate individual or group reflections.
• Printable sheets for participants.
• Self-assessment questionnaires.
• Practical exercises for personal growth.
• Musical suggestions, preferably royalty-free, for meditations or transitions.
• Materials inspired by the official content of the community.
• Ideas for dynamics for small groups or conversation circles.
• Recommendations for structuring special meetings.

City Organizers can request this support when they feel they need it, especially when preparing new topics, more complex formats or activities with external speakers. The materials offered by Team Contents can be used as delivered or adapted to the local context, always maintaining their coherence, original intention and quality.

11.3 Examples of topics for meetings

The following topics do not represent a mandatory calendar, but rather a source of inspiration so that each City Organizer can design meetings aligned with the needs of their local community. Examples of possible topics:

• Intentions and personal direction.
• Inner clarity and decision making.
• Relationships and conscious listening.
• Beliefs that form us and limit us.
• Breath as an anchor of presence.
• Personal limits and responsibility.
• Concrete gratitude and attention to everyday life.
• Meditation in nature.
• Conscious walk.
• Silence and introspection.
• Discipline and daily practice.
• Fear and difficult emotions.
• Change management.
• Forgiveness and emotional release.
• Self-esteem and inner dialogue.
• Presence in everyday life.
• Body, mind and consciousness.
• Listening to the body and self-care.
• Personal energy and daily habits.
• Purpose, values ​​and direction of life.
• EFT, Ho'oponopono or other specific inner work tools.
• Reading and reflecting on books on personal growth, spirituality, consciousness, psychology, neuroscience or related disciplines.

Throughout the year, it is recommended that meetings touch on different areas of personal growth: mind, emotions, body, breathing, relationships, attention, presence, habits, purpose and daily life. Tools such as meditation, EFT, Ho'oponopono, NLP, visualization, journaling, conscious breathing or other practices may be part of specific encounters, but they do not necessarily represent the heart of the program. They are to be used as practical resources within a broader path of consciousness, integration and personal development.

11.4 Local customization

Each city has a different energy, culture and needs. Therefore, City Organizers can adapt themes and formats to the local context. For example:

• “Boundaries and Responsibility” can focus on work boundaries in a particularly work-oriented city.
• “Nature Meditation” can be adapted to a park, beach, forest, mountain, or nearby green space.
• “Relationships and listening” can become a circle of conscious conversation.
• "Discipline of daily practice" can be transformed into a practical workshop on habits, routines and presence.
• "Silence and introspection" can be organized as a more contemplative experience, with less theory and more practice.
• "Limiting beliefs" can be worked on through writing, guiding questions, reflection exercises or group dynamics.

Local customization is welcome, as long as the meeting maintains a respectful, inclusive, practical and consistent approach to the community's purpose.

11.5 Alternative formats and guest speakers

Meetups can take different formats, depending on the opportunities and resources available in each city. In addition to the meetings facilitated directly by the City Organizer, it is possible to organize events with guest speakers, experts or professionals who can add value to participants through theoretical, practical or experiential content. As an example, the following may be invited:

• Meditation teachers.
• Yoga teachers.
• Conscious breathing facilitators.
• Ayurveda professionals.
• Kundalini Yoga instructors.
• Psychologists.
• Motivational coaches.
• Personal growth facilitators.
• Experts in Neurolinguistic Programming, NLP.
• Mindfulness teachers.
• Body therapists.
• Experts in habits, well-being or emotional management.
• Authors or disseminators of topics related to consciousness and personal development.
• Other professionals whose skills are aligned with the community's objectives.

Meetings may include presentations, practical workshops, individual or group exercises, spaces for guided reflection, mindfulness practices, work on limiting beliefs, personal development exercises, reading circles, listening dynamics, gentle body activities and other training proposals consistent with the community's path.

When an external speaker is invited, it is important that the City Organizer previously verify that their approach is compatible with the values ​​of the community and that their participation does not turn the meeting into a purely commercial, promotional activity or one that is far removed from the purpose of the project.

11.6 Reading and reflection groups

City Organizers can also organize reading and reflection groups on books, articles, texts or materials related to personal growth, spirituality, consciousness, psychology, neuroscience, practical philosophy, well-being or related disciplines. These activities may include:

• Shared reading of selected fragments.
• Individual reflection based on guiding questions.
• Exchange of ideas between participants.
• Practical exercises inspired by the texts.
• Moments of personal writing.
• Word circles.
• Meditations related to the topic discussed.
• Practical integration of concepts in everyday life.

It is possible to use exercises and practices from official community materials, including the contents of "My Inner Journey", as well as activities extracted from other books or authors, as long as they are consistent with the values, mission and approach of the community. When using materials from external authors, it is recommended to always cite the source and avoid extensive reproduction of content protected by copyright.

11.7 Autonomy and quality criteria

After the initial accompaniment of the first three meetings, City Organizers are free to choose topics, content, formats, dynamics, speakers and activities for their city. This autonomy is an important part of the project, as it allows each local community to grow in a way that is alive, authentic and connected to the people who make it up.

At the same time, each meeting must respect some basic quality criteria:

• The content must be aligned with the mission and values ​​of the community.
• The approach should be inclusive, respectful and non-dogmatic.
• The activities must take care of the emotional well-being of the participants.
• No promises of healing, healing or guaranteed results should be made.
• The meetings should not replace medical, psychological, legal or professional advice.
• Practices should be presented as tools for personal growth, not as absolute truths.
• Guest speakers must provide real value to the community.
• The event should not become an aggressive sale of products, services, training or therapies.
• The privacy of the participants must be respected, especially in dynamics of sharing personal experiences.
• Testimonies, exercises or intimate moments should not be recorded without express authorization.
• The depth of the meeting must be adapted to the level of the group, avoiding practices that are too intense for people who are in their first experience.
• If performing a guided meditation, avoid making the initial meditation last more than 30 minutes, because those who are in their first experience could find themselves in difficulty.

These criteria do not seek to limit the freedom of the City Organizer, but rather to protect the quality, security and identity of the community.

11.8 When to consult the Mentor or Team Contents

Although City Organizers have autonomy to organize their meetings, it is recommended to consult the Reference Mentor or the Content Team in some specific cases. For example:

• When you want to invite an external speaker for the first time.
• When the topic of the meeting is especially delicate on an emotional level.
• When you want to use intense or unusual practices.
• When the event includes content related to trauma, mental health, grief, therapeutic processes or deep emotional experiences.
• When the meeting may have a commercial, promotional or sales dimension.
• When you want to use official community material in a different way than usual.
• When the City Organizer has doubts about the coherence of the topic or format.
• When you are preparing a special event, retreat, extended day or collaboration with another organization.

The review by the Mentor or the Content Team should be understood as a simple support of coherence and quality, not as a complex bureaucratic process. The objective is to accompany the City Organizer so that it can create powerful, careful meetings aligned with the identity of the community.

11.9 Spirit of the contents

Community content must maintain a balance between inspiration, practice and real life. It is not just about offering theory, nor about carrying out emotional dynamics without integration. Each meeting should help participants take away something concrete: a reflection, a tool, a practice, a new perspective, an important question or a simple action to apply in their daily lives.

The community seeks to create spaces where people can feel heard, respected and inspired, without pressure, without judgment and without the need to prove anything. Each City Organizer has the freedom and responsibility to care for this spirit in their city.

Part V · Promotion and registrations

12How to promote the event

12.1 Official channels (always active)

• Event page on the community site:source of truth, this is where they are registered.
• City Discord Channel:Dedicated announcement 30 days before, reminder 7 days and 1 day.
• Weekly community newsletter:The event automatically enters the previous weeks.
• Flowin social channels:repost coordinated with the Communication Team (not always guaranteed, depends on the editorial calendar).

12.2 Local channels (your choice)

You can autonomously promote the event at:

• Local yoga, meditation, personal growth Facebook pages (if allowed)
• Eventbrite or Meetup.com, only as a mirror of the official event, always with a link to the community site
• Physical brochures in bookstores, cultural centers, bulletin boards
• Word of mouth with acquaintances

No promotions in:

• Esoteric/new age themed channels not aligned with the code of conduct
• Sales groups or MLM
• Personal profiles with guru tone or miraculous promises

12.3 Tone of communication

The tone of the community is sober, warm, concrete. Example of event description (recommended version):

What not to write:

• «You will transform your life» / «An experience that changes everything»
• «Special energy» / «High vibrations»
• «Places sold out in 24 hours!!!» (artificial creation of urgency)
• «Cures anxiety/depression/insomnia»

13Registration management

13.1 Tool

The community site offers an integrated registration system, with:

• Form with name, email, telephone (optional), first time yes/no
• Automatic email confirmation
• Automatic waiting list beyond available places
• Automatic reminders at -7 days and -1 day
• Exporting the list of participants in CSV

13.2 Capacity and overbooking

Rule: register up to 110% of the actual capacity. Example: capacity of 20 people, registrations up to 22. Normally a 10-15% no-show. If the capacity is very small (e.g. 12 seats), do not overbook: you run the risk of leaving people standing.

13.3 Waiting list

Standard communication to those on the waiting list (template in Appendix D):

• Clear explanation of the status
• Notice promise within X days
• Invitation, in any case, to the city's Discord channel
• Reference to the next event of the following month

13.4 No-show and cancellations

• Anyone who registers but does not show up three times in a row receives a friendly email asking if they prefer to be removed from the list.
• Last minute cancellations (same day) are normal, there are no penalties
• Cancellations on the evening itself, repeated: are communicated to the Team Community

Part VI · During the event

14The arc of facilitation

14.1 Welcome (10 minutes)

You are at the door or at the entrance to the room. You greet each person who enters and invite them to sit down. For new ones: ask the name, say yours, a welcome phrase. No polls about the reasons for their presence. When the bulk of the group has arrived (even if someone is missing), you officially open.

14.2 Opening (5-7 minutes)

Recommended script (Appendix F, full version):

14.3 Initial centering (5 minutes)

A brief anchoring practice. Example: three deep breaths, attention to the points of contact of the body with the floor, awareness of the sounds in the room. Nothing exotic. It is a transition between the "outside" and the "inside."

14.4 Central theme of the meeting, guest speaker or guided meditation (30-45 minutes)

This part represents the heart of the event and must be connected to the theme chosen for the meeting. The theme can be developed in different ways, depending on the format provided by the City Organizer and the resources available.

If there is a guest speaker, the main topic is addressed through his or her intervention. The speaker may propose a presentation, a practical workshop, a guided reflection, an experiential dynamic or a moment of exchange, as long as the content is consistent with the values ​​and purpose of the community. In this case, the City Organizer's role is to briefly introduce the speaker, contextualize the topic of the meeting, facilitate the group climate and manage questions, timing and transitions.

If there is no invited speaker, the City Organizer directly presents the topic of the meeting and guides the discussion or planned activity. You can do this through a brief theoretical introduction, guiding questions, individual or group exercises, moments of exchange, readings, consciousness practices or other dynamics consistent with the chosen topic. The objective is not to "teach from above", but to create a space for reflection, listening and growth in which participants can explore the topic in a simple, authentic and practical way.

If the theme of the meeting includes a guided meditation on a specific topic (for example gratitude, breathing, presence, forgiveness, listening to the body, emotional release or inner connection), the City Organizer can choose between two modalities:

A. Guide the meditation live.The City Organizer personally leads the meditation, using a text prepared by himself, material provided by the Content Team or a script consistent with the chosen topic. Advantages: greater presence, human warmth, possibility of adapting to the energy of the group and the moment. Disadvantages: Requires practice in vocal conduction, time management, and the ability to maintain a calm and confident tone.

B. Use a guided audio.The City Organizer plays a ready-made audio meditation, using a speaker or a suitable sound system. Advantages: constant vocal quality, greater simplicity in management and less pressure for the organizer. Disadvantages: less adaptation to the group and less warmth compared to live driving.

For the first meetings, especially if the City Organizer does not yet have experience in leading meditations, it is recommended to use a guided audio or a previously validated text. Over time, when you feel more confident, you can experiment with live driving as well. If performing a guided meditation, avoid making the initial meditation last more than 30 minutes, as those who are having their first experience might feel uncomfortable or find it too intense.

14.5 Pause and transition

Plan a break of 5-10 minutes after the central part of the match or after a particularly intense practice. The pause should not be skipped, even if the group seems present, involved or concentrated. It serves as a moment of integration and transition between the different parts of the evening. After an intervention, a workshop, a deep discussion or a guided meditation, the pause allows participants to relax, have a drink, go to the bathroom, exchange a few words informally or simply remain silent for a few minutes. The pause also helps the City Organizer to reorganize the space, prepare the next part of the meeting and better perceive the energy of the group.

It is advisable to present it not as an interruption, but as a natural part of the experience. For example: "We now take a few minutes of pause to integrate what has emerged, have a drink and then we continue with the final part of the meeting." Or also: «We take a short break of 5-10 minutes. I invite you to stay listening to what you have felt during this first part, without rushing to comment on it or rationalize it right away.»

14.6 Mini-workshop (30-40 minutes)

Follow the kit of the month outline. Typical structure:

1. Introduction to the topic (5-7 minutes):what we explore, why it can be useful, no promises.
2. Guided practice (15-20 minutes):exercise on beliefs, breathing practice, guided journaling, listening exercise in pairs, EFT, gentle yoga sequence, thematic meditation, depending on the month.
3. Space for questions or light observations (5-10 minutes):not a debate.

Crucial point: do not transform the workshop into your class. You introduce and accompany, the group practices.

14.7 Sharing circle (optional, 25-30 minutes)

Offer it only if you have completed the specific training module on sharing circles. It's more delicate than it seems. (See Chapter 15 for specific guidelines.) If you don't offer it, you can substitute it with:

• Written individual reflection questions (journaling)
• Conversation in pairs about a guiding question
• Longer closure with infusion

14.8 Closing (3-5 minutes)

Recommended script:

14.9 Informal moment (15-20 minutes)

Serves infusions. Be available for light conversations. It is not a moment of "individual session": if someone seeks you out to talk at length about a personal problem, refer them to the community call or to a professional. Personally greet those who are leaving, especially the new ones.

15Specific Guidelines on Sharing Circles

The sharing circle is a powerful device. Poorly managed, it becomes amateur group therapy or a stage for those who monopolize.

15.1 Minimum rules

To read aloud before opening each circle:

1. It is spoken in the first person."I felt...", not "we all know that...".
2. No advice to the other.You hear it and that's it. "You should" is not said, it is not interpreted.
3. It is spoken one by one.The object that is passed around (a stone, a candle) indicates who has the word.
4. You can pass."Pass" is a legitimate and complete response.
5. Limited time.It is established at the beginning: "each person has 3 minutes, I mark them."
6. Confidentiality.What is said here does not come from here.

15.2 What to do if someone breaks

Person who cries during sharing: let them finish. Do not intervene to console her, do not pass tissues theatrically, do not comment. When you're done (even if it's just silence), a brief thank you and you're done. If the sharing turns into a real crisis (see Chapter 17), then you intervene.

15.3 What to do if someone monopolizes

Person who speaks beyond time, repeats, rambles: after 30 seconds over the expected time, you intervene with kindness. «Thank you [name], you are touching on important topics. Out of respect for the circle, I pass the object. If you want we can take it back later. If the person insists: stop them politely but clearly.

15.4 What never to offer in the circle

• Psychoanalytic interpretations of sharing
• Diagnostics (never ever)
• «Energy readings» or similar
• Exercises that ask you to relive specific traumas
• Pressure to “dig deeper”

Part VII · Security and crisis protocol

16What to prepare before each event

Five things, every time:

1. Emergency number memorized in the phone (in Spain: 112, unique emergency number, and 061 health emergencies)
2. Location of the defibrillator closest to the space (if it has been mapped by the City Council)
3. Knowledge of the emergency exit from space
4. Indication of the reference of the locatable space (for technical or security problems)
5. Printed list of participants with any declared health notes (allergies, conditions)

17Emotional crisis protocol

17.1 Recognize a crisis

Signs that go beyond normal emotion during a practice:

• Hyperventilation that does not subside within 30 seconds
• Obvious dissociation: lost gaze, lack of response to name
• Uncontrollable shivering not attributable to cold
• Inconsolable crying that lasts more than 5 minutes after the end of practice
• Explicit expression of thoughts of suicide or self-harm
• Aggressive behavior toward self or others

17.2 What to do, step by step

1. Stabilize the space.Stop the practice calmly, without dramatizing. Example: «Let's all take a brief pause. Whoever wants can go out for a moment to get some air. [Co-organizer], you manage the group for a few minutes.»
2. Approach the person.No running, no dramatic voice. You sit next to him. You say your name. Ask theirs (if you don't know). Low, firm voice.
3. Anchorage.«You are here with me. I am [name]. Do you feel your feet on the ground? Do you feel your back against the wall? You invite her to breathe with you, slowly. Don't ask him "what happened" while he is in crisis.
4. Appreciate.When the person is more stable (talks, makes eye contact): ask if they want to continue staying, go to another room, go home. Don't decide for her.
5. Ask for support.«Is there anyone you want me to call? A family member, a friend, someone to come look for you? If the person has a referral therapist, suggest contacting them in the next few days.
6. Call 112 (emergencies)yes: the crisis does not stabilize after 15-20 minutes; there are explicit expressions of suicidal intent or self-harm; there is loss of consciousness, even if it is brief; there is physical pain (e.g., the person says “I can't breathe,” “my chest hurts”). If in doubt, call. Never think "I don't want to exaggerate." One more call doesn't hurt, one less can.
7. After.The next day, you contact the person (call or message) to see how they are. You indicate professional support resources (see 17.4). If the thing has been serious, you report it to the Team Community to do the debrief.

17.3 What never to do

• Do not say "it's nothing", "it will pass soon", "breathe and it feels good"
• Do not hug if you do not have explicit consent
• Do not administer any substance, not even sugar water, without being asked
• Do not improvise practice techniques (EFT, Reiki, intensive breathing, "energy work", visualizations) as an emergency intervention
• Do not insist that the practice continue
• Do not leave the person alone
• Do not discuss the topic with the group after the event

17.4 Professional support resources (Spain)

To have printed in your kit, always.

Service	Reference
Emergencies (single)	112, 24h
Suicidal behavior hotline	024, 24h
Hope Phone	717 003 717, 24h
Gender and sexual violence	016 (call, WhatsApp and chat), 24 hours, leaves no trace on the invoice
ANAR Foundation (children and adolescents)	900 20 20 10, 24h
Mental Health Centers	your reference health center or 112

18Management of problematic people

18.1 Common typologies

Typology	Behavior	Approach
The monopolizer	Always talk, take up space	Clear time limit, friendly redirection
The Unsolicited Teacher	Explain techniques, give advice to the group	Private conversation after the event, call for attention if it persists
The seller	Try to promote your own service	Immediate stop, code of conduct reminder
The provocateur	Systematically questions, polemicizes	Do not respond to provocations in the group, private conversation
The needy	Seek constant individual attention	Empathy + redirection towards professional support
The predator	Approaches participants with manipulative/sexual intentions	Immediate departure, notice to the Team Community

18.2 Sanction system

Level	Action	When
1	Informal private conversation	First time, manageable behavior
2	Formal written attention call (email)	Recidivism or more serious behavior
3	Exclusion from the next 3 local events	Recidivism after the wake-up call
4	Permanent ban from local and Discord events	Serious violation of the code of conduct

Decisions from level 3 onwards must always be shared with the Team Community before being implemented. Level 4 decisions require validation from at least two Team Members.

18.3 Management of participant notices

If a participant privately notifies you of a problem with another participant:

1. Listen without interrupting
2. Do not promise absolute confidentiality if the situation might require intervention (e.g. harassment)
3. Document in writing (date, time, facts, exact words if possible)
4. Report to Team Community within 48 hours
5. Tell the person who notifies you what you will do and in what time frames

Complete notice management procedure: see Code of Conduct Handbook.

Part VIII · After the event

19Immediate debrief (in less than 24 hours)

To do with the co-organizer (or alone, if you are alone). Five questions:

1. What has worked well?
2. What hasn't worked?
3. Have there been any delicate moments?
4. Is there anyone to contact in the next few days?
5. What would you change for the next event?

Write it down in a personal document or in your private Discord channel.

20Participant feedback

20.1 Feedback form

Standard form (Appendix E) mailed the next day. 8 questions, 3 minutes to fill it out. Expected response rate: 30-50%.

20.2 Feedback analysis

Once a month, read all the feedback received in the last 4 weeks. Seeks:

• Recurring patterns (positive and negative)
• Applicable practical suggestions
• Unexpressed signs of discomfort during events

Bring relevant topics to the monthly organizers call.

21Monthly report

Once a month (before the 5th of the following month) you fill out a short report on the community portal. Fields:

Field	Detail
Event date
Number of registered
Turnout
Number of new (first time)
Event theme
What has worked	2-3 sentences
What hasn't worked	2-3 sentences
Notices or delicate situations	Yes/no + detail in private if yes
Expenses to be reimbursed	Amount + receipts
free notes

The reports feed the statistical health of the community and the plan for the evolution of events.

22Archive and photos

22.1 Photos during the event

Default: no photos during practices. If you want to document for the community networks (with the approval of the Communication Team):

• Photos only of the empty setup, before arrival
• Group photo posed, only if everyone consents (vocal consent collected at the opening)
• Never photos during meditations, sharing circles, moments of vulnerability

22.2 Photo management

Photos usable for the community are uploaded to the shared Drive, with metadata (date, place, consent received). They are removed from your phone within 30 days.

Part IX · Budget, reimbursements, relationship with the center

23Budget, self-sustainability and center support

23.1 The principle: a meetup tends to stand on its own

The costs of a monthly meetup are usually contained: a space (ideally free), possibly infusions and small practice materials. The guiding principle, inspired by the WordPress model (where the foundation does not reimburse the organization costs of local meetups), is that each meetup tends to be self-sustaining at the local level. This is not a lack of support from the center: it is what allows the community to grow to dozens of cities without costs becoming a deterrent. A project in which each city depends on a monthly check from the center is a project that stops when the center can no longer pay. A project in which each city finds its own balance is a project that lasts.

Typical ways to cover costs locally:

• Free host space:bookstores, cultural centers, practice spaces, cultural cafes that host in exchange for the visibility and public that the event brings. This is the main and most sustainable way. Much of your initial work is finding such a space.
• Local Sponsor (Meetup Sponsor):a local business or organization that supports the city meetup (see Sponsor Handbook). Especially valuable in the initial phase.
• Voluntary contributions from participants:if appropriate, a free contribution to cover infusions or small materials.

23.2 What the center does

The center (Animundi, as Global Technical Sponsor) does not grant a fixed monthly reimbursement for each city. Instead, it intervenes in two ways:

Boot contribution:In the first months of life of a new meetup (approximately the first 2-3 months), the center can contribute to the initial costs to facilitate the start-up, while you build the conditions of self-sustainability (find the free space, the eventual local sponsor, etc.). It is a push to get started, not a permanent support.

Exceptional costs:The center can cover extraordinary and non-recurring expenses, assessed on a case-by-case basis and previously authorized (e.g., an unforeseen cost for a special event, a specific necessary material).

In both cases, authorization is prior: it is agreed with the Team Community before incurring the expense, not after.

23.3 How it is managed in practice

1. When opening your meetup:You agree with the Team Community on the eventual start-up contribution for the first months, and together you define a path towards self-sustainability (what space, eventual local sponsor).
2. For an exceptional expense:You request prior authorization by email from Team Community, with the description and reason. If approved, you keep the receipt and receive your refund.
3. For ordinary recurring costs:The objective is to cover them locally (free space, sponsor, contributions). If you have difficulties achieving self-sustainability, talk to the Team Community to find a solution together (you are not left alone with the problem).

23.4 What the center does not cover

• Remunerations to you or other facilitators (events are guided by volunteers).
• Ordinary recurring monthly costs (they are designed to be covered locally).
• Paid advertising costs (managed by the center separately if necessary).
• Elaborate or expensive food.
• Very expensive permanent materials (projectors, professional audio equipment), which must be requested and valued separately as an exceptional cost.

23.5 An honest note about the meaning of all this

We know that looking for a free space or a local sponsor is additional work, especially at the beginning. But it is a work that is worth it: a meetup that has found its space and its economic balance is a meetup that exists stably over time, regardless of the vicissitudes of the center. The goal is not to create dependency on a central budget, but to help you build something solid, sustainable and rooted in your city, something that can last for years and become a point of reference for the local community.

You are not alone on this path. The Team Community is at your disposal to support you in the search for spaces, sponsors and local collaborations. Furthermore, we have prepared a dedicated document, thePractical Kit: Space and Sponsor, which includes strategies, suggestions, examples and concrete tools to help you step by step to find the most appropriate solutions for your local reality.

24The monthly organizers call

Every month, a 60-minute collective call with all active organizers and a Team Community representative.

24.1 Typical structure

Phase	Duration
Opening and check-in in round (1 sentence per person)	10'
Team Community Updates	10'
Geographic round (each city tells how the month went)	20'
Discussion of a specific topic (varies each month)	15'
Free questions and closing	5'

24.2 Participation

The call is highly recommended, not mandatory. If you cannot participate:

• Send a brief written update within 24 hours
• You read the call notes (always published within 48 hours)

Missing more than 3 in a row without communicating it is a sign of disengagement: it leads to a 1:1 check-in to understand what is happening.

25Escalation: when to contact the center

Situation	Who do you contact	Time
Generic operational question	Mentor (first 3 events) or #team-community-support on Discord	Response within 2 days
Urgent logistical problem	Team Events by direct email	Response within 24 business hours
Code of Conduct Notice	Team Community through the dedicated channel	Response in 24 hours
Crisis during or after the event	Team Community phone number (emergency number in the kit)	Immediate
Format modification proposal	Monthly call or written proposal	Collegiate discussion

Part X · Growth and sustainability

26Personal sustainability

26.1 Burnout risk signs

• You realize that you hold events "reluctantly"
• You start putting off preparation until the last minute
• You feel anger towards the participants, not just towards specific events
• Insomnia linked to the event of the month
• Feeling of “having to do it” without it making sense

If one or more of these signs appear for more than a month: talk to the mentor or Team Community. Don't wait to break down.

26.2 Prevention tools

• Co-organizer: the most effective
• Clear limit of hours/month (recommended: max. 8 hours/month in the community)
• Seasonal breaks: a break of 1-2 months a year is normal and accepted
• Supervision between organizers: every 3 months, a 1:1 call with another organizer

26.3 Graceful exit

You leave the role when you feel it is time. Procedure:

1. You inform the Team Community with at least 2 months' notice (to allow the transfer)
2. Together you identify a successor (ideally the co-organizer)
3. Accompaniment period of 1-2 events with the successor
4. Last “handover” event: openly communicated to the group
5. Public thanks on community channels
6. You stay in the Discord channel as a Viandante (if you want)

There is no stigma in going out. It is a normal part of the model.

27Role growth

After 12 continuous months as an organizer, you can:

• Become a mentor to new organizers
• Join Team Events to contribute to the evolution of the model
• Present yourself as an Event Lead for a national event
• Become a Team Rep in one of the areas

The role grows only if you want it, there is no obligation to progress.

Appendices · Practical templates

TOMonthly event checklist

T-30 days

• Space confirmed in writing
• Online event page on the community site
• Announcement on Discord, city channel
• Discord announcement #local-events
• Coordination with the Communication Team for social repost

T-7 days

• Registration at a good pace (at least 60% of the capacity)
• Kit of the Month Materials Downloaded and Read
• Briefing with the co-organizer
• Confirmation of the space (email to the referrer)
• Automatic reminder to participants sent

T-1 day

• Ready impressions (forms, workshop sheets)
• Speaker and cables tested
• Purchased consumables
• Updated and printed list of participants
• Co-organizer and Team Community number saved on speed dial
• Ready kit in a single bag

Event day

• Arrival in space in T-60 minutes
• Room setup completed in T-30 minutes
• Infusion and glasses in the reception area
• Progressive reception in T-15
• On-time start
• Punctual closing
• Space relocation
• Greetings to the space reference

T+1 day

• Debrief with the co-organizer
• Sending the feedback form
• Contact with whoever has had a delicate moment (if necessary)
• Personal notes about the event

T+5 days

• Completed monthly report
• Completed reimbursement form (if there are extraordinary expenses that have been previously authorized)
• Announcement of the next event if it has not already been done

bParticipant registration form

cReminder email template T-1

dWaiting List Communication Template

ANDPost-event feedback form

FOpening script (full version)

[When the group is seated and silent]

gEmergency numbers and resources

To print and have in the organizer kit. Regularly check that they are updated.

Spain · Emergency numbers

• Emergencies (single number): 112
• Health emergencies: 061
• National Police: 091
• Civil Guard: 062
• Local Police: 092
• Firefighters: 080 (or 112)

Psychological support

• Suicidal behavior hotline: 024 (24h)
• Hope Telephone: 717 003 717 (24 hours)
• Gender and sexual violence: 016 (24 hours, leaves no trace on the invoice)
• ANAR Foundation (children and adolescents): 900 20 20 10 (24 hours)

Internal community contacts

• Team Community emergencies: [number]
• Reference mentor: [number]
• Team Events: [email]

hFrequently asked questions

Can I record events for internal use?

Only the script that you use, never the participants. Never audio or video of the practices.

Can I invite an external facilitator for a special month?

Only after confirmation from the Team Community and on condition that the facilitator adheres to the code of conduct.

What do I do if a participant asks me for payment inquiries?

You explain that your role is voluntary, that you do not offer private sessions. If you have a profession that could be relevant to them, you do not promote it in that context: you refer to a conversation outside the framework of the community.

Can I do local sponsorships, even if they are only symbolic?

Yes, but only after consulting with Team Outreach. There is an exclusion list of sponsor types that are not supported.

What happens if my co-organizer and I have different visions about the format?

It is discussed. Mediation is requested from the Team Community if necessary. Operational decisions remain with the city Lead, who, however, has the duty to seriously listen to the co-organizer.

Can I take a month of summer break?

Yes, it is the norm. August and part of July are months of pause for many cities. Communicate in advance.

What do I do if a person comes that I recognize as problematic due to previous notices?

If the person is on a formal exclusion list: you contact them before the event and let them know that they cannot participate. If it is not on the list but you have doubts: you welcome it like the others and keep your attention high, then reporting to the Team Community.