Framework & Guidelines

1. About This Document

This document establishes the framework for Volunteers and Co-Organizers at PyData Indore, a NumFOCUS Affiliated Chapter. It defines community tracks, roles, responsibilities, rules of engagement, and the application process.

PyData Indore operates on a 100% in-kind, zero-cash model. No member earns money through the community. We do not charge attendees. We exist to learn, share, and grow the Python data ecosystem in Central India.

2. Community Tracks

Each track represents a functional area within the community. Volunteers pick one or more tracks based on their interest and skills. Co-Organizers lead or oversee one or more tracks.

3. Roles & Expectations

3.1 What a Volunteer Gets

• Real community experience, networking, and a certificate of appreciation
• Exclusive swag (when available from sponsors), LinkedIn endorsements, and a public shoutout

3.2 What a Co-Organizer Gets

• Everything a Volunteer gets, plus a Co-Organizer title on Meetup / LinkedIn
• Involvement in community strategy and a deeper industry network
• Recommendation letters when needed
• Priority access to sponsor perks (conference passes, licenses, etc.)

4. Rules & Guidelines

4.1 General Rules (Everyone)

• This is a free, volunteer-driven community. Nobody earns money through PyData Indore, and we do not charge attendees.
• PyData Indore operates under the NumFOCUS umbrella. We cannot collect money under the PyData name without explicit written approval from NumFOCUS.
• All members must follow the NumFOCUS & PyData Code of Conduct at all times — at events, online, and in private community channels.
• Be respectful, inclusive, and professional. No harassment, discrimination, or gatekeeping of any kind.
• Keep community discussions and internal plans confidential unless explicitly shared publicly.
• Represent the community honestly. Do not overstate your role or the community's endorsement of any product, company, or individual.

4.2 Commitment & Exit Rules

• If you want to step down or take a break, inform the core team at least 15 days in advance so we can arrange a backup for your track.
• Ghosting (disappearing without notice) is taken seriously. It disrupts event planning and affects the entire team.
• If you can't deliver on an assigned task for a specific event, raise it at least 7 days before the event — not the day before.
• Repeated no-shows or undelivered commitments (3 strikes in a row) will lead to a candid conversation and potential role reassignment.
• Stepping down gracefully is always respected. No hard feelings — life happens. Just communicate.

4.3 Do's

• Communicate proactively. Over-communicate rather than under-communicate.
• Take ownership of your track. Don't wait to be told — anticipate what's needed.
• Support other tracks when possible. We're a small team; flexibility matters.
• Promote PyData Indore authentically on your personal socials. Tag the official handles.
• Suggest improvements. If something can be done better, speak up in the group.
• Attend planning calls. If you can't, send your updates async.
• Give credit where it's due. Celebrate others' contributions publicly.
• Keep learning. Attend sessions even when you're volunteering — you're here to grow too.

4.4 Don'ts

• Don't use the community for personal promotion, sales, or recruitment without approval.
• Don't commit to tasks you can't realistically deliver. It's okay to say no.
• Don't share attendee data (emails, phone numbers) outside the community's official use.
• Don't make financial commitments on behalf of the community without core team approval.
• Don't create separate social accounts or branding that competes with or confuses the official PyData Indore identity.
• Don't publicly criticize team members or air internal disagreements. Handle it in the group chat or privately.
• Don't accept or promise sponsor deliverables without Co-Organizer consensus.

4.5 Financial Transparency (Co-Organizers)

Since we operate on an in-kind model, any out-of-pocket expenses are handled transparently:

• All expenses are discussed and agreed upon before being incurred.
• No one is ever forced to contribute money. It's always voluntary.
• A shared expense tracker (Google Sheet) is maintained for every event.
• If sponsors cover food / printing / swag, no one pays out of pocket.
• If no sponsor is available, the team collectively decides whether to skip that item or split the cost voluntarily.

5. Review & Updates

This document is reviewed after every 3 meetups or quarterly, whichever comes first. Suggestions from the team are discussed in planning calls and incorporated with version updates.