IRELAND NETWORK CHICAGO

Section 1 Basecamp Structure & Purpose

Basecamp enables committees and working groups to operate independently while giving the wider Committee visibility into progress, decisions, risks, and dependencies.

• INC HQ: Low volume (1–3 posts/month). Governance, bylaws, onboarding, and permanent reference docs.
• Committee-Wide: Operating heartbeat. Weekly pulse, 🟢/🟡/🔴 project statuses, cross-team asks, and major milestones.
• Working Groups & Event Projects: Restricted to active contributors. Task execution, venue details, catering, graphics.
• What's the Craic?: Open social space. Personal ticket swaps, birthdays, J1 student leads, and informal catch-ups.

Section 2 Accountable Project Leads

Every working group and event project must have one named Lead. The Lead is accountable for maintaining the project space, assigning clear task ownership, tracking milestones, identifying cross-team dependencies, escalating risks, and posting standard status reports back to Committee-wide.

Section 3 Upstream Reporting Cadence

Every active event or working group must post a concise status update to Committee-Wide according to an agreed cadence:

• Major Tentpole Events (Ball, Golf, Boat Cruise): Bi-weekly during initial planning; weekly in the 30 days prior to the event.
• Standing Committees (Comms, Martech, Membership): Monthly summary prior to the monthly executive call.

Section 4 Cross-Team Requests & Assignment

Access to a project space is not an implicit task assignment. If Golf needs Comms support, Golf must explicitly submit a request specifying:

Section 5 Project Lifecycle & Institutional Memory

Major events follow a standard lifecycle: Initiate → Plan → Promote → Deliver → Retrospective → Archive. Upon completion, the Event Lead posts a debrief covering attendance, revenue/costs, sponsorship outcomes, communications performance, and lessons learned before archiving the space to preserve institutional memory.