Brainstorm & Brew Guidelines

These guidelines are designed to structure informal gatherings of Northern Virginia Writers Club (NVWC) members outside of our regular meetings. Brainstorm & Brew meetups offer additional opportunities for NVWC member connection, writing, and support. These meetups are intended to be low-commitment and member-driven; they shall operate on a pay-as-you-go basis.

INITIATION & ORGANIZATION

  • Member-Driven: Any current member of NVWC can propose and organize an informal meetup and will be responsible for hosting the event.
  • Location & Time: The organizer is responsible for choosing a suitable public location (e.g., coffee shop, symposium, retreat) and setting a date and time that works for them and potentially interested members.
  • Communication: NVWC will communicate the meetup details (location, date, time, brief focus) on the club’s communication channels (e.g., email list, social media).
  • No Official Club Management: These meetups are informal and not officially managed by the club’s board unless explicitly stated otherwise for a specific event.

PARTICIPATION & COST

  • Pay-As-You-Go: Participants are responsible for their own expenses (e.g., coffee, food, alcohol, venue fees, if applicable and split among attendees). The club will not be financially responsible for these informal gatherings unless pre-approved for a specific purpose.
  • Open to Members: These meetups are primarily intended for current, paid members of NVWC. Organizers can decide if they want to extend invitations to prospective members on a case-by-case basis.
  • RSVP (Recommended): While not mandatory, organizers may request an RSVP to get an estimated headcount, especially if space might be limited.

PURPOSE & ACTIVITIES

These meetups may serve various purposes, and the organizer can suggest a focus or leave it open. Examples include:

  • Casual Writing Time: Dedicated time for members to work on their individual projects in a shared space.
  • Informal Critique Sessions: Members can share short excerpts of their work for informal feedback (ground rules for critique should be established by the attendees).
  • Writing Prompts & Exercises: A member can lead a short, informal writing prompt or exercise.
  • Discussion of Writing Topics: Sharing insights, challenges, or successes related to writing, publishing, etc.
  • Social Connection: Simply connecting with fellow writers in a relaxed setting.
  • Literary Field Trips: Coordinated transportation to attend writing-related events, such as the Virginia Writers Club’s annual symposium, the National Book Festival, etc.

RESPONSIBILITY & CONDUCT

  • Organizer Responsibility: The organizer is primarily responsible for coordinating and being present at the gathering to facilitate networking. The organizer is not responsible for the ongoing management of the meetup if it becomes a regular occurrence, unless that is the preference.
  • Respectful Environment: All participants are expected to maintain a respectful and supportive environment for fellow writers.
  • No Official Club Business: These informal meetups are not the place for official club business or decision-making. Any suggestions or concerns for the club should be directed to the board through the usual channels.
  • Liability: Participants attend these informal meetups at their own risk. NVWC is not liable for any incidents or issues that may arise during these gatherings.

SUSTAINABILITY & GROWTH

  • Self-Organizing: If an informal meetup becomes popular, the attendees can decide among themselves how to continue organizing future sessions (e.g., rotating organizers, setting up a separate communication thread).
  • Feedback: Members are welcome to provide feedback to the club’s board regarding the value and any potential improvements for these informal meetups.