Spectrum Writers London is an unincorporated association established in 2015. The below is our governing document which outlines how the group operates. If you have any questions about any of it, please contact us by email here.

Article 1: Name & Online Presence

1.1 The name of the group shall be “Spectrum Writers London” (hereinafter referred to as “the Group”).

1.2 The website of the Group will be located at spectrumwriters.com, and will be maintained by the Organiser Team (see Article 6).

1.3 Online activities of the Group will take place on a Discord server named ‘Spectrum Writers London’, with occasional speaker events and workshops held on other platforms (eg. Zoom) as determined necessary by the Organisers.

Article 2: Purpose

2.1 The Group is a volunteer-run organisation dedicated to supporting speculative fiction writers in London and beyond.

2.2 The Group aims to:

• Foster a supportive and inclusive community for writers of speculative fiction in the published format.
• Provide opportunities for skill development through workshops, critique sessions, and guest speaker events, as well as opportunities for networking at external events and conventions.
• Promote the exchange of ideas and collaboration among members.
• Advocate for and celebrate the speculative fiction genre in all its forms.

Article 3: Membership

3.1 Membership is open to all individuals who:

• Are interested in writing or supporting speculative fiction.
• Agree to abide by the Group’s values and rules as outlined in this Constitution. 

3.2 Membership fees (if any) shall be determined by the Organiser Team (see Article 6) and approved by the membership at an Annual General Meeting (AGM).
3.2.1 As of the last update of this Constitution, membership is free.

3.3 Members shall have the right to:

• Attend critique meetings, workshops, and other events organised by the Group.
• Submit their work for critique, after fulfilling the relevant eligibility criteria (see 3.4).
• Take part in the Annual Short Story Contest (ASSC) by fulfilling the eligibility criteria as outlined on the contest page on the Group’s website.
• Join a Novel Track group, after fulfilling the relevant eligibility criteria.
• Participate in decision-making processes, including voting at AGMs and Extraordinary General Meetings (EGMs).

3.4 New members shall become eligible to submit their work for critique after attending two (2) critique sessions (online or in person) and providing meaningful feedback to others. This is also known as ‘Full Membership’.

Article 4: Values

4.1 The Group values inclusivity, creativity, respect, and collaboration.

4.2 Members are expected to:

• Foster a welcoming and supportive environment.
• Respect the diversity of voices, perspectives, and experiences within the Group.
• Provide constructive feedback and uphold professional conduct.
• Respect the attendance policies laid out by the Organising Team, and provide adequate notice for non-attendance.
• Abide by the Group’s AI & LLM use policy.

4.3 Membership can be revoked or suspended if Members are found to not abide by the values in 4.2.

Article 5: Meetings and Activities

5.1 The Group shall hold regular meetings, including but not limited to writing workshops, critique sessions, and social gatherings.

5.2 An AGM shall be held annually to:

• Review the Group’s activities and finances.
• Approve any proposed changes to the Constitution. 

5.3 An EGM may be called by:

• The Organiser Team.
• A petition signed by at least 25% of the membership.

Article 6: Governance

6.1 The Group shall be managed by an Organiser Team composed of volunteers invited by existing members of the team.

6.2 Any major decisions of the Organiser Team shall require a majority vote.

6.3 It will be the responsibility of the Organiser Team to maintain and regularly review the Group’s policies on event attendance, member behaviour, and eligibility for its various activities, and to act as moderators on any physical or virtual space the Group occupies.

6.4 Any activity of the group must be attended by a member of the Organiser Team in order to be considered an official activity. Unofficial gatherings will be allowed, but the Organiser Team will bear no responsibility for members’ behaviour, and the Group will not be officially associated with them.

Article 7: Finances

7.1 The Group shall maintain accounts in its name to collect donations or ticket fees from members and to disseminate payments to all relevant suppliers for costs incurred, including but not limited to website hosting and paid plugins, Discord server upgrades, venue deposits, promotional materials, workshop and event incidental costs, etc.

7.2 The Organiser Team shall keep accurate records of all financial transactions and present a report at the AGM.

7.3 Any expenditure exceeding a predetermined threshold, as set by the Organiser Team, shall require approval from the membership.

7.4 In the event of dissolution, any remaining funds shall be donated to a non-profit organisation supporting writers, as decided by the membership.

Article 8: Amendments

8.1 Proposed amendments to this Constitution must be submitted in writing to the Organiser Team.

8.2 Amendments shall be approved by a two-thirds majority of members present at an AGM or EGM.

Article 9: Dissolution

9.1 The Group may be dissolved by a two-thirds majority vote at an AGM or EGM.

9.2 Upon dissolution, any remaining assets shall be distributed in accordance with Article 7.4.

Article 10: Miscellaneous

10.1 The Group shall comply with all relevant laws and regulations in the region it is based in (UK/England).

10.2 This Constitution shall be reviewed at least every three years to ensure its relevance and effectiveness.

Adoption

This Constitution was adopted by the membership of Spectrum Writers London on March 3, 2021.