2025
Q2 (April - June)
(To read the report in Persian, click here.)
Administration
The most important decisions of the board in this quarter are listed below:
Amendment of Statutes
The board decided to implement amendments to the AIPaD’s Article of Association to improve and enhance its provisions. Accordingly, the proposed changes by the board were shared with all members on May 7, 2025, providing a one-month window for members to submit their comments, suggestions, and feedback regarding these amendments. After receiving and reviewing the members’ input, the board prepared the final version of the revised charter and submitted it for approval to the municipality on June 9, 2025. It is noteworthy that an extraordinary general meeting was held on July 4, 2025, to discuss the sections and provisions of the new statutes. Additional information about the new statutes and the results of the vote will be communicated via the AIPaD website and social media in early August.
Drafting Contracts with Coaches
The board, in collaboration with a volunteer lawyer, has drafted and prepared a contract outline with coaches. This contract is designed to specify the terms, conditions, and expectations related to working with coaches and will henceforth be used as the official reference for all interactions in this area. We hope this initiative will enhance the order and coordination of the association’s activities and foster greater trust in collaborations.
Official Email Signature for the Association’s Main Email Account
From now on, all emails sent from the main association’s email (info@aipad.dk) to organizations and individuals will include this official signature. It is important to note that emails sent from the payment gateway or website are not included in this matter.
Issuing Activity Certificates for Board Members
It was approved that upon request, an official letter would be issued by the association for board members (in any term) affirming their voluntary participation during specified time periods.
Events
AIPaD planned to organize various cultural and social events for its members, such as a cooking competition, a one-day trip to Jægerspris, a one-day trip to the island of Nekselø, and empathetic gatherings.
Cooking Competition
The grand cooking competition of AIPaD was scheduled for Sunday, May 4, 2025, from 10:00 AM to 5:00 PM at Trongårdsskolen. The event aimed to create a joyful and competitive atmosphere among AIPaD members, with six chefs and their assistants preparing their favorite dishes in three hours for tasting and scoring by other participants. However, due to insufficient registration from chefs, which did not meet the required threshold, this event was canceled.
One-Day Trip to Jægerspris
The one-day trip event by AIPaD took place on Saturday, May 10, 2025, from 10:00 AM to 5:00 PM, with the members visiting the beautiful town of Jægerspris. Participants visited the traditional and famous Hansen’s Is creamery, enjoying its organic ice creams. They also toured the historic Jægerspris Mølle windmill and the castle park of Jægerspris. The trip included a visit to the royal tree, Kongeegen. This trip was organized with the help of members using a carpooling system.
One-Day Trip to the Island of Nekselø
AIPaD intended to organize a unique nature excursion to the pristine, car-free island of Nekselø. This trip was designed as a one-day program, including light hiking, climbing scenic hills, enjoying sea views, and visiting one of Denmark’s most untouched natural areas. Proposed dates for the event included Thursday, May 29, Saturday, May 31, Thursday, June 5, Saturday, June 7, and Sunday, June 8. However, due to the low number of volunteer drivers and not reaching the necessary carpooling threshold, this trip could not proceed on the scheduled dates. Hence, it was decided to postpone the event to a more suitable time to allow more members to participate.
Empathetic Gatherings
In response to the challenging conditions in Iran and to foster a space for empathy and conversation among members, AIPaD decided to hold a series of simple gatherings. These programs were designed to focus on togetherness, listening to each other, and alleviating mental and emotional burdens.
The executed programs included:
Simple Walk – Saturday, June 21: Members gathered at 3:00 PM in front of Aldershvile Slotspavillon and walked around the lake, providing an opportunity to converse, find peace in nature, and strengthen human connections.
Attendance at the Traditional Sankthans Ceremony – Monday, June 23: AIPaD invited members to join the free Sankthans ceremony, held from 6:00 PM to midnight in Bakken Park. The objective was to enjoy the public celebration atmosphere, share emotions, and create comforting memories together.
Clubs
Sports Club
- First Series of Volleyball Games: For the first time, the Sports Club has introduced volleyball. This series of sessions began on April 27, 2025, and all 10 sessions of this series will soon be completed.
- Seventeenth and Eighteenth Series of Badminton Games: Continuing from the seventeenth series of badminton games, this series ended on May 18, and the eighteenth series began on May 25 and is currently ongoing.
- Fourth and Fifth Series of Futsal Games: The futsal series ended on May 2, and the fifth series began on May 9 and is currently ongoing.
Art Club
- Watercolor Workshop: On May 4 and May 11, two watercolor workshops were held with the guidance of our esteemed instructor, Shilan Kalhor. The talented AIPaD artists once again showcased their skills.
- Trial Azeri Dance Session: On June 14, a trial Azeri dance session was conducted for AIPaD members. More info on future sessions will soon be released.
Film Club
Mystic River (2003): On April 4, the club screened “Mystic River” directed by Clint Eastwood at the Base Camp for AIPaD friends.
The Departed (2006): On May 2, the club screened “The Departed” directed by Martin Scorsese at the Base Camp for AIPaD friends.
Book Club
Session on May 23: On May 23, a book session was held focusing on summaries of two books: “How We Became Who We Are” by Dr. Sadegh Zibakalam and “Iran on the Edge of the Blade” by Mohammad Fazeli. Additionally, there was a discussion about the upcoming session’s topic.
Session on June 20: On June 20, a book session was conducted discussing the short story “The Shadow” and included a conversation about artificial intelligence led by Siavash. The session also explored suggested strategies for stress reduction and self-care in high-stress situations.
Literature Club
- Session on May 2: On May 2, a session of the Poetry and Literature Club was held, focusing on “Masnavi Ma’navi Vol. 1, Book 2” by Rumi, conducted by Dr. Taheri for AIPaD members.
Nature Club
- The Nature Club was launched and its Telegram group was formed on June 9. We will soon see activities organized by this club.
Finance
In the second quarter, we are pleased to report that the continued satisfaction of our longstanding members, as well as the trust of new members leading to their registration, generated a revenue of 3,468 DKK.
The Jægerspris event was conducted using carpooling, and due to the rough terrain, car wash expenses were compensated for the generous drivers. Therefore, an amount of 111.5 DKK was paid from the funds for this purpose. However, the two watercolor painting workshops and the badminton program by the Sports Club generated revenues of 390.82 DKK, 101.55 DKK, and 1,100 DKK respectively, which indicates your warm reception of these programs.
Additionally, for essential services such as website management and financial and membership management automation, a total of 197.25 DKK was expended in this period.
Finally, to organize and centralize existing equipment, we have rented a storage unit from Green Storage. This enables us to keep the association’s assets in a designated location. In times of need, such as during various events, one can visit the storage to access the required items. Additionally, we have prepared an inventory list that is updated with each addition or removal of items, ensuring precise knowledge of our assets and their quantity in the future. The monthly rental cost for this storage is 319 DKK, including insurance coverage up to 100,000 DKK. Importantly, the storage contract is offered without any binding period (Ingen bindingstid)!
IT
Two New Features Added to the Telegram Members’ Bot
Event Registration Confirmation: Whenever you register for an AIPaD public event via the website, the AIPaD Telegram bot will send you a confirmation of your registration, along with a general description of the event and, if necessary, a link to join the relevant group. To receive this confirmation, you must have previously started the bot, as per Telegram policies, the bots cannot send messages to users unless the user has initiated contact.
Membership Renewal Reminder: The membership management platform on the website automatically sends an email to each individual 7 days before their membership expiration. If the renewal is not completed within 4 days, the AIPaD Telegram bot sends a reminder message with this new feature, prompting the individual to renew. Ultimately, if the renewal does not occur, a membership cancellation email is sent at the end of the 7 days. It should be noted that the Telegram account of any individual whose membership has expired and is not renewed will be removed from all AIPaD groups at the beginning of the following month.
Q1 (January - March)
(To read the report in Persian, click here.)
Administration
The AIPaD board held 6 meetings from the beginning of its term until the end of March. The most important decisions of the board are listed below:
Structuring and Division of Responsibilities
In the first meeting (January 23, 2025), the main members of the board were determined, and responsibilities were divided among them.
| Responsibility | Board Member |
|---|---|
| Chairman | Saghar |
| Vice Chairman | Saeed |
| Treasurer | Sistanne |
| Event & Cultural | Shohreh |
| Clubs | Fatemeh |
| IT | Armin |
Furthermore, the admins of various clubs were appointed.
- Sports Club: Alireza Mollaei Ardestani
- Fun Club: Maryam Mousavi
- Book Club: Vahid Hossein Abadi
- Music Club: TBD
- Literature Club: Sajjad Homayoun
- Film Club: Mohammad Ramezan Nejad
- Art Club: Yashar Haghverdi
The management of social networks was also precisely defined, with a designated admin and support person for each platform.
Planning for Nowruz and Other Events
In several consecutive meetings, the board focused on organizing the Nowruz 2025 celebration, meticulously planning finances, registration, venue design, catering, and capacity management. Costs for members and non-members were set with discounts for specific groups. The board decided to cover snacks, refreshments, and decorations from the association’s fund to facilitate members’ participation in the Nowruz event. Thus, the membership fee for the Nowruz celebration ticket only included the cost of the venue, DJ, and dinner.
Future events such as the Mehrgan, Tirgan, AIPad’s birthday, bowling, boating, and seasonal celebrations were reviewed in the cultural calendar.
Organizing Internal Administration Tasks
The board decided that meetings would be held bi-weekly, and important matters such as registering administrators for the clubs, the process for members to join clubs, removing non-members from the association, and setting up welcome messages were followed up on.
Transparency and Reforms
A plan to create transferable accounts for association administrators was proposed to ensure the transfer of information between different board terms. Suggestions for changing the election date and the association’s fiscal year were also raised, requiring an extraordinary general meeting.
Communications and Information Dissemination
The board decided to publish a quarterly newsletter covering the performance of each three-month period. Other actions included creating an official email signature, updating the website, and creating an official contract form for instructors. A request for help from members to introduce a lawyer for drafting instructor contracts was posted in the Telegram group.
Cultural and Social Activities
Programs such as watercolor painting, yoga workshops, cooking events, PlayStation events, and Azerbaijani dance classes were designed and proposed.
Events
AIPad organized three cultural and social events with the participation of its members: Chaharshanbe Suri celebration, Nowruz celebration, and Sizdah Bedar.
Fire Festival – Chaharshanbe Suri
The Fire Festival, celebrating the ancient tradition of Chaharshanbe Suri, was held on Tuesday, March 18, 2025, from 5:30 PM to 8:00 PM at Skovlegepladsen Kronhjorten. Ninety-two people attended this celebration. Food such as Ash Reshteh (noodle soup) and various snacks were served to the guests, and the atmosphere was very friendly and lively. In accordance with the tradition of Chaharshanbe Suri, participants jumped over the fire and experienced exciting and joyful moments.
Summary of the Chaharshanbe Suri 2025 Survey from Event Participants:
The number of participants in the event was 92, and the number of survey respondents was 20.
Most participants expressed high satisfaction with the event; the quality of the food (Ash Reshteh and snacks) and the overall atmosphere of the event received the highest positive ratings. The registration and information processes were also generally evaluated as smooth and acceptable, although some individuals mentioned the need for simplicity (compared to previous years when registration was through MobilePay Box). Access to the location was convenient, but suggestions were made for more detailed information (e.g., stating that the event would be held outdoors). One notable point was the emphasis by some participants on the need for the event to be more inclusive for new members and to have a greater sense of welcome.
Overall, 95% of individuals expressed their willingness to attend future events, indicating positive engagement and general satisfaction. This feedback provides a good basis for improving future experiences, especially in terms of better attracting new members and providing clearer program details.
Nowruz Celebration – Welcoming Spring
The Nowruz celebration, in honor of the Persian New Year, was held on Saturday, March 22, 2025, from 5:00 PM to 12:00 AM at Den Selvejende Institution Havarthigaarden. One hundred people attended this event. Guests were treated to snacks, drinks, and Ghormeh Sabzi (herb stew), and the beautifully arranged Haft-Seen table added a special charm to the ceremony. Music and dance created a joyful atmosphere, and participants spent pleasant moments together. This celebration was an opportunity for everyone to celebrate Nowruz traditions in the best possible way.
Summary of the Nowruz Celebration Survey Results:
The number of registered individuals for the program was 100, and the number of survey respondents was 34.
According to the survey conducted, most participants rated their overall experience of the Nowruz celebration positively. The highest levels of satisfaction were related to dinner and registration. The arrangement of the Haft-Seen table also received positive feedback, although the feedback on snacks and drinks had slightly higher neutral and negative responses, including the serving of different drinks and the refreshment table being far from the main hall.
The music and entertainment section had the most diverse opinions, with the ratio of negative and neutral feedback to positive being almost equal, indicating that more attention should be paid to the selection of music styles, performance methods, or interaction with the audience.
In the venue section, the available options were very limited, restricting our choices. More than 8 options were considered, but they were not suitable for our program. Ultimately, the venue where the event was held was chosen at a cost of 11,000 DKK.
This feedback is very valuable to us and will certainly be taken into account in future planning.
Sizdah Bedar Celebration – A Day in Nature’s Embrace
The Sizdah Bedar celebration was held outdoors on Saturday, April 5, 2025, from 10:00 AM to 4:00 PM. This event did not require registration, and participants brought their own food and drinks for breakfast, lunch, and snacks. The natural and friendly atmosphere made this celebration an enjoyable experience. Participants played together, spent happy moments, and enjoyed the spring air and nature.
Clubs
Sports Club
- Held the 16th series of badminton from November 24, 2024, to February 16, 2025.
- Held the 17th series of badminton from March 2, 2025, to May 18, 2025 (ongoing).
- Held the 4th series of futsal from February 14, 2025, to May 2, 2025 (ongoing).
- Held a volleyball trial session on March 16th, with the full course starting on May 1st.
Art Club
- Held a watercolor workshop with Shilan on February 23rd.
Film Club
- This Club meets on the first Friday of every month.
- Screening of the movie Cinderella Man on March 7th.
- Screening of the movie Mystic River on April 7th.
Book Club
- Held a meeting on January 24th (topic: History of Technology and Future Paths).
- Held a meeting on February 21st (book: The Meaning of Life by Will Durant).
Literature Club
- Held the 13th meeting on January 31st (topic: Human Beings from Rumi’s Perspective with Dr. Mohammad Javad Etemadi).
- Held the 14th meeting on February 28th (topic: Masnavi-ye Ma’navi, Book One with Dr. Taheri).
Finance
In the first quarter, the transfer of the bank account responsibility from Mr. Ali Mohammadi to Ms. Sistanne Mohammadi was completed, and the financial report for the past year was received from the financial supervisors of the 2024 board, which was completely transparent and consistent with the bank records. We are very grateful for their efforts in this regard.
The satisfaction of long-standing members and their membership renewals, as well as the trust of new members and their new registrations, brought in 8640 DKK, which is a source of great pleasure for us.
At the Chaharshanbe Suri event, by keeping the entry fee low to cover only the program costs, we had a profit of only 102.85 DKK. In contrast, at the Nowruz event, due to the significant venue rental cost of 11,000 DKK, the board decided to pay the 5202.10 DKK cost of beverages and snacks from the AIPaD fund to keep the registration fee low for member satisfaction.
The watercolor painting workshop and the badminton program of the Sports Club each had a profit of 482.70 and 1146 DKK, respectively, indicating the positive reception of these programs by our valued members.
We also had a few expenses related to bank account and website fees, amounting to 1064 and 3987.67 DKK, respectively. Regarding latter, we’ve entered into agreement with Zapier (for automation workflow) and Paid Memberships Pro platform for managing the members. Furthermore, we also acquired AIPaD sender name for our SMS marketing purposes from SMSAPI.
We hope that with the increased participation of members and their mutual understanding regarding the consideration of inflation rates for implementing new prices, we can provide more programs with better facilities for you, our valued members.
IT
1. Infrastructure Setup & Handover:
- Taking over the website, membership list, and social media platforms from the previous board: This refers to the initial step of the new board’s IT team gaining control and access to the existing digital assets of the association.
2. Membership Management & Integration:
- Integrating member status: This involves creating a unified database to track the membership status of individuals across different platforms and different types of memberships within the association. This aims for a more organized and accurate overview of the member base.
- Setting up a comprehensive member management system and connecting it to various platforms for better management: This has been a more advanced initiative to implement a dedicated system for managing member data, including profiles, membership levels, and payment history. Connecting this system to other platforms (e.g., payment gateways, email marketing) streamlines various administrative tasks.
- Setting up Zapier Automation Workflows for various tasks (such as controlling and managing member membership in the main group and clubs): This involves using automation to handle routine tasks related to membership management, such as adding/removing members from mailing lists or group chats based on their membership status. This increases efficiency and reduces manual errors.
3. Communication & Marketing:
- Setting up a bot: This refers to the implementation of an automated AIPaD Telegram Bot to provide quick responses to common queries, facilitate registration, or disseminate information.
- Setting up AIPad’s marketing platform (email and SMS) for sending newsletters and various event announcements: This initiative aimed to establish dedicated channels for communicating with members and the broader community about news, events, and other important updates.
- Updating the website by adding various pages for clubs, news, events, association history, improving access to membership information, and making membership levels more transparent: This focused on enhancing the association’s online presence by providing more comprehensive information, improving user experience, and clarifying membership details.
4. Financial Management & Transparency:
- Setting up a comprehensive and integrated accounting system for easier management of financial resources and receiving various reports, along with granting access to financial supervisors for complete transparency of the association’s funds: This is a significant step towards professionalizing the association’s financial management. Implementing a dedicated accounting system will simplify tracking income and expenses, generating financial reports, and ensuring transparency by granting access to financial overseers.
- Adding various payment gateways such as MobilePay to the financial payment system: This aimed to make it easier for members to pay membership fees or event registration costs by offering multiple convenient payment options.
5. Operational Efficiency & Access Control:
- Improving the access method to the hall/room booking system for the clubs: This initiative focuses on streamlining the process for different clubs to reserve venues for their events, making it more user-friendly and efficient.
- Defining and creating dedicated access for the Poetry and Book Clubs to invite guests for holding various events: This involves providing specific permissions and functionalities within a system (Microsoft 365 and Google Shared Drive) that allows the admins of the Literature and Book Clubs to manage guest invitations for their events without needing full administrative access.
6. Google Nonprofits Program:
- Getting verified by Google to be granted free premium access to Google Workspace and Google Ads for Nonprofits: This refers to the initiative to enroll in the Google for Nonprofits program to gain access to free or discounted premium Google services, including enhanced features for email, cloud storage (Google Workspace), and advertising credits (Google Ads).
- Receiving a monthly grant of $10,000 from Google to create advertising campaigns on Google: This is a potential benefit of the Google Ad Grants program within Google for Nonprofits, offering a significant amount of in-kind advertising credit to promote the association’s mission and activities on Google search results.