2025
Q3 (July - September)
(To read the report in Persian, click here.)
Administration
During Q3 2025, the Board held four internal meetings (focusing on event execution, clubs operations, and financial matters) and two Extraordinary General Assembly Meetings.
First Extraordinary General Assembly Meeting
Held on July 4, 2025. The primary focus was the amendment of the Articles of the Association. The revised draft, compiled after member feedback, was presented. Proposed amendments included clarifying the legal framework, adding an Inspector role, and altering the operational timelines for the Board and Financial Supervisors. The municipality reviewed the amendments; while some suggestions were removed, the remaining changes were approved.
Voting for the adoption of these amendments began immediately and concluded on August 1, 2025. Voting was restricted to association members, conducted online and confidentially. The ballot contained 15 pages of proposed amendments. Two volunteer observers, Mehdi Roshanali and Mohammad Ramazannezhad, selected by the General Assembly, were responsible for announcing the results 48 hours after the close of voting. The results confirmed the acceptance of all proposed changes by the Board, announced to members via a message from the election observers. On August 6, the new Articles of Association were signed by Board members and submitted to the municipality.
Second Extraordinary General Assembly Meeting
Held on September 26, 2025. This session focused on the Board’s nine-month performance report and future operations, as follows:
- Activity Report: Reviewing the past and future events as well as discussing clubs’ status.
- Financial Report: Income exceeded 14,000 DKK from membership fees and 65,000 DKK from events. Expenses were estimated at approximately 65,000 DKK. The association’s final balance exceeded 23,000 DKK. Active membership reached 310 individuals, with an average of 10 new members joining monthly.
- Operational Challenges Addressed:
- Event Overhead Costs: Required the allocation of 10% of revenue for fixed costs. Attendees proposed a higher overhead percentage (25%); the Board will review this proposal in future meetings.
- Decreased Participation: Lower member participation in programs and volunteer roles. Members proposed revising the supply and demand model by allocating higher discounts or free tickets for program participation.
- Municipality Cooperation: Limitations and instability in cooperation with Lyngby Municipality (including venue cancellations and usage time restrictions). The necessity of cooperating with other associations was emphasized.
- Training Courses: Low interest was noted.
Voting and Nominations
The association’s Inspector position was introduced. The role encompasses monitoring Board activities, handling complaints, resolving disputes, financial coordination, and submitting an annual report. Two candidates were nominated: Farhad Varzandeh (Board member in 2020) and Mohammad Ramazannezhad (Board member in 2023 and 2024).
A vote of confidence was sought for the Board and financial supervisors to continue their activities until April 1, 2026. Failure to secure the necessary confidence vote would trigger a provisional election for the January to April 2026 term.
Collaboration Policy:
The association decided to collaborate with various external entities, including the Dorehami Association (for Mehregan and Halloween), Mehr Cultural-Literary Association, Copenhagen Microtonal Community, and Global Art Copenhagen. Members approved cooperation with external associations.
Election Results:
Following the conclusion of voting, the election observers (Arash Farshidi and Arash Davoudi) announced the results:
- Farhad Varzandeh was elected Inspector for the current Board term, holding the responsibility until the end of March 2026.
- The Assembly granted a vote of confidence to the Board and financial supervisors to continue operations until the end of March 2026.
Events
Cherry Picking
On Saturday, August 2, 2025, the association hosted a social cherry-picking event at Gårdagergård farm. Participants gathered in a friendly, summer atmosphere to pick fresh cherries and enjoy the natural setting. Transportation was arranged via carpooling. This high-energy day became a delicious and memorable experience for the attendees.
Day Trip to the Pristine Island of Nekselø
On Saturday, August 16, 2025, the association held a day trip to the beautiful island of Nekselø. This is one of Denmark’s most unspoiled, car-free islands, home to only 25 residents. Participants enjoyed the stunning natural landscapes and the island’s tranquil environment. Travel involved carpooling followed by a ferry from Havnsø port. The trip fostered a close, friendly atmosphere and provided lasting memories of nature exploration.
Boating on Lake Furesø
The Boating Event took place on Saturday, September 6, 2025, from 11:45 to 14:45 on Lake Furesø. Participants formed small groups in rowing boats for an exciting and memorable day. Designed for recreation, sport, and collective memory creation, the event included humor: one boat tipped, soaking participants upon boarding, and another attempted a record for paddling in place because the tether had not been released. The day concluded with laughter, positive energy, and lasting memories.
AIPaD Literary-Art Exhibition
The Association hosted a Literary-Art Exhibition on Saturday, September 13, 2025, from 11:00 to 16:00 at Trongårdsskolen. The event featured notable artists:
- Azine Ziashahabi – Watercolor Painting
- Ramin Taheri – Poet
- Zakereh Fadavi – Oil Painting
- Sara Kermaniha – Accessories
- Saghar Hendiani – Decorative Boards and Dishes
- Sistaneh Mohammadi – Textile on Canvas
- Shilan Kalhor – Watercolor Painting
- Ali Zarei – Photographer
- Ali Mousavi – Calligrapher
- Gohar Soufi – Watercolor Painting
- Mahta Ebrahimi – Calligraphy
- Yashar Hagverdian – Oil Painting
Attendees and visitors had a unique opportunity to view diverse artistic and literary works. Admission was free and open to the public.
PlayStation Event – FIFA 24
The association hosted its first FIFA 24 tournament on Saturday, September 20, 2025, from 11:00 to 17:00 at Trongårdsskolen. Participants competed in an energetic atmosphere. The tournament winner received a gift card.
Mehregan Celebration and AIPad’s 8th Anniversary
The AIPaD Association celebrated Mehregan with members and friends on Saturday, September 27, 2025, from 13:00 to 17:30 at Trongårdsskolen. The event featured a festive, friendly atmosphere with high attendance. The program included dancing to lively Iranian music, a decorated Mehregan spread, lunch (macaroni), snacks, and drinks. A dedicated moment marked AIPaD’s 8th birthday with a cake and collective celebration. The event served as a successful gathering for celebration and memory creation.
Clubs
Sports Club
- Volleyball: The second series of volleyball games commenced on August 24 and will run for 10 weekly sessions.
- Badminton: The eighteenth series of badminton games started and concluded during this three-month period. A new series is scheduled for Q4.
- Futsal: The fifth Futsal series concluded this quarter. The new series immediately followed and is scheduled for 10 sessions.
Art Club
- Azerbaijani Dance Classes: Canceled due to lack of interest.
- Watercolor Workshop: A watercolor workshop was held on August 31, led by Shilan, where artists displayed their work.
Book Club
- Workshops:
- July 18 Session: The session focused on perfectionism, examining the book *The Gifts of Imperfection*.
- August 22 Session: The Book Group discussed *The Unspoken Rules*.
- September 19 Session: The book *Wrong Place Wrong Time* was reviewed and critiqued.
- Book Club Library Launch: Beginning September 12, 2025, the Book Club launched a collective, accessible library for a three-month trial period, supported by its members. The objective is to foster the growth and enrichment of a shared library. Members require further information from Book Club admins.
Film Club (Screenings held at Base Camp Hall)
- July 11: Screening of *True Grit* (2010).
- August 7: Screening of *The Flowers of War*.
- September 12: Screening of *Weapons*.
Nature Club
Events included the day trip to the pristine island of Nekselø and the cherry-picking program.
Games and Fun Club
- Mafia Sessions: Regular weekly Mafia game sessions were held.
- First FIFA 24 Tournament: The exciting PlayStation FIFA 24 event took place on September 20. High member participation made the event a high-energy, memorable day.
Finance
The Board approved the following expenditures from the association fund during this period:
- AIPaD Birthday Cake: 2,300 DKK, provided for all members during the Mehregan celebration.
- Yalda Celebration Prepayment: 4,000 DKK for the venue and DJ, secured to guarantee program quality.
- Website and Bank Services: Zero cost this period.
- Storage Facility: 954 DKK for three months of association asset storage.
The table below details the income and expenditures for various events held during Q3 2025.
Event | Income | Expenses | Balance |
Membership | kr. 2.952,00 | kr. 0,00 | kr. 2.952,00 |
Self-picking Sour Cherries in 2025 – Carpool Event | kr. 765,00 | -kr. 540,00 | kr. 225,00 |
Tour to Nekselø in 2025 – Carpool Event | kr. 3.185,00 | -kr. 2.327,00 | kr. 858,00 |
Art Exhibition 2025 | kr. 1.100,00 | -kr. 1.275,00 | -kr. 175,00 |
Volleyball Tournament – Series #2 | kr. 1.000,00 | -kr. 1.275,00 | -kr. 275,00 |
Rowboat Tour in 2025 | kr. 1.340,00 | -kr. 1.200,00 | kr. 140,00 |
Playstation Tournament 2025 | kr. 350,00 | -kr. 1.200,00 | -kr. 850,00 |
Mehregan Celebration 2025 | kr. 9.755,00 | -kr. 7.779,00 | kr. 1.976,00 |
Watercolor Workshop #7 | kr. 770,00 | -kr. 720,70 | kr. 49,30 |
Badminton Tournament – Series #19 | kr. 1.100,00 | kr. 0,00 | kr. 1.100,00 |
Total | kr. 22.317,00 | -kr. 16.316,70 | kr. 6.000,30 |
IT
Two new features were implemented into the website’s event registration process:
Event Registration with Phased Inventory System: A WordPress plugin was implemented to manage event registration using a new “Phased Inventory” system. This tool enables multi-stage ticket sales management, providing exclusive, early access opportunities for AIPad members. For specific events, a significant portion of tickets can now be reserved for members, granting priority access before sales open to the general public. This approach ensures a fairer and more organized registration experience. After the exclusive member pre-sale period concludes, all remaining tickets become available to the public, maximizing attendance while maintaining a transparent and predictable purchasing process for all association members.
Carpooling Management Plugin: A second plugin was implemented to manage carpooling for shared travel events, preventing overbooking. During registration, the system identifies drivers and passengers, automatically calculating remaining seating capacity based on each driver’s declared capacity. Once capacity is reached, new passenger registrations are blocked. Before each event, the system is configured to define driver roles, passenger types, and payment requirements. Members view available seating capacity during registration. If drivers or passengers cancel, the system automatically releases and allocates the available seats for new reservations. This plugin automates capacity allocation.
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.