Posting our discussion from WhatsApp for future reference. This post will be linked to from all our star party registration forms:
We shortlist people for the star party instead of simply allowing open registrations, first-come-first-served, or using a membership model because our core focus right now is on community building, learning, and meaningful engagement.
1. Having a balanced group at the event
The experience level of participants directly affects the quality of the event. If there are too many freshers and not enough experienced people, it ends up being like a sightseeing tour. That’s not what we want. We want small groups where people actively learn from each other and get hands-on exposure to using telescopes.
We intentionally keep small groups(4–5 people per telescope) so that everyone has time to observe, ask questions, and learn from others.
Having at least 1 experienced person per group of 6–8 is essential.
2. Community Growth
Our goal has always been to build a community for astronomy in Chennai, not just hosting one-off events. This means
Encouraging mentorship from experienced members.
Prioritizing those who contribute to group discussions or help others.
Selecting participants based on more than just who signs up first.
This approach has allowed us to grow sustainably. A few months back, we refused to host more than 15-person groups. Now, we are comfortably handling 25-person star parties because there are enough people with experience who can guide beginners.
3. It’s Not About Just Owning Equipment or Vehicles
People with telescopes are valuable, but the ability and willingness to guide others is what truly makes the event work.
We look at form responses, participation in discussions, and helpfulness to others while shortlisting.
In short, we shortlist, not because we want to exclude, but because we want to include the right mix of people so that everyone benefits. We want everyone to walk away from our events with the satisfaction of having learnt something.
Great post. As mentioned, linking to this post on all future registration forms will help potential participants decide whether they wish to roll the dice.
I do not believe the intention of Siva’s post was to put off any future participants, but, to ensure those who may not be selected to understand why they may not have been selected in that specific time and also to remind anyone who was lucky enough to have been selected in a trip that just because they were selected, it doesn’t guarantee a place for them in all future trips until such time when we have enough members available in or around Chennai and are able to participate, learn and guide others who may need some assistance either with understanding the sky or their equipment etc.
This is not a unique practice, similar terms are followed in other places as well. Every time members of Flamsteed astronomical society are invited to observe using the Great Equatorial telescope at Greenwich, not more than 20 members are permitted to give enough opportunity and time for everyone at the eyepiece.
At Crayford Manor House, we share the 16 inch Meade between members using it for photography and those like me who’ll be like a kid in the candy store to look through the eyepiece.
Therefore, no one should be worried about whether they are going to be in or out for any of the future events. Continue participating as you would and you will get your chance.
I am sorry but I am not going to keep registering for future star parties knowing that I may not be selected. That may just be me though I am sure there are others like me. My complaint (on WhatsApp) was not about the process. My complaint was about the failure to communicate about the process. This post addresses my complaint by throwing light on the process. Now I, and others like me, can decide whether we wish to keep registering over and over again.
The solution perhaps is to make the registration a one-time affair (with a checkbox to consider the same application for future events). Those selected for each iteration should be notified sufficiently ahead so that they can RSVP within a cut-off date. If they are unable to make it or do not respond within the cut-off date, their spot can go a person in the waiting list. They can also be accorded higher priority for the following event. If they are unable to make it twice in a row, then maybe they go back to the applicant pool with equal priority as everyone else.
I moved to Chennai from Bangalore about 11 months ago. All JNP-BASE events follow first-come first-served policy. If I miss an event, I just need to register earlier for the next iteration. What is the process at Flamsteed? How are the 20 people picked? Is it up to the discretion of the organisers, or is it FCFS?