Board Positions Opening 2025–2026
The Kaleido vision
Kaleido, derived from kaleidoscope, is the name of our student-led community. A kaleidoscope is a constantly shifting collection of colors and shapes. Just like Maastricht’s diverse, international student population. That image captures our essence perfectly.
We started Kaleido to improve student life in Maastricht by building a welcoming, inclusive space where creativity and collaboration thrive.
We strive to:
• Support students in turning their ideas into reality
• Host and develop events that enrich Maastricht’s cultural life
• Collaborate with smaller local initiatives and organizations
• Build a home where students from all walks of life feel safe and welcome
• Respect our surroundings and take responsibility for how we use space and resources
What sets Kaleido apart is our bottom-up approach. We don’t just offer events — we build a community. Students work with students. We empower each other, share ideas, and shape Kaleido together.
All of these efforts come together under one roof: Tapijn Z, a building provided by Maastricht University. This makes Kaleido’s context unique. While we operate as a student-led initiative, we do so within a UM facility, and that means the board works closely with not only students and volunteers, but also alongside UM employees, project leaders, and university departments. You’ll regularly coordinate with UM support staff, collaborate with student-focused departments, and represent Kaleido within UM networks. This partnership — students at the wheel, supported by institutional trust — is what makes Kaleido such a meaningful and impactful space.
What do we expect from you?
Kaleido is still growing, and Tapijn Z is still being shaped. That means there’s room for your own ideas and your own style. Do you love music? Host your own jam sessions. Into art? Curate exhibitions. Logistics, design, community building? Your energy is needed — not just on stage, but behind the scenes.
We ask that board members are available for 25–32 hours per week, compensated through administrative board months (a UM financial compensation system for student boards).
Don’t let the hours scare you off, if you're passionate but unsure about the workload, please still apply. We're open to exploring different setups with the right people.
Kaleido’s board operates with a flat hierarchy. While each role has focus areas, we divide work based on interest, availability, and strengths. Think of the role descriptions below as guidance, not rigid boxes.
What Kaleido offers you
• First-hand experience in running a community-driven organization
• Opportunities to lead budgeting, event planning, communications, and volunteer coordination
• Close collaboration with UM employees, departments, and partner organizations
• A space to be creative, take initiative, and make real impact
• Access to crew-only events, merchandise, and drink discounts
• A BHV emergency response certificate (optional but encouraged)
• Onboarding sessions with the current board in June
• And of course: an amazing group of people to grow and laugh with
What does the role entail?
Being on the Kaleido board is exciting, dynamic, and sometimes intense. You’ll wear many hats: organizer, community builder, host, communicator, coordinator. You’ll engage with everyone — from student volunteers to caretakers, art collectives to UM policy makers.
Tapijn Z is a shared space. While Kaleido is the primary user, many other groups use the building — from Tuna Femenina to Alles is Drama, OmniUM, The Innbetween, and UnliMited Students. The board ensures that this cohabitation works. That means coordinating schedules, hosting, locking up, cleaning up, and helping external users feel part of a shared, respectful space.
The responsibilities include, but are not limited to:
• Maintaining a social media and communication presence
The board is consistently engaged in designing posts, planning marketing activities, answering messages, and coordinating communication across multiple channels. This includes engaging with members, handling memberships, and promoting events in a cohesive, welcoming way.
• Responsibility over events
The board is in charge of planning, organizing, and executing a broad range of cultural and community-focused events. This includes working with external partners, other student organizations, and our own committees. Every event involves logistics, coordination, designing visuals, writing captions, and prepping the space. During events, you’ll help manage the vibe, run the bar, rearrange furniture, and ensure everything’s cleaned up afterward.
• After-event duties & external events
Post-event responsibilities include cleanup, follow-up meetings, and collecting feedback. Beyond Kaleido’s events, the board takes shared ownership of the building during the week when it’s used by other associations.
• Community building
You’ll also be a community host: welcoming new faces, checking in with regulars, and encouraging members to share ideas. This place only thrives because of the people in it — and as board, part of your job is to help others feel ownership. This includes involving members in event planning and creating time to bond as a group.
Time commitment & term
• Term:
• Weekly commitment: 25–32 hours, varying by role and event periods
• Onboarding: Begins in June, with guided handover and training from the current board
Who we're looking for
You don’t need to have all the answers. We’re looking for students who:
• Are team players and open to new perspectives
• Are internationally minded and community-driven
• Want to leave something meaningful behind
• Are excited to connect students across disciplines
• Are ready to step up and help shape Kaleido’s future
The six board roles
Each role has a specific focus, but all board members share responsibility for representing the community, shaping the space, and ensuring day-to-day operations.
President
Represent Kaleido in official meetings with UM departments, student networks, and external stakeholders.
Maintain high-level overview of Kaleido’s direction and coordinate long-term strategy.
Lead weekly board meetings and ensure follow-through on collective goals.
Keep strong contact with the project leader and help navigate institutional decisions.
Ensure Kaleido’s values are upheld across programming and partnerships.
Act as the go-to for legal questions, contracts, and interdepartmental topics.
Vice-President
Co-represent Kaleido and step in for the President when needed.
Maintain good working relationships with UM staff (e.g., caretakers, communication officer).
Lead social media campaigns, branding strategy, and visual communication.
Take the lead on evaluation tools, surveys, and feedback cycles.
Offer flexible support across all domains when workload peaks.
Treasurer
Maintain accurate records of income, expenses, and reimbursements.
Set the annual budget with the board and monitor it regularly.
Coordinate pricing, receipts, and invoices for events and external bookings.
Negotiate prices with suppliers, including bar and tech equipment.
Handle bar stock tracking, ordering, and budget optimization.
Prepare financial reports for both the board and UM financial officer.
Help evaluate potential funding sources or collaborations.
Secretary
Handle board administration, including minutes, documentation, and board agreements.
Maintain updated Cloud structure, archives, and formal correspondence.
Coordinate scheduling of meetings, trainings, and events.
Write internal and external communications like newsletters or summaries.
Coordinate with UM Staff on registration, contracts, and UM-related documentation.
Maintain and share up-to-date calendars and booking systems.
Support internal clarity and help keep things running smoothly.
Head of Committees
Support and check in with committee leaders regularly.
Ensure their activities align with Kaleido’s mission, values, and logistics.
Set up and facilitate monthly committee meetings or working group calls.
Lead weekly internal communications (Slack announcements, updates).
Help new committee members onboard and feel welcome.
Monitor workload and volunteer wellbeing, and help prevent burnout.
Work closely with Treasurer and event coordinators on planning and budgets.
Logistics Manager
Lead internal operations planning: crew shifts, event rosters, opening/closing coordination.
Oversee the bar schedule and collaborate with the Treasurer for stock and pricing.
Keep track of building inventory, storage organization, and bar equipment.
Coordinate with caretakers and UM facility staff on maintenance or repairs.
Supervise setup and takedown of materials for large events.
Keep event materials (lights, speakers, decorations) safe and functional.
Monitor compliance with BHV, safety checklists, and capacity regulations.
Support internal/external space users with tech or logistics needs.
Help maintain the cleanliness and usability of the space (especially after large events).