Difference between revisions of "Holding Events"
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| − | + | ==Terms== | |
| − | + | '''External Event''' - an event hosted at an outside venue wherein SSH:C represents itself via table, booth, or panel (i.e. Maker Faire) OR an event hosted by an outside organization using SSH:C's space (i.e. Cryptoparty) | |
| − | + | ||
| − | + | '''Internal Event''' - an event hosted at SSH:C by SSH:C member(s) | |
| − | + | ||
| − | + | '''Marketing Event''' - an event held for the purpose of promoting SSH:C and its mission | |
| − | + | ||
| + | '''Social Event''' - an event held for the purpose of building member relationships and morale | ||
| + | |||
| + | ==How to Plan/Host a Successful Event== | ||
| + | ===Preparation=== | ||
| + | Minimum 3 weeks in advance | ||
| + | ::* Brainstorm by yourself or in a group | ||
| + | ::* Determine whether your event is open to the public or only for members | ||
| + | ::* Determine whether you need a liability waiver or not | ||
| + | ::* Determine your budget | ||
| + | ::* Determine if there is an attendance fee | ||
| + | ::* Create marketing materials, such as flyers, postcards, stickers, pins, etc... | ||
| + | ::* Create a timeline/itinerary/schedule for your event/class | ||
| + | |||
| + | Minimum 2 weeks in advance | ||
| + | ::* Announce your event on facebook, twitter, the member mailing list, word of mouth, and meetup. | ||
| + | ::* Distribute any marketing materials to local public places, such as universities, libraries, community centers, etc... | ||
| + | |||
| + | Day before the event | ||
| + | ::* Announce your event as required | ||
| + | ::* Send a reminder to any participants | ||
| + | ::* Ensure all necessary paperwork is printed and ready for participants | ||
| + | ::* Check that all materials/supplies are in working order | ||
| + | |||
| + | ===Hosting=== | ||
| + | Day of the event | ||
| + | ::* Be an active host at your event | ||
| + | ::* Greet all your guests with a smile | ||
| + | ::* Collect all liability waivers as necessary | ||
| + | ::* Stick to your timeline/plan as best you can | ||
| + | ::* Follow the DO's and DON'Ts | ||
| + | ::* Collect feedback during and after the event | ||
| + | ::* Ask for suggestions for improving how events/classes can be run | ||
| + | |||
| + | ===Follow-up=== | ||
| + | After the event | ||
| + | ::* Add improvements/suggestions to this page | ||
| + | ::* Give a brief summary of your event at the next general body meeting | ||
| + | ::* Send thank you's to participants and be sure to include them on future mailings/event invites | ||
== DOs and DON'Ts == | == DOs and DON'Ts == | ||
| − | + | ==='DO:=== | |
| − | * Use our [[Branding Standards]] to create marketing consistent with our standards | + | ::* Use our [[Branding Standards]] to create marketing consistent with our standards |
| − | * Have swag (buttons, stickers) available at the event | + | ::* Have swag (buttons, stickers) available at the event |
| − | * Make sure that all individuals participating as ssh:c representatives give a consistent image of hackerspaces and goals/mission of ssh:c | + | ::* Make sure that all individuals participating as ssh:c representatives give a consistent image of hackerspaces and goals/mission of ssh:c |
| − | + | ===DON'T:=== | |
| − | * Try to organize and announce events in less than 2 weeks. Short timeframes tend to produce poorly planned events and lack of interest from potential attendees. | + | ::* Try to organize and announce events in less than 2 weeks. Short timeframes tend to produce poorly planned events and lack of interest from potential attendees. |
| − | * Use negative or pessimistic language when pitching the hackerspace. Avoid language such as "hoping to" or "trying to." Instead, say that we are "doing" and "working toward." Action vs inaction. | + | ::* Use negative or pessimistic language when pitching the hackerspace. Avoid language such as "hoping to" or "trying to." Instead, say that we are "doing" and "working toward." Action vs inaction. |
Revision as of 19:33, 8 March 2017
Contents
Terms
External Event - an event hosted at an outside venue wherein SSH:C represents itself via table, booth, or panel (i.e. Maker Faire) OR an event hosted by an outside organization using SSH:C's space (i.e. Cryptoparty)
Internal Event - an event hosted at SSH:C by SSH:C member(s)
Marketing Event - an event held for the purpose of promoting SSH:C and its mission
Social Event - an event held for the purpose of building member relationships and morale
How to Plan/Host a Successful Event
Preparation
Minimum 3 weeks in advance
- Brainstorm by yourself or in a group
- Determine whether your event is open to the public or only for members
- Determine whether you need a liability waiver or not
- Determine your budget
- Determine if there is an attendance fee
- Create marketing materials, such as flyers, postcards, stickers, pins, etc...
- Create a timeline/itinerary/schedule for your event/class
Minimum 2 weeks in advance
- Announce your event on facebook, twitter, the member mailing list, word of mouth, and meetup.
- Distribute any marketing materials to local public places, such as universities, libraries, community centers, etc...
Day before the event
- Announce your event as required
- Send a reminder to any participants
- Ensure all necessary paperwork is printed and ready for participants
- Check that all materials/supplies are in working order
Hosting
Day of the event
- Be an active host at your event
- Greet all your guests with a smile
- Collect all liability waivers as necessary
- Stick to your timeline/plan as best you can
- Follow the DO's and DON'Ts
- Collect feedback during and after the event
- Ask for suggestions for improving how events/classes can be run
Follow-up
After the event
- Add improvements/suggestions to this page
- Give a brief summary of your event at the next general body meeting
- Send thank you's to participants and be sure to include them on future mailings/event invites
DOs and DON'Ts
'DO:
- Use our Branding Standards to create marketing consistent with our standards
- Have swag (buttons, stickers) available at the event
- Make sure that all individuals participating as ssh:c representatives give a consistent image of hackerspaces and goals/mission of ssh:c
DON'T:
- Try to organize and announce events in less than 2 weeks. Short timeframes tend to produce poorly planned events and lack of interest from potential attendees.
- Use negative or pessimistic language when pitching the hackerspace. Avoid language such as "hoping to" or "trying to." Instead, say that we are "doing" and "working toward." Action vs inaction.
