Difference between revisions of "Holding Events"
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| − | ==Terms== | + | == 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) | '''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) | ||
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'''Social Event''' - an event held for the purpose of building member relationships and morale | '''Social Event''' - an event held for the purpose of building member relationships and morale | ||
| − | ==How to Plan/Host a Successful Event== | + | == How to Plan/Host a Successful Event == |
| − | ===Preparation=== | + | === Preparation === |
Minimum 3 weeks in advance | Minimum 3 weeks in advance | ||
::* Brainstorm by yourself or in a group | ::* Brainstorm by yourself or in a group | ||
| Line 30: | Line 30: | ||
::* Check that all materials/supplies are in working order | ::* Check that all materials/supplies are in working order | ||
| − | ===Hosting=== | + | === Hosting === |
Day of the event | Day of the event | ||
::* Be an active host at your event | ::* Be an active host at your event | ||
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::* Ask for suggestions for improving how events/classes can be run | ::* Ask for suggestions for improving how events/classes can be run | ||
| − | ===Follow-up=== | + | === Follow-up === |
After the event | After the event | ||
::* Add improvements/suggestions to this page | ::* Add improvements/suggestions to this page | ||
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== DOs and DON'Ts == | == DOs and DON'Ts == | ||
| − | ===DO:=== | + | === 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:=== | + | === 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 07:44, 16 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.
