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

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.