Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 What is an event? People gathered together for a purpose. Define your event’s purpose. Identify who you want to attend the event. Invite your audience/participants/guests. Organize the details, and organize some more.

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Define your event’s purpose At the end of the event, how will you know if it’s been a success? What will have happened? Be as specific and detailed as possible Who will do what as a result this event? What will be different about your community or an issue, or the group, etc…?

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Event goals/purposes Often an event will have more than one goal or benefit! Try to identify your goals in order of priority. This helps you make strategic choices as you go through the planning process.

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Sample event goals  Generate media coverage for an issue.  Educate the public (or a certain key audience) on an important, timely topic that matters to them.  Raise funds for a project or organization.  Have fun as group to motivate working together on a project.  Demonstrate public support for an issue.  Create pressure on a government to take a specific action.  Celebrate a success and generate excitement.  Inspire people to take action.

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 A few final questions to ask about your goals… Could you achieve these goals without all the energy of organizing an event? If so, is an event the most strategic use of time and resources? How does your event advance your organization’s/group’s other goals? ie contact list building, fundraising, raising profile, etc… If so, how will you integrate these other goals?

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Identify your audience/guests Who do you want to invite? It helps to be as specific as possible. Not: “The general public” but “renters in my community concerned about and affected by rising housing costs” Why should they attend? Why will they attend? Are there barriers to attendance/participation that you can identify and remove? ie transportation, child care, inconvenient event time, etc…

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Questions to ask when inviting your guests/audience Does your event title match your audience and goals? Will your audience know what the event is about and why they will gain something from attending? Will they see your promotional materials in locations (on and off line) in places they already spend time? Have you given them enough notice to plan their attendance/participation?

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 General event planning tips Work backwards from the event date. Identify what you need to have in place and when. Assign areas of responsibility, and be accountable for following through. Who will do what, and when? If you’re having a meeting, always end with ‘take away’ tasks. Create meaningful and realistic deadlines.

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Organize and consider the details Create an itinerary or agenda. What materials or resources will you need for each component? Make lists, identify costs. If you’re organizing activities, consider how each one contributes to your overall event goals. Determine who will be responsible for what on the ‘big day’.

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Organize and consider the details Check the date against other calendars. Are you competing with another event that might also attract your desired audience? Remember the venue. How will it feel for your audience/guests/participants to be in the space? Will you need to adjust lighting, move tables and chairs, put up posters or signs? Will participants be able to see, hear what they need to?

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Organize and consider the details Think about the small things. If you are handing out name tags, who will do it? Where will they stand so they don’t create a road block of people as they write their names down? Who’s bringing the markers?

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Some perspective… It’s okay if it’s not perfect. Assume there will be some part of the event that goes ‘wrong’ -- no matter how well you’ve planned. Don’t panic. Give yourself space and time to manage unexpected situations and mix ups.

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 Have Fun!

Parties, public rallies and speaking tours: organizing events that matter Presented by: Olive Dempsey UVic Student Leadership Conference - January 16, 2010 …and… Always debrief and evaluate after your event..…it’s worth it…