Organising an event for members.
Checklist of 10 Steps for Planning an Event
- 1.
Identify the purpose of the event. For example: to socialise, to gather information, to hear a presentation on a key issue from an invited speaker, to raise funds.
- 2.
Enlist support: Friends, TEU members, Branch organiser, Branch President(s), Branch Committee and/or Te Pou Whirinaki, the National Women’s Officer, including financial support.
- 3.
Think about all the different groups you would like to encourage to attend and how best to do this.
- 4.
Figure out day and time that will work for your branch and do a timeline noting when it would be appropriate to send out initial notice/reminder notice/final notice.
- 5.
If you decide on a speaker, check their availability early on. Speakers might include community leaders, researchers, politicians, student representatives etc.
- 6.
Book the venue or ask the branch organiser/administrator to do this for you.
- 7.
Talk to your branch about who will send a simple (or fancy) flyer/email that you can create to advertise the event and request RSVPs. You may find outlook invitations work well because they put the event in people’s calendar. There are some stock TEU posters accessible from your branch administrator. To get further assistance from the TEU Policy and Communications team, email: teu@teu.ac.nz
- 8.
Book some catering of kai and drinks (tea/ coffee/ Juice/ Herbal teas!) Cake, muffins, savouries, soup and rolls have all gone down well in the past. Many caterers at institutions can cater with enough notice. Otherwise it may be possible to order one from a local bakery.
- 9.
Do a plan for the session – Identify someone to welcome everyone/thank everyone etc. If you are having a speaker, get some simple info to introduce them. (The people doing the organising don’t have to do everything!)
- 10.
Send a final reminder. If possible reply to the RSVPs and say you are looking forward to seeing them at the event and invite them to bring along a colleague.
Think carefully about a family friendly approach to activities, events and meetings. This may include holding events at varying times of the day: lunch times, morning teas or even early morning can sometimes offer greater opportunity for women to participate than an after work event. When appropriate it may also be possible to hold family-friendly meetings where children are invited to attend.
During the event
- Take along some background information about TEU. Ask the branch organiser to make enough copies for you. Take membership recruitment information with you. You may also wish to collect names of those who attend and develop an ongoing list of interested members.
- Hold the event and have fun doing so.
- Take some photos please send them to the TEU Communications and Campaigns Officer: enzo.giordani@teu.ac.nz
- Try to ensure that those organising the event speak to every single person who comes along and makes them feel welcome.
- Make sure you finish the event at the time you notified, even if people stay on and chat.
When running an event you may want to print out and take this Group Membership Form
After the event
- Have a quick debrief with the branch organiser.
- Follow up on anything that needs to be followed up on e.g. a request for information; sending a thank you email or card to the speaker.
- Make sure you report back to the Branch Committee and thank those who provided financial support etc.