Hosting Gatherings for Big Event
- This coordinating model applicable for 110 people or less
- Each session/breakouts for 10 people or less
- parallel sessions (i.e. beginner and advance group on same topic)
- find 2-3 people that specialized on topic to help you create topics for breakouts.
- Challenge for large groups: people breaking into clicks
- Pollinators: people who test out each break out.
- Test Case: 20-100 local people, budget: 1000-3000, 2-3 days, free venue
- Write outcomes for participants: What are you hoping to achieve? Goals, objectives, hopeful outcomes? Who’s the community?
- Cookie cutter goal example: strengthening a network.
- Survey participants to figure out need: i.e. What do you want to talk about? How can this event be useful to you?
- Make sure what your proposing is useful to the organization.
- Who will be there
- Roles: Co-organizers (huge part of reaching goals), agenda partners (people who will show up and lead sessions), community partners (people who help facilitate even in anyway possible).
- Budget: (nonprofit software development summit aspiration event budget:10K)
- travel support tip: book flight/bus for them to avoid last minute expensive fees
- email facilitators to schedule a call in order to have a conversation about the event
- face to face meetings
- google calendars for religious events
- call & email participants
- agenda planner
- talk to participants before you create an agenda
- Last meeting before event with co organizers, agenda partners and organization you are organizing for:
- Present agenda template (narrative arc):
- Bring with you: list of facilitators and topics
- breakout 1
- session 2
- session 3
- closing: What’s your next step?