Event Hosting Guide
This guide is written primarily to assist hosts of Lake Hills Liberals events, but applies to any hosted events. Lake Hills Liberals events include potlucks; participatory action planning meetings and other workshops; watching campaign debates, election returns and presidential addresses; watching television programs and movies; and hosting political candidates and representatives. These events may be in the host’s home or in some other meeting place.
Objectives of the Event
Carefully decide what results you expect from the event. What information should be shared? What decisions should the group make? What commitments should the participants make?
Time and Location
Attempt to choose a time and place which are convenient to the participants. Most people are busy. Many are employed during weekdays. Evenings and weekends may be most appropriate.
Choose a place which has adequate room, needed facilities and equipment: Enough space, chairs and tables. A means for preparing food may be needed. A wall or blackboard for workshops. A television and video player or DVD. Some of these may be transported to the site, but then arrangements must be made for someone to do so. Reserve the place.
Inviting Participants
Invite participants a week or more in advance so they can schedule the event before the become committed to other activities. Inform them of context which led to the meeting and the objectives of the meeting. A catchy name for the meeting helps them to remember it. Inform them of the time, duration, location and directions to arrive there. If there are limits to the number of participants or if you can better provide for them by knowing the number, ask participants to rsvp to the invitation. Create a list of invited and expected participants. If possible, mail contextual materials to participants in advance of meeting.
Preparing Materials
Obtain or construct the needed materials, which may include décor (see posters and signs guide), registration forms and name tags, materials, handouts, video tape or DVD, workshop supplies (magic markers, butcher paper, masking tape, writing paper and pencils}, contributions container and food.
Instead of sweets, I prefer a fruit bowl (apples, oranges, bananas and grapes), a veggie bowl (cauliflower, broccoli, carrots, celery, radishes, cherry tomatoes, olives and dip ), nuts, chips and dip, popcorn, crackers with ham and cheese and perhaps some cookies. Beverages may include coffee, tea, juice, soda, with participants bringing their own alcoholic beverages when appropriate. With food, plates, utensils, cups, napkins and paper towels are needed.
Site Preparation
Directional signs and décor may be needed. To focus participants attention, décor is needed inside such as ‘Lake Hills Liberals’, ‘Proud Liberals, Time for a Change’ and ‘Liberal Values’ Posters. First remove or cover up any competing décor. In someone else’s space, be sure to prepare a map so the space can be restored to its previous condition. Prepare the registration place with sign in sheets and Name Labels. Make the other materials ready to use.
The Event
Have someone welcome and register people as they arrive. Don’t be surprised if fewer people show up than you hoped. Start within 10 minutes of start time, instead of letting latecomers wreck your schedule. You may allow each person to express their name and reasons for coming, but keep it brief. Also briefly indicate where restrooms are.
Provide a context, indicate what you expect to result by the time the meeting is competed. The décor and context are crucial to helping people focus which is necessary to effective efficient work. Inform them that the meeting will end with a reflection (see event reflection guide).
What you do during the event depends upon the event. Anticipate people’s mood carefully and avoid having it drop too low or peak too early. Elsewhere are descriptions of Action Planning meetings and other gatherings. If the work is long enough to become tedious a recess is necessary. At the end, success should be acknowledged and briefly celebrated. Finally lead a reflection on the event (see event reflection guide) is necessary for people to capture its meaning and learnings.
Liberal Contributions
Always have a bowl with a label ‘Liberal Contributions’, which can be passed around, or placed near where people exit.