Difference between revisions of "Global Melt/Facilitator ToDo"
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'''Event Facilitator/Organizer To-Do-List''' | '''Event Facilitator/Organizer To-Do-List''' | ||
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A check-list for organizing events in "the Open": | A check-list for organizing events in "the Open": | ||
| + | === STFW === | ||
| + | google Event check-list and pick a suitable one for your event. (e.g. [http://www.thegreatevent.com/content/ap.asp?id=4 random event check-list]) | ||
| − | === | + | === Check sites of previous events === |
| − | + | Are you first in the world planning such an event? If yes: return to point one. Otherwise: look up respective online documention of similar or related or previous events. | |
| − | + | === Ask the collaboration question === | |
| − | === | ||
| − | |||
| − | |||
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Is it necessary/helpful to do the event on your own or would the event benefit from collaboration with other (local) partners? Partner’s may facilitate your facilitation in the following way: | Is it necessary/helpful to do the event on your own or would the event benefit from collaboration with other (local) partners? Partner’s may facilitate your facilitation in the following way: | ||
* a) Funding partners (e.g. corporate sponsors | * a) Funding partners (e.g. corporate sponsors | ||
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* g) other partners | * g) other partners | ||
| − | + | === Think about the participant's point of view: === | |
| − | === | ||
* a) create different spaces/formats, i.e. mix open with structured sessions, talks with discussions, free and working time, | * a) create different spaces/formats, i.e. mix open with structured sessions, talks with discussions, free and working time, | ||
* b) facilitate serendipity by setting the stage also aside the formal event program (e.g. breakfast at the venue, not in the hostel) | * b) facilitate serendipity by setting the stage also aside the formal event program (e.g. breakfast at the venue, not in the hostel) | ||
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* f) provide coffee and, if possible, Club Mate | * f) provide coffee and, if possible, Club Mate | ||
| − | === | + | === Plan the social gatherings and circumstances === |
* a) find out about social events in the city during the event | * a) find out about social events in the city during the event | ||
* b) leave space for unorganized and spontaneous social activities | * b) leave space for unorganized and spontaneous social activities | ||
* c) but don't underestimate the importance of organized and planned social activities as an offer to participants | * c) but don't underestimate the importance of organized and planned social activities as an offer to participants | ||
| − | === | + | === Documentation is critical before, during and after the event === |
* a) if possible, apply for funding for documentation staffers | * a) if possible, apply for funding for documentation staffers | ||
* b) choose one central tool for documentation and stick to it | * b) choose one central tool for documentation and stick to it | ||
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* e) extensive documentation (e.g. minutes, video or audio-documentation) is helpful but you also need shorter documentation formats (e.g. one paragraph summaries of sessions, bullet point lists, biblographies, contact details, links, etc.) | * e) extensive documentation (e.g. minutes, video or audio-documentation) is helpful but you also need shorter documentation formats (e.g. one paragraph summaries of sessions, bullet point lists, biblographies, contact details, links, etc.) | ||
| − | + | === Evaluate your event === | |
| − | === | ||
* a) Ask participants for (oral or written) feedback at the venue (last day, end of workshop, etc.) | * a) Ask participants for (oral or written) feedback at the venue (last day, end of workshop, etc.) | ||
* b) Make an internal feedback meeting among organizers and partners | * b) Make an internal feedback meeting among organizers and partners | ||
* c) Offer the possibility for participant feedback online (e.g. public wishlist and/or Online feedback forms) | * c) Offer the possibility for participant feedback online (e.g. public wishlist and/or Online feedback forms) | ||
| − | * d) Do a follow-up evaluation when some time has passed (e.g. | + | * d) Do a follow-up evaluation when some time has passed (e.g. [[Global_Melt/Sparklez|'''Sparklez''']]) |
Latest revision as of 16:24, 1 April 2011
Event Facilitator/Organizer To-Do-List
A check-list for organizing events in "the Open":
Contents
STFW
google Event check-list and pick a suitable one for your event. (e.g. random event check-list)
Check sites of previous events
Are you first in the world planning such an event? If yes: return to point one. Otherwise: look up respective online documention of similar or related or previous events.
Ask the collaboration question
Is it necessary/helpful to do the event on your own or would the event benefit from collaboration with other (local) partners? Partner’s may facilitate your facilitation in the following way:
- a) Funding partners (e.g. corporate sponsors
- b) Infrastructure partners (e.g. location, hostels)
- c) Media partner (e.g. (local) newspapes, blogging networks, etc.)
- d) Program partners (e.g. local initiatives, GLAM, universities, NGOs, labs, etc.)
- e) Mobilizaton partners that help promote events among their constitutents (potentially all of the above)
- f) individual partners (e.g. bloggers, activists) >> check out the human resource directory
- g) other partners
Think about the participant's point of view:
- a) create different spaces/formats, i.e. mix open with structured sessions, talks with discussions, free and working time,
- b) facilitate serendipity by setting the stage also aside the formal event program (e.g. breakfast at the venue, not in the hostel)
- c) breaks are important and useful in their non-goal-orientedness
- d) redundancy is useful when it helps to find information (e.g. put the program online, on paper, send via mail and pin it on blackboards at the site)
- e) experiment with short but interactive formats, especially in the beginning and the end of a day (e.g. quick introductory rounds; lightning talks at the end)
- f) provide coffee and, if possible, Club Mate
Plan the social gatherings and circumstances
- a) find out about social events in the city during the event
- b) leave space for unorganized and spontaneous social activities
- c) but don't underestimate the importance of organized and planned social activities as an offer to participants
Documentation is critical before, during and after the event
- a) if possible, apply for funding for documentation staffers
- b) choose one central tool for documentation and stick to it
- c) start with documentation continuously during the event
- d) make sure you have the contact details of your participants to distribute links to documentation following-up the event
- e) extensive documentation (e.g. minutes, video or audio-documentation) is helpful but you also need shorter documentation formats (e.g. one paragraph summaries of sessions, bullet point lists, biblographies, contact details, links, etc.)
Evaluate your event
- a) Ask participants for (oral or written) feedback at the venue (last day, end of workshop, etc.)
- b) Make an internal feedback meeting among organizers and partners
- c) Offer the possibility for participant feedback online (e.g. public wishlist and/or Online feedback forms)
- d) Do a follow-up evaluation when some time has passed (e.g. Sparklez)
