Event Facilitator/Organizer To-Do-List

A check-list for organizing events in "the Open":

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)