Procedure: Organization of an event: Difference between revisions
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* Arrange for a public person to put the event under her auspices and/or address the opening. | * Arrange for a public person to put the event under her auspices and/or address the opening. | ||
* Announce the event on the respective project website at least 1 month before. | * Announce the event on the respective project website at least 1 month before. | ||
* Announce the event on the FWC Blog at least 1 month before. | * Announce the event on the FWC Blog at least 2 weeks to 1 month before. | ||
* Announce the event through Future Worlds lists at least | * Announce the event through Future Worlds lists at least 2 weeks before. | ||
* Announce the event on Facebook. | |||
* Announce the event to the wider public through Press release (via fax/email to media/journalists at least 1 month before. | * Announce the event to the wider public through Press release (via fax/email to media/journalists at least 1 month before. | ||
* Send Email-Facebook reminder 3-5 days before event. | |||
==Arranging the program== | ==Arranging the program== | ||
* Define your participants and make sure you invite them all (email not enough!). | * Define your participants and make sure you invite them all (email not enough!). | ||
* Prepare and print the program in high quality with all logos and credits in place. | * Prepare and print the program in high quality with all logos and credits in place. | ||
* Prepare materials of your project and of the organization to give with program. | |||
* Visit and prepare the rooms. | * Visit and prepare the rooms. | ||
* Prepare name tags. | * Prepare name tags. | ||
| Line 24: | Line 28: | ||
==Post event== | ==Post event evaluation== | ||
* Arrange for an Event Evaluation meeting the latest 2 weeks after the event. | * Arrange for an Event Evaluation meeting the latest 2 weeks after the event. | ||
* Fill in the post-event evaluation form. | * Fill in the post-event evaluation form. | ||
* Prepare an Event Evaluation report in which weaknesses and explain the reasons as well as suggestions for improvements have been documented | * Prepare an Event Evaluation report in which weaknesses and explain the reasons as well as suggestions for improvements have been documented. | ||
==Post event promotion and documentation== | |||
* Publish a press release in the [http://fwcis.blogspot.com/| FWC Blog], the project website, using mailing lists and in the country's media. | |||
* | * Prepare an event report. | ||
* | * Write an article about the event inside FWC-pedia. | ||
[[Category:Procedures]] | [[Category:Procedures]] | ||
Latest revision as of 08:17, 25 September 2012
The organization of any event should comply with the Organization of an event policy.
Distribution of Roles and Responsibilities
- The organizers must assign the role of the Event Organizer to a distinct person soon enough before the event.
- They should also assign the role of the assistant, supporter or replacement to at least another person.
Capitalizing on the event using PR, Media and cross-selling principles
- You must try to capitalize on the event and to promote other projects/people within Future Worlds Center.
- Arrange for a public person to put the event under her auspices and/or address the opening.
- Announce the event on the respective project website at least 1 month before.
- Announce the event on the FWC Blog at least 2 weeks to 1 month before.
- Announce the event through Future Worlds lists at least 2 weeks before.
- Announce the event on Facebook.
- Announce the event to the wider public through Press release (via fax/email to media/journalists at least 1 month before.
- Send Email-Facebook reminder 3-5 days before event.
Arranging the program
- Define your participants and make sure you invite them all (email not enough!).
- Prepare and print the program in high quality with all logos and credits in place.
- Prepare materials of your project and of the organization to give with program.
- Visit and prepare the rooms.
- Prepare name tags.
- Arrange your coffee-breaks and other meals carefully making the best and cheapest selections.
- Have small symbolic gifts to give to your invited guests.
- Have a small ceremony where invited guests and/or others will be acknowledged or honored with an award.
Post event evaluation
- Arrange for an Event Evaluation meeting the latest 2 weeks after the event.
- Fill in the post-event evaluation form.
- Prepare an Event Evaluation report in which weaknesses and explain the reasons as well as suggestions for improvements have been documented.
Post event promotion and documentation
- Publish a press release in the FWC Blog, the project website, using mailing lists and in the country's media.
- Prepare an event report.
- Write an article about the event inside FWC-pedia.
