Procedure: Organization of an event: Difference between revisions
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* 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. | ||
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* Have small symbolic gifts to give to your invited guests. | * 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. | * Have a small ceremony where invited guests and/or others will be acknowledged or honored with an award. | ||
==Post event evaluation== | ==Post event evaluation== | ||
Revision as of 01:51, 8 December 2011
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 1 month before.
- Announce the event through Future Worlds lists 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.
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.
