Procedure: Organization of an event

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 and cross-selling

Did you try to capitalize on the event to promote other projects/people within Future Worlds Center?

1. Did you arrange for a public person to put the event under her auspices and/or address the opening?
2. Was the event announced on the respective project website at least 1 month before?
3. Was the event announced on the FWC Blog at least 1 month before?
4. Was the event announced through Future Worlds lists at least 1 month before?
5. Was the event announced to the wider public through Press release (via fax/email to media/journalists at least 1 month before?
6. Did you have in the event at least two thirds of the expected participants?
7. Did you print the program in high quality with all logos and credits in place?
8. Did you use name tags?
9. Were coffee-breaks and other meals well organized
10. Did you have small symbolic gifts for your invited guests?
11. Did you have a small ceremony to that invited guests and/or honor someone with an award?
12. Did you have an Event Evaluation meeting the latest 2 weeks after the event?
13. Did you fill in the post-event evaluation form?
14. Did you prepare an Event Evaluation report in which weaknesses and explain the reasons as well as suggestions for improvements have been documented?

Before and after

All events should be announced at least through the following channels:

• FWC Blog
• Mailing Lists
• Press release sent to the media via fax as well as via email to selected journalists
• On the website of the respective project

At the conclusion of the event, the report should be published:

• FWC Blog
• Mailing Lists
• Press release sent to the media via fax as well as via email to selected journalists
• On the website of the respective project
• AND on the FWC-pedia on a separate article

At the latest 2 weeks after the event, a short meeting of the event owners should study the Evaluation, document weaknesses, explain the reasons and provide suggestions to the organizers.