Procedure: Organization of an event: Difference between revisions

From Future Worlds Center Wiki
Jump to navigationJump to search
(Created page with "The organization of any event should comply with the Organization of an event policy. ==Distribution of Roles and Responsibilities== ==Bef...")
 
No edit summary
 
(10 intermediate revisions by 3 users not shown)
Line 2: Line 2:


==Distribution of Roles and Responsibilities==
==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.




==Before and after==
==Capitalizing on the event using PR, Media and cross-selling principles==
All events should be announced at least through the following channels:
* You must try to capitalize on the event and to promote other projects/people within [[Future Worlds Center]].
* FWC Blog
* Arrange for a public person to put the event under her auspices and/or address the opening.
* Mailing Lists
* Announce the event on the respective project website at least 1 month before.
* Press release sent to the media via fax as well as via email to selected journalists
* Announce the event on the FWC Blog at least 2 weeks to 1 month before.
* On the website of the respective project
* 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.


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.
==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 [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 09:17, 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.
Retrieved from "https://futureworlds.eu/wiki/index.php?title=Procedure:_Organization_of_an_event&oldid=10331"