Spreading the Word

Once you’ve put your organizing and advisory committees together, the real work begins. We’ve found that 90% of the work in hosting a successful gathering is focused on planning, coordinating, and ensuring that the right people are in the room. Here’s a list of logistical items that will help to ensure your event runs smoothly.

The Checklist

Develop a Schedule

Schedule regular check-ins with your organizing and advisory teams with clear deadlines and expectations for deliverables. Create a space that is welcoming and productive both in-person as well as online so that people feel and know specifically how they can contribute meaningfully. The frequency of meetings will undoubtedly increase as the date of the event nears.

Confirm Venue

Confirm event venue and catering services that fit your budget and community needs.

Reach out to meaningful partners

Create the list of organizations and individuals who meaningfully address the issue that your team aims to tackle. Assembling a diverse advisory committee ensures that your outreach to the doers goes far and wide. You can use the Contact and Outreach Lists from our Download Templates page.

Outreach to Interested Participants

Create the list of contributors and participants to ensure that the perspectives and contributions to the event are both meaningful and diverse. You can use the same Contact and Outreach Lists from our Download Templates page and curate the list on a different tab. 

Save the Date Request

Send out a Save the Date message to build excitement and ask the list of contributors to reserve the date on their calendars.

Call for Applications

Send out a Call for Applications to draw the doers from your community. Make sure your invitation has a clear ask with the details of what people should expect in terms of their involvement and benefits. You can use the Call for Applications sample and the Pitch Application Form from our Download Templates page.

Organize Application Reviewers

Assemble a list of reviewers from your organizing and advisory committees to develop the criteria for selecting the presenting doers. Reviewers will also be involved in narrowing down and choosing the desired number of doers from those who applied.

Broader Outreach

Based on the goals of your event, you may want to send out invitations to the broader community and gather their input proactively. For example, you can ask on the registration form “why they accepted the invitation” and “what they hope to see differently” during the Doers Gathering, to get a sense of who will be in the room and why they’re coming.

Support the Doers

Once you’ve selected your list of doers, send out congratulation notices for being accepted and schedule a time to support them in creating and preparing their pitch talks and slide decks. Pay particular attention to the quality of presentations to keep the gathering on-schedule and engaging for the contributors and attendees. You can use the Pitch Session Guide & Instructions from our Download Templates page to optimize your process.

Design the Program

Develop and design a program book to help doers and contributors know what to expect on the day of the event. The program book should include the agenda, floor maps illustrating the location of each breakout session, feedback forms, “Gold Tickets,” and the “Voting Card.” You can use this Sample Program Book from our Download Templates page as a guide. 

Design the Slide Deck

Creating a visual presentation will help attendees understand how the entire event works and how they can contribute to the activities. Design a presentation slide deck to include: 

  • Tell a foundational story behind the issue you hope to address (ie: non-fiction video-documentary short)
  • A brief explanation of how the event will work emphasizing the Gold Tickets and Voting Card
  • Each of the doers’ pitch slide decks
  • Map of the space to identify where each doer should go for their breakout session 

Final Preparations

The rest of the time is focused on ensuring the items above are executed, communication is clear ,and expectations are managed. Send out a reminder email to the doers and contributors a couple of days before the event. And then… the day of the event.