Difference between revisions of "Global Melt/Facilitator ToDo"
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| − | 1.) STFW | + | === 1.) STFW === |
| + | google Event check-list and pick a suitable one for your event. (e.g. [http://www.thegreatevent.com/content/ap.asp?id=4 http://www.thegreatevent.com/content/ap.asp?id=4]) | ||
| − | 2.) Are you first in the world planning such an event? If yes: return to point one. Otherwise: look up respective online documention of similar or related or previous events. | + | === 2.) Check sites of previous events === |
| + | Are you first in the world planning such an event? If yes: return to point one. Otherwise: look up respective online documention of similar or related or previous events. | ||
| + | === 3.) Ask the collaboration question === | ||
| + | Is it necessary/helpful to do the event on your own or would the event benefit from collaboration with other (local) partners? Partner’s may facilitate your facilitation in the following way: | ||
| + | * a) Funding partners (e.g. corporate sponsors | ||
| + | * b) Infrastructure partners (e.g. location, hostels) | ||
| + | * c) Media partner (e.g. (local) newspapes, blogging networks, etc.) | ||
| + | * d) Program partners (e.g. local initiatives, GLAM, universities, NGOs, labs, etc.) | ||
| + | * e) Mobilizaton partners that help promote events among their constitutents (potentially all of the above) | ||
| + | * f) individual partners (e.g. bloggers, activists) >> check out the human resource directory | ||
| + | * g) other partners | ||
| − | |||
| − | a) | + | === 4.) Think about the participant's point of view: === |
| + | * a) create different spaces/formats, i.e. mix open with structured sessions, talks with discussions, free and working time, | ||
| + | * b) facilitate serendipity by setting the stage also aside the formal event program (e.g. breakfast at the venue, not in the hostel) | ||
| + | * c) breaks are important and useful in their non-goal-orientedness | ||
| + | * d) redundancy is useful when it helps to find information (e.g. put the program online, on paper, send via mail and pin it on blackboards at the site) | ||
| + | * e) experiment with short but interactive formats, especially in the beginning and the end of a day (e.g. quick introductory rounds; lightning talks at the end) | ||
| + | * f) provide coffee and, if possible, Club Mate | ||
| − | b) | + | === 5.) Also plan the social gatherings and circumstances === |
| + | * a) find out about social events in the city during the event | ||
| + | * b) leave space for unorganized and spontaneous social activities | ||
| + | * c) but don't underestimate the importance of organized and planned social activities as an offer to participants | ||
| − | c) | + | === 6) Documentation is critical before, during and after the event === |
| + | * a) if possible, apply for funding for documentation staffers | ||
| + | * b) choose one central tool for documentation and stick to it | ||
| + | * c) start with documentation continuously during the event | ||
| + | * d) make sure you have the contact details of your participants to distribute links to documentation following-up the event | ||
| + | * e) extensive documentation (e.g. minutes, video or audio-documentation) is helpful but you also need shorter documentation formats (e.g. one paragraph summaries of sessions, bullet point lists, biblographies, contact details, links, etc.) | ||
| − | |||
| − | + | === 7.) Evaluate your event === | |
| − | + | * a) Ask participants for (oral or written) feedback at the venue (last day, end of workshop, etc.) | |
| − | + | * b) Make an internal feedback meeting among organizers and partners | |
| − | + | * c) Offer the possibility for participant feedback online (e.g. public wishlist and/or Online feedback forms) | |
| − | + | * d) Do a follow-up evaluation when some time has passed (e.g. Sparkelz) | |
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| − | 7.) Evaluate your event | ||
| − | |||
| − | a) Ask participants for (oral or written) feedback at the venue (last day, end of workshop, etc.) | ||
| − | |||
| − | b) Make an internal feedback meeting among organizers and partners | ||
| − | |||
| − | c) Offer the possibility for participant feedback online (e.g. public wishlist and/or Online feedback forms) | ||
| − | |||
| − | d) Do a follow-up evaluation when some time has passed (e.g. Sparkelz) | ||
Revision as of 16:19, 1 April 2011
Event Facilitator/Organizer To-Do-List
A check-list for organizing events in "the Open":
Contents
1.) STFW
google Event check-list and pick a suitable one for your event. (e.g. http://www.thegreatevent.com/content/ap.asp?id=4)
2.) Check sites of previous events
Are you first in the world planning such an event? If yes: return to point one. Otherwise: look up respective online documention of similar or related or previous events.
3.) Ask the collaboration question
Is it necessary/helpful to do the event on your own or would the event benefit from collaboration with other (local) partners? Partner’s may facilitate your facilitation in the following way:
- a) Funding partners (e.g. corporate sponsors
- b) Infrastructure partners (e.g. location, hostels)
- c) Media partner (e.g. (local) newspapes, blogging networks, etc.)
- d) Program partners (e.g. local initiatives, GLAM, universities, NGOs, labs, etc.)
- e) Mobilizaton partners that help promote events among their constitutents (potentially all of the above)
- f) individual partners (e.g. bloggers, activists) >> check out the human resource directory
- g) other partners
4.) Think about the participant's point of view:
- a) create different spaces/formats, i.e. mix open with structured sessions, talks with discussions, free and working time,
- b) facilitate serendipity by setting the stage also aside the formal event program (e.g. breakfast at the venue, not in the hostel)
- c) breaks are important and useful in their non-goal-orientedness
- d) redundancy is useful when it helps to find information (e.g. put the program online, on paper, send via mail and pin it on blackboards at the site)
- e) experiment with short but interactive formats, especially in the beginning and the end of a day (e.g. quick introductory rounds; lightning talks at the end)
- f) provide coffee and, if possible, Club Mate
5.) Also plan the social gatherings and circumstances
- a) find out about social events in the city during the event
- b) leave space for unorganized and spontaneous social activities
- c) but don't underestimate the importance of organized and planned social activities as an offer to participants
6) Documentation is critical before, during and after the event
- a) if possible, apply for funding for documentation staffers
- b) choose one central tool for documentation and stick to it
- c) start with documentation continuously during the event
- d) make sure you have the contact details of your participants to distribute links to documentation following-up the event
- e) extensive documentation (e.g. minutes, video or audio-documentation) is helpful but you also need shorter documentation formats (e.g. one paragraph summaries of sessions, bullet point lists, biblographies, contact details, links, etc.)
7.) Evaluate your event
- a) Ask participants for (oral or written) feedback at the venue (last day, end of workshop, etc.)
- b) Make an internal feedback meeting among organizers and partners
- c) Offer the possibility for participant feedback online (e.g. public wishlist and/or Online feedback forms)
- d) Do a follow-up evaluation when some time has passed (e.g. Sparkelz)
