Event Planning

Use this primer to plan events in support of human rights.

Events can be powerful tools for raising awareness, building community, and creating change. Whether you are planning a private gathering with friends or a public event that welcomes the broader community, the following guide will help you create an impactful and meaningful experience.

Here are some key steps to consider when planning an event:

Define Your Purpose: The first step in planning any event is to determine your purpose. Ask yourself, "What do I hope to achieve with this event?" Are you looking to build community among like-minded individuals, deepen your own understanding of a particular social justice issue, or raise funds for a particular cause? Whatever your purpose, be sure to keep it front and center as you plan.

Recruit Volunteers: Recruiting a team is recommended to help with the event, including planning, promotion, and production. Make sure to provide clear roles for each person, and ensure that they are adequately supported.

Determine Your Audience: Once you have identified the purpose and goals of your event, you will need to determine the guest list. Who do you want to invite to your event? Will it be limited to members of a particular organization or community? Will you be inviting people with a range of backgrounds and perspectives? Consider what kind of diversity or similarity you want to have among your guests and how you can ensure that everyone feels welcome and included.

Choose Your Format: Events can take many forms, from small discussion groups to potluck dinners to movie screenings. Consider your purpose and your audience when choosing your format. If you are looking to foster dialogue, a discussion group or panel might be the best option.

Plan Your Content: No matter what format you choose, it's important to plan your content carefully. Create a program that reflects your social justice theme and goals. This could include keynote speakers, panel discussions, workshops, and other activities. Whatever your format, be sure to create an experience that is engaging and informative. 

Choose A Venue: The venue you choose for your event will depend on a variety of factors, including the size of your guest list, the type of event you are planning, and your budget. Consider venues that are accessible to all guests, including those with disabilities, and that have appropriate facilities, such as restrooms and seating.

Invite Your Guests: Once you have defined your purpose and chosen your format, it's time to invite your guests. Depending on the size of your event and the nature of your audience, you may want to send invitations or simply create a Facebook event. Be sure to include all of the relevant details, including the date, time, location, and any instructions for attendees.

Budget and Funding: Determine your event budget and consider potential funding sources, such as grants, sponsorships, and donations. Make sure to prioritize expenses that directly support your social justice theme and goals.

Promote Your Event: Use a variety of channels to promote your event, such as social media, flyers, posters, and email campaigns. Engage with local media outlets to publicize your event using Green Olive's media guide.

Prepare for Logistics: Prepare for the logistical aspects of your event, such as setting up tables and chairs, arranging food and beverages, or managing technology. Make sure to have a plan in place for any potential issues or emergencies.

Evaluate: Follow up with attendees and your planning team after an event to review, receive feedback, and assess what next steps could follow as part of sustained efforts for social change.