Events: Design Development Delivery

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2 Events: Design Development Delivery

3 What is an event? The dictionary definition Something that happens at a given place and time, especially something important or unusual An organized occasion such as a social function or sports competition A phenomenon that follows and is caused by some previous phenomenon A phenomenon located at a single point in space-time; the fundamental observational entity in relativity theory

4 The Four Stages: Design Develop Deliver Evaluate

5 Design Involve the right people Identify: The opportunity Any fixed factors (time, location, etc.) The key aims & objectives (purpose of event) The audience (public, media, activists etc.) Develop the concept, theme, style or type of event You maybe limited by resources (time, money, capacity, materials), but you re not limited by your imagination. It s the simple ideas tend to work the best.

6 Design When designing the event, consider the following criteria Demonstrating Values The event should demonstrate the values and nature of Friends of the Earth (ie catering, public transport / cycle ways to event, low energy / resource use at event) The centre of debate It is nearly impossible to organise a successful campaign event on issues that no one is interested in or that has no link to a current political debate or conflict. Involving people Friends of the Earth is a grassroots organisation. Events should be organised with and in the name of the people who support us.

7 Develop: Success Criteria To help you evaluate the success of the event, it is key to define a success criteria when you are developing the event concept. A success criteria can also help you judge the potential of proposed event concepts Numbers attending Demographics of those attending representing target audience (media, MP s, other NGO s, general public) Participation of partner organisations Media coverage Action success (number of petition signings, MP s lobbied, decisions / commitments made)

8 Develop Project Plan Task list Timelines Roles Budgets Media Marketing: Promotion & publicity Logistical plan Transport Stewards Communication at the event Technical requirements Health & Safety Contingency Planning Getting Permission form authorities (when required)

9 Develop: Risk Assessment A Risk assessment is carried out to ensure: potential hazards are identified Identify who is at risk from the hazard Determine the risk (severity x likelihood) Action to eliminate or minimise hazard & risk Communicate action required Re-evaluate risk to ensure acceptable level

10 Risk Assessment Determine the primary risk using the matrix below Severity H = Fatality or major injury M = Injury or illness L = Minor injury or illness Likelihood H = Certain or near certain M = Reasonably likely L = Very seldom or never Risk Rating 3 = High risk 2 = Medium risk 1 = Low risk Se ve ri ty Likelihood H M L H M L 2 1 1

11 Sample Risk Assessment Subject area Hazard and Effect To Whom Sev Lik Risk Control Measures Residual Risk Other Action Required Poorly located equipm ent and cables Slips, trips and falls Staff, Deleg ates, Uni Staff L M 1 a) Safe storage areas to be identified by advance team and with venue beforehand for large items.

12 Develop: Finding the right venue Identify criteria: capacity, location, accessibility, facilities provided, cost, opening times, style (meeting hall / Students Union) Do a Recce. It is key to know your venue well: Accessibility (public access if action) Facilities provided (recycling, refreshments, technical), Sightlines, opening times, bike parks etc.

13 Delivery Clear chain of Command with designated roles Event Co-ordinator, Chief Steward, Site Manager, Media Co-ordinator, Transport Co-ordinator, Production Manager Fully briefed staff, stewards & first Aiders Schedule of events (set-up, production, transport, artist / guests, staff, get-out) Good clear channels of communication (phone lists, radio protocols) Identifiable First Aiders & First Aid point Clear staff & steward rotas (where, when & what)

14 Evaluation Things to evaluate: Arrangements for each element of the event. Publicity & Promotion effectiveness, distribution of materials, media coverage. Organisation planning, ways of working, communication channels, media, contingency planning. Impact media coverage, political effect, level of participation, communication of message. Overall good use of time, money, resources? Specific problems, lessons learnt.

15 The 5 W s and the 1 H Why do we want hold the event? Who: Is the target audience? Will participate? Are potential allies? Will do it? What: Is the nature of the opportunity? Kind of event do we want to run? Where should the event be held? Indoor / outdoor, on the street When should the event be held? Timings of external events? Does the weather matter? Is there enough time to organise it? How much is it going to cost?