The Stanley Fundatin 209 Iwa Avenue Muscatine, IA 52761 563-264-1500 563-264-0864 FAX EVENT PLANNER S GUIDE
Table f Cntents Abut the Nw Shwing Event-in-a-Bx Tlkit...2 Event Planning Checklist...4 Pre-Event Planning: Event Details...4 Publicity/Cmmunity Outreach...4 Cspnsrship...5 Day f Event...5 After the Event...6 Event Planning Timeline...7 Media Guide...8 Sample Letter/E-Mail t Ptential Cspnsrs...9 Sample Letter/E-Mail Annuncing Event...10 Sample Press Release...11-1 -
Abut the Nw Shwing Event-in-a-Bx Tlkit The phrase never again has been used fr decades as a symbl f internatinal reslve t never allw an abminatin like the Hlcaust t happen again. All natins seem t recgnize an bligatin t stp future gencides and mass atrcities, even if it means vilating the near-sacred svereignty f anther cuntry. That reslve has been tested many times, and t ften it has failed. Since the Hlcaust we have seen mass killings take place the wrld ver. In sme cases, the slw, deliberate killing f inncent peple may have nly captured the news media s attentin n ccasin, leaving us with the impressin that mass killings nly happen in the cntext f war. What might have seemed like islated incidents are symblic f a larger epidemic. Mass vilence is a plitical tl used by thse with pwer fr their wn strategic bjectives. It is nt an unpreventable and unmanageable explsin f existing tensins. Ethnic and ther scial divisins can be manipulated by the pwerful, but gencide and mass atrcities dn t ccur spntaneusly. And that means they can be prevented. Nw Shwing Befre the Killing Begins: The Plitics f Mass Vilence cnsiders hw early preventive strategies by gvernments and the internatinal cmmunity shuld build muchneeded capacities within cuntries, and make it harder fr leaders t resrt t vilence. It aims t encurage discussin f hw future effrts might better prtect ppulatins under threat, giving new meaning t never again. What s Included Fr yur event, the Stanley Fundatin prvides yu with fllwing items in yur Nw Shwing tlkit: Nw Shwing Befre the Killing Begins: The Plitics f Mass Vilence DVD. Clr psters t prmte yur event. Samples f a cspnsr invitatin, an event annuncement, and a press release that yu can custmize fr use fr yur event. A Mderatr s Guide fr leading discussin (even if yu are nt planning t mderate as the event planner, we suggest yu review the Mderatr s Guide t). Additinal resurce materials fr the event planner and mderatr. A Discussin Guide fr thse attending the event. An Event Sign-In Sheet and Event Participant Survey (t be filled ut and returned t the Stanley Fundatin). An Event Planner Survey (t be filled ut and returned t the Stanley Fundatin). Please nte that all f the materials included in this tlkit are als available nline at www.stanleyfundatin.rg/btkb-nline-tlkit.cfm. - 2 -
Getting Started A typical event wuld include: Viewing the Nw Shwing Befre the Killing Begins: The Plitics f Mass Vilence vide prvided by the Stanley Fundatin. Questins and dialgue amng thse in attendance, led by a vlunteer mderatr using the prvided Mderatr s Guide and Discussin Guide. Yu may als want t include a speaker r mderated panel f lcal experts discussing the preventin f mass atrcity and gencide. The tlkit is designed s that grups can watch the DVD and still have time fr a grup discussin at ne event. The Befre the Killing Begins: The Plitics f Mass Vilence DVD is apprximately 30 minutes lng. We recmmend that yu allw fr at least 30 minutes f dialgue after watching the vide. Therefre, yu shuld plan fr yur event t be at least ne hur lng. Please nte that the Stanley Fundatin highly discurages rganizers f events featuring these materials frm charging peple a fee fr participatin, particularly as we prvide ur Nw Shwing tlkits at n charge. - 3 -
Event Planning Checklist This checklist is meant t be an ptinal guide t aid in planning yur grup event. Please feel free t add r delete items frm the list as needed. Pre-Event Planning Event Details Yu will want t decide n the basics f yur event first. Chse a date and time fr yur event. Determine yur lcatin and reserve it. Reserve any needed audi/vide equipment including a TV and DVD player and all necessary cables. Reserve micrphnes and/r LCD prjectr if the discussin grup will be large. Determine wh the mderatr will be and share the Mderatr s Guide and Discussin Guide with them. Publicity/Cmmunity Outreach In rder t have a gd grup discussin, yu ll want a gd turnut fr yur event. Therefre, it will be wrth yur time t d sme prmtin f the event thrugh publicity and utreach. Hang the enclsed event psters in highly visible lcatins. Cnsider libraries, cffee shps, supermarkets, university/cllege campuses, and ther areas with high traffic. Dn t frget t add yur event infrmatin at the bttm! Pst yur event n relevant cmmunity, media, and campus calendars. Develp and send a press release. See the Media Guide sectin n page 8. Ask cspnsrs and ther rganizatins t publicize the event. Cnsider civic rganizatins, campus rganizatins if yu are in a university cmmunity, church grups, bk clubs, and yuth rganizatins, even if they aren t cspnsrs. Send a letter/e-mail t relevant grups and cspnsrs with event infrmatin. The Stanley Fundatin prvides a Sample Letter/E-mail Annuncing Event (n page 10, n the Digital Resurces CD in the tlkit, and in ur nline tlkit at www.stanleyfundatin.rg/btkb-nline-tlkit.cfm) that yu can custmize t infrm peple f yur event. Or yu can simply use yur custmized press release t share event infrmatin with ther grups and cspnsrs. Dn t frget t mentin yur cspnsrs in all publicity materials. - 4 -
Cspnsrship We encurage yu t cllabrate with ther rganizatins in yur cmmunity in hlding yur event. Cllabrating rganizatins can help t prmte the event, increase the audience size, and bring diversity f thught t yur discussin. Grups yu might cnsider include: civic rganizatins, campus rganizatins if yu are in a university cmmunity, church grups, bk clubs, and yuth rganizatins. Once yu have discussed cspnsrship with a grup, be sure t discuss what each f yur respnsibilities will be in making the event happen. Create a list f pssible cspnsrs. Cntact ptential cspnsrs abut their interest. The Sample Letter/E-mail t Ptential Cspnsrs (n page 9 f this packet, n the Digital Resurces CD in the tlkit, and in ur nline tlkit at www.stanleyfundatin.rg/btkb-nline-tlkit.cfm) can be custmized t invite ther grups t cspnsr yur event. Divide/determine respective respnsibilities with cspnsrs. Day f Event We suggest that yu take the fllwing materials with yu n the day f yur event. Please adapt this list as needed. Befre the Killing Begins: The Plitics f Mass Vilence DVD Discussin Guides. Please nte that extra cpies f the Discussin Guide are prvided in yur tlkit and shuld be passed ut t thse in attendance. If additinal cpies f the Discussin Guide are needed, they can be printed frm the electrnic versin n the Digital Resurces CD r frm the PDF in ur nline tlkit at www.stanleyfundatin.rg /btkb-nline-tlkit.cfm. Mderatr s Guide Event Sign-In Sheet. Yu can find the Event Sign-In Sheet n the Digital Resurces CD and as a PDF at www.stanleyfundatin.rg/btkb-nline-tlkit.cfm. Event Participant Surveys. Please nte that ne cpy f the Event Participant Survey is prvided in yur tlkit. Please make additinal cpies by phtcpying the prvided cpy, printing frm the electrnic versin n the Digital Resurces CD, r frm the PDF at www.stanleyfundatin.rg/btkb-nline-tlkit.cfm. Other materials frm the Stanley Fundatin prvided in tlkit. Please nte that additinal materials are available upn request. Please cntact us at 563-264-1500 r inf@stanleyfundatin.rg t request additinal materials fr yur grup. - 5 -
After the Event Please d the fllwing which will help us prvide Nw Shwing tlkits in the future t grups like yurs: Cmplete and return the Event Planner Survey, Event Sign-In Sheets, and the Event Participant Surveys t the Stanley Fundatin. Online at www.stanleyfundatin.rg/btkb-nline-tlkit.cfm By mail: 209 Iwa Avenue, Muscatine, Iwa, 52761 Please nte that if yu return all three f the items abve by mail within 30 days f yur event, we will give yu a cmplimentary $5 Starbucks Card. If yu return all three nline within 30 days f yur event, we will give yu a cmplimentary $10 Starbucks Card! Share this tlkit with anther grup yu think wuld be interested. - 6 -
4 weeks prir t the event 2-3 weeks prir t the event 1 week prir t the event Event Planning Timeline Set event date and time; reserve a lcatin t hld the event. Recruit cspnsrs t help with event planning and prmtin. Delegate planning respnsibilities t cspnsrs as apprpriate. Put up event psters and send event infrmatin t interested grups and cspnsrs. Pst yur event n cmmunity, campus, and media calendars. Visit the event lcatin t assess the best seating arrangement. Send a press release t lcal media (TV, radi, and newspaper). Request additinal materials frm the Stanley Fundatin, if desired. Cnfirm reservatin fr event lcatin and audi/visual equipment. Send reminders abut the event t interested grups and cspnsrs. Invite the media, such as the lcal newspaper, televisin statin, and public radi affiliate. Day f event Set up venue: check t make sure audi/visual equipment and DVD are wrking, make sure rm is easy t find (put up signs if needed), arrange seating. After the event Set up table with infrmatinal materials frm yur rganizatin and the Stanley Fundatin (if yu requested materials frm us in advance). Pass arund a sign-up sheet during the event. Dn t frget t have peple cmplete their Event Participant Survey. Please let event participants knw that the use f the DVD was made pssible thrugh supprt frm the Stanley Fundatin and direct them t www.stanleyfundatin.rg fr mre infrmatin. Cmplete and submit the Event Planner Survey included in the tlkit alng with the Event Sign-In Sheets and Event Participant Surveys t the Stanley Fundatin nline at www.stanleyfundatin.rg/btkb-nlinetlkit.cfm. Or mail the Event Planner Survey, Event Sign-In Sheets, and Event Participant Surveys t The Stanley Fundatin, 209 Iwa Avenue, Muscatine, IA, 52761. Please nte that if yu return all three f the items abve by mail within 30 days f yur event, we will give yu a cmplimentary $5 Starbucks Card. If yu return all three nline within 30 days f yur event, we will give yu a cmplimentary $10 Starbucks Card! - 7 -
Media Guide There are tw reasns t infrm the news media f yur event. The first is t publicize the event and invite participants thrugh the media, and the secnd is t draw media t the event with the hpe that stries will be written abut the issues discussed at the event. Any media attentin fr yur event will help t build yur audience as well as recgnitin fr yur grup r rganizatin. Since yu are in the best psitin t assess yur lcal media, please take sme time t learn the fllwing: News Market. Hw des the lcal cmmunity get their news? Cnsider where yu hear abut events. D yu hear abut events n the lcal TV statins, n the radi, in the newspaper, r smewhere else? Cntent Analysis. What stries generally make the lcal paper? Are they natinal r internatinal stries with a lcal angle? Or are they mainly human interest stries? Recgnizing the angle that has appeal in yur particular cmmunity may prvide yu with the hk that helps yu pitch yur event t the media in a way that will ensure better cverage. Press Release. Often lcal news media will nt have a large staff, s yu can take that int accunt as yu prepare materials fr them. Yur press release shuld be prepared carefully since it may be printed verbatim. It shuld prvide infrmatin abut wh, what, where, when, and why with qutes and backgrund infrmatin. Mst imprtant, yur press release shuld prvide cntact infrmatin. There are many ways t send yur press release in the mail, by fax, r by e-mail. Depending n yur lcal media, yu shuld send it by any r all f these methds. It s imprtant t d a fllw-up phne call t yur press release. It is recmmended that yu send the press release apprximately tw weeks befre yur event and then again at least tw days befre yur event. A Sample Press Release is prvided (n page 11, n the Digital Resurces CD in the tlkit, and in ur nline tlkit at www.stanleyfundatin.rg/btkb-nline-tlkit.cfm) s that yu can custmize it fr yur event. T help with media cverage f the event itself, sending phts, audi, and ther materials might als be welcme since the media may nt have staff t cver the event. - 8 -
Sample Letter/E-Mail t Ptential Cspnsrs Please adapt the text belw t fit the needs f yur event and rganizatin. Items in BOLD CAPS shuld be replaced with relevant text. Dear NAME: I am a TITLE with ORGANIZATION. [INSERT SHORT DESCRIPTION OF ORGANIZATION.] Currently, ORGANIZATION is planning an event Befre the Killing Begins: The Plitics f Mass Vilence t examine US and internatinal effrts in respnse t the threat f mass vilence. The event will include a vide presentatin n the tpic alng with a dialgue amng thse in attendance led by NAME, TITLE. By rganizing this event, ORGANIZATION hpes t pen a discussin f hw future effrts might better prtect ppulatins under threat f mass vilence. The discussin cnsiders hw early preventive strategies by gvernments and the internatinal cmmunity shuld build much-needed capacities within cuntries, and make it harder fr leaders t resrt t vilence. At the mment, we are still in the planning stages f the event and are lking fr interested cspnsrs. Given yur rganizatin s ptential interest in this type f event, we wuld like t invite yu t cspnsr this event with us. Thank yu fr yur cnsideratin. We lk frward t hearing frm yu. Sincerely, NAME TITLE ORGANIZATION - 9 -
Sample Letter/E-Mail Annuncing Event Please adapt the text belw t fit the needs f yur event and rganizatin. Items in BOLD CAPS shuld be replaced with relevant text. Dear NAME: ORGANIZATION(S) is hlding an event Befre the Killing Begins: The Plitics f Mass Vilence t examine natinal and internatinal effrts in respnse t the threat f mass vilence. The event will include a vide presentatin n the tpic alng with a dialgue amng thse in attendance led by NAME, TITLE. Please jin us n DATE at TIME at LOCATION. By hlding this event, we hpe t encurage discussin f hw future effrts might better prtect ppulatins under threat f mass vilence. The discussin cnsiders hw early preventive strategies by gvernments and the internatinal cmmunity shuld build much-needed capacities within cuntries, and make it harder fr leaders t resrt t vilence. Fr mre infrmatin, please cntact NAME at PHONE/E-MAIL/WEB SITE. Sincerely, NAME TITLE ORGANIZATION - 10 -
Sample Press Release Please adapt the text belw t fit the needs f yur event and rganizatin. Items in BOLD CAPS shuld be replaced with relevant text. DATE Fr Immediate Release Cntact: NAME, TITLE, ORGANIZATION, PHONE, E-MAIL ORGANIZATION Hlds Event n Threat f Mass Vilence, Natinal and Internatinal Respnse CITY, STATE The phrase never again has been used fr decades as a symbl f internatinal reslve t never allw an abminatin like the Hlcaust t happen again. All natins seem t recgnize an bligatin t stp future gencides and mass atrcities, even if it means vilating the near-sacred svereignty f anther cuntry. That reslve has been tested many times, and t ften it has failed. Since the Hlcaust we have seen mass killings take place all ver the wrld. In sme cases, the slw, deliberate killing f inncent peple may have nly captured the news media s attentin n ccasin, leaving us with the impressin that mass killings nly happen in cntext f war. What might have seemed like islated incidents are symblic f a larger epidemic. Mass vilence is a plitical tl used by thse with pwer fr their wn strategic bjectives. It is nt an unpreventable and unmanageable explsin f existing tensins. Ethnic and ther scial divisins can be manipulated by the pwerful, but gencide and mass atrcities dn t ccur spntaneusly. And that means they can be prevented. ORGANIZATION(S) will hld the event Befre the Killing Begins: The Plitics f Mass Vilence t examine natinal and internatinal effrts in respnse t the threat f mass vilence. The event will include a vide presentatin n the tpic alng with a dialgue amng thse in attendance led by NAME, TITLE. The event will be held at LOCATION OF EVENT n DATE AND TIME OF EVENT. Fr mre infrmatin, please cntact CONTACT NAME at PHONE NUMBER r E-MAIL ADDRESS. - 11 -