Building Community through Participation: Events & Activities

Description

Don't let social distancing stop organizing! From the very basics of creating a meeting activity through the intricacies of organizing a team to do phone outreach and generating reports of attendance, Building Community through Participation will cover everything you need to know about event organizing. The course combines the technical with political analysis, facilitation tips and discussion around building an inclusive and respectful meeting culture both online and in-person.

Agenda

Training materials, including login information on the training database will be sent to everyone who is registered.

Day 1: Activities!

12:00 pm Central Time (approximately 120 minutes)

  • Ground rules and introductions - A
  • Orientation - N
  • Logging in and getting around: Hand out usernames and passwords - J
  • Why use events when you can use activities? - J
    • Demonstrate creating a "Meeting" activity with multiple contacts and a date - screen cast
    • How do you find people who have a meeting activity?
    • For simple meetings, use this approach!
    • But wait, there are some problems:
      • Can't search by event name - you have to search by date only
      • You want to charge for the ticket
      • You want people to register themselves for the event
      • You want to track who attended the event
  • Introduce assignment: For tomorrow, you will setup your own event. Users with numbers between 1 and 20: setup an event of the type Workshop, 21 - 40 setup a Direct Action. - N
  • Demo how to setup an event - N:
    • Online registration
    • Default profile only
    • Multiple registrations
    • How to find the registration link
    • (We will cover fees, scheduled reminders, editing profiles later)
    • Screen casts
      • How to Create a basic online registration - screen cast
      • How to get the online registration link and testing live event registration - screen cast
      • How to set up an online event to take multiple registrations - screen cast

Homework:

  • Create an event in the training database. Users with numbers between 1 and 20: setup an event of the type Workshop, 21 - 40 setup a Direct Action. Make your event page beautiful!

Day 2: Tracking event registration, attendance and engagement

12:00 pm Central Time (approximately 120 minutes)

  • Quick Check in; Review previous assignment, show and tell events created - 2-3 volunteers - N
  • Demo: how to register for event: - N
    • Register for for event anonymously (remember how to get the event registration link)
    • Registering when logged in
  • Tracking registrations: - A
    • Create a registration report: include basics of report creation (columns, filters, saving) - screen cast
    • Make it a dashlet and add a menu item - (report being its own menu item on create report) - screen cast
  • Taking attendance: multiple methods - A
  • Putting it all together for engagement: - J
    • Find everyone who has attended an event in the last year - screen cast
      • Enter in Chat: How many people have either registered or attended in the last year?
      • Enter in Chat: How many people have attended an event in the last 30 days?
    • Search for everyone who has attended more than 2 events in the last year (Event count) - screen cast
      • Enter in Chat: How many people have attended more then two events in the last 30 days?
      • Enter in Chat: Has anyone attended 2 or more events of the type Direct Action?
    • Create a report that shows attendance by event - screen cast
    • Why event types are useful and configuring Summary Fields to make track engagement - screen cast
  • Introduce next assignment: Create a new event for a workshop that you will charge for, including a discount on early registration. - J
  • Demonstration of event fees: -
    • Simple method: use whenever possible! - A
      • Built-in price options - screen cast
      • Early registration or "early bird" discount using the built in early registration discount set - screen cast

Homework

  • Create a new event for a workshop that you will charge for, including a discount on early registration.

Day 3: Re-imagining our meetings

12:00 pm Central Time (approximately 120 minutes)

  • Review questions from homework or from yesterday, show and tell a couple of examples - N
  • Event Fees - Complex method: use when you need it! - J
    • But... What if your event has multiple paid parts - for example, a fee for optional dinner? What if you want to offer folks the chance to make an optional donation in addition to the registration fee? What if you want folks to buy more than one ticket?
    • Pricesets to the rescue! - screen cast
  • A few more helpful features with Events: - N
  • Event Turnout: how to assign phone calls to your staff and track who says they will come - screen cast - J
  • Practice: Choose your own adventure! - A
  • Evaluations - N
  • Wrap-up and Final Questions - N

Additional Resources

Training Category: 
Communications
Fundraising
Organizing
PowerBase