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9 Tips for How To Organise A Get Together Event | Organise meetings and events

  • Welcomes and introductions are important to help people to get oriented and feel at ease. Sometimes it will be appropriate to begin your meeting or event with a powhiri, karakia or other ritual – take guidance from someone familiar with the cultural setting and people you will be working with. For meetings, workshops and seminars, introduce the organisers, speakers, the facilitator or chairperson at the beginning. Where time allows, ask all participants to introduce themselves, especially where people will work together later on (for example, at a workshop). Consider using a round for introductions or an ‘icebreaker’. - Source: Internet
  • Consider who should facilitate or chair the meeting or event – ideally someone with local respect, an understanding of the issue and experience in facilitation. A guest speaker could also be a good idea – for example, a scientist or expert working on the issue; a kaumatua familiar with the history of the site; or a community leader with a passion for the issue or the area. If a formal presentation is planned, organise a practice run and offer feedback on length, language, etc. - Source: Internet
  • Write up an action plan with allocated tasks and organise one person to check periodically that things are on schedule. For a big meeting or event, you may need to draw up an indicative budget. Even for a smaller event, it’s important to check you have enough money for venue hire or the equipment for catering (for example, a barbecue and gas bottle). On the income side of the budget, consider whether: - Source: Internet
  • For a meeting or small event, try to give people two weeks’ advance notice. For more significant events, such as an all-day field trip, you may want to give a month’s notice and request an RSVP. Follow this up 3–5 days before the event with a phone around or further general publicity. - Source: Internet
  • Consider how long you need to achieve your purpose and how far people might have to travel. If a half-day is suitable, invite people to bring lunch and start afterwards, or hold the event in the morning and finish with lunch. If your audience includes dairy farmers, consider milking and travel times, and start evening events early. - Source: Internet
  • Before you even start to organise your meeting or event, it’s worthwhile checking that this is actually what you need to do and that it’s realistic for your budget etc. It’s also important to identify who can help you – ideally you’ll have a team of people with different strengths, e.g. publicity, artwork and displays, catering, iwi liaison. If you’re the sole organiser, use experienced people to check your initial ideas and make sure you’re on the right track. - Source: Internet
  • Make sure you brief everyone with a formal meeting or event role. It’s important for them to understand the time they have available, the purpose of the meeting/event, how their role/presentation fits with this, and to be aware of any technical matters such as how to work equipment, location of lighting, etc. It’s also important that people understand the role of the facilitator. - Source: Internet
  • Make sure agency staff don’t outnumber locals at the meeting/event and keep paper to a minimum – both can be intimidating to those looking to get involved. Structure the meeting or event so your agency is a part of the group rather than always in charge. Invite feedback on your ideas or alternative options. Consider what the local people are getting out of attending, not just your own needs. Think partnership! - Source: Internet
  • Get to the venue at least one hour before the event starts. Put out signs to direct people. For a meeting: - Source: Internet
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