Planning to Host an Event - Mother Earth News

Planning to Host a Homesteading EducationEventYour event can be as simple as scheduling an open house or tour of features on your homestead,with or without a talk by you or a guest expert. Or, if you want to plan one or more sessions forlarge groups, you may not have room at your home and will need to reserve another space.Regardless of the scale of your event, it is important to have a plan on how to get the word outthat you’re hosting an event and would like folks to come. In addition to the publicity that MOTHEREARTH NEWS will provide via our magazine and website, you will probably want to do some localpublicity too. Here are some suggestions:Send a news release to newspapers in your area and ask them to include it in their printand online calendars of events. (Include the Homesteading Education Month logoavailable on the Event Hosting Resources page).Use the handy editable PDF, also on the Event Hosting Resources page, to make flyersto distribute at whatever locations seem like good spots to promote your event.You can publicize the event on your Facebook page or other websites you maintain usingthe Web logo developed for your use on the Event Hosting Resources page.Contact local groups involved in sustainable living and ask them to announce the event totheir membership.Ask someone to double-check your news release and flyers to be certain you haveincluded all necessary details.Be sure you are clear on who will be handling each of these tasks. The more publicity you canmake time to do, the more folks are likely to attend.The following steps should be helpful regardless of whether you are planning a simple event atyour homestead or something more complex including guest speakers at a location other thanyour home.STEPS TO PLAN AN EVENTSTEP 1 Identify what type of event you would like to do. Determine the goals of the event andwhat you want to accomplish.STEP 2 Consider establishing partnerships with other organizations or people to assist with theexecution of the event. Identify their role when determining key decisions.STEP 3 Consider locations and types of facilities to host event. Determine the use of space andor seating arrangement and capacity required for the event or activity.STEP 4 Decide on a date and time for the event or activity.STEP 5 You may want to create an event budget. Identify the sources and amounts of potentialrevenue and expenses. Revise for realistic and necessary true cost and revenue updates.1

STEP 6 Create an event timeline. Outline all essential decisions/activities in a time sequentialorder from the point of initial consideration to decision being finalized and decisions beingexecuted. If more than one person is handling event planning, document who is responsible foreach function. Communicate the timeline to everyone involved.STEP 7 Determine Key Decisions:ProgramOutline the order of activities that need to occur at the event or activity.Determine who will perform or execute the agenda items.Determine if a published program is necessary. If so decide who will create and print theprogram.Presentation(s)/ SpeakersIf your event involves multiple speaker, decide on the time frame for each presentation or speech.If you plan to be the presenter, you can see our tips on public speaking below.Decide the type of communication that should transpire with the presenters/speakers (ifapplicable), when it should occur and who will be responsible to execute and follow-up.EquipmentIdentify what equipment is necessary for the event or activity.Identify potential sources to secure needed equipment.Evaluate the cost of the equipment.Decide who will be responsible for the pick up and return of the equipment.MaterialsDetermine what materials are needed, and where you will obtain them.Decide who will be responsible for purchasing, preparing and storing the materials.Public RelationsIdentify the method(s) which will be used to publicize the event (see suggestions on Page 1).Decide who will be responsible for the creating invitations, flyers, press releases, emails, etc. Besure and use the handy editable PDF from the MOTHER EARTH NEWS Web page for a quick,snazzy advertisement.Decide who will be the contact for public inquires on the event or activity.Decide who will be responsible to disseminate the types of information on the event or activity.STEP 8 Take into consideration these special additions/items if needed:FoodMusicDecorationsFlowersPhotography/videoClean upThat’s it! You have planned well and are ready to go. Have a successful event!2

1. Preparing Your HomesteadFurther ConsiderationsOffering a tour or open house of your home, farm or garden requires a commitment toprepare your space to accommodate participants. If you’re hosting a workshop, be sure you haveadequate seating and space for everyone to view and participate. Look around to see if there arethings you want to move, put away or clean before the tour group comes to see your space. Keepin mind that the things you see every day may not be viewed the same way by your tourparticipants.Any areas you want to make off-limits to visitors should be marked or identified.Plan where you want guests to park and put up signs to direct them.Decide if you want to find local volunteers/family/friends/staff to help out with managingthe groups who come. This can be especially helpful if you plan to host an open house oranother event over a full day period.Make sure you have bathrooms ready for guests to use; at minimum one bathroomavailable for “emergency use”You may want to make a timeline for the weeks leading up to the event, to make sureeverything you want to accomplish gets completed in time. A sample timeline is availableon the next page.Be sure and utilize the Homesteading Month logos and editable poster to help youpublicize your event!You may want to look into your farm/homestead/home’s liability insurance policy.2. Preparing a PresentationMake a list of all the points you want to cover in your presentation/tour. See a guide onPublic Speaking below. Make sure you prepare for folks of various skill levels.If the event will be several hours long, consider advising guests to bring snacks or ameal, or specify if you will be providing food for your guestsAsk upfront if your guests have special interests, so that you can tailor your presentationto answer their main questionsIf you are planning a hands-on activity, consider how many supplies you will need anddetermine how you will organize large groupsPlan how you will move the group from one activity/area to anotherIf you are planning for an outdoor activity, schedule a rain date or have an alternate planindoors in the case of inclement weather3

Public SpeakingRead the Audience, Not the SpeechNever read a speech. A brief outline or list of key points will help you stay on message. Make eyecontact with your audience and notice their reaction.Use Key PointsEmphasize a clear set of main points. Avoid elaborating on too many details, but use a few strongexamples to back up the major points.Repeat. Repeat. Repeat.Repeat key points several times. Attendees may know little or nothing about the speech topic, sogive them several chances to absorb the message by repeating the main points. Use stories tocreate emphasis, if you can.Know Your AudienceTailor the speech to the audience. Key points usually remain the same, but draw out differentexamples and highlight varying aspects of an issue depending on the audience.Cite Sources and StatisticsThe use of credible sources, experts, and statistics can strengthen a presentation, but don’toverdo it. Sources and statistics should support your presentation—not make it morecomplicated.Keep the Debate on PointWhen participating in a panel discussion or a debate, continually bring the discussion back to thekey issues at hand. Be careful not to let the debate get sidetracked.How to Handle Q&AUse question and answer periods to emphasize your key points. Always look for the opportunityto link the response back to one of the key points to leave the audience with a strong message.Handle negative questions briefly and in a controlled manner, bringing the answer back to theintended message, then move on to other questions. If someone asks you a question that youcannot answer, you should simply state that you do not know and will be happy to find the answerfor her/him.4