Planning to Host an Event - Mother Earth News

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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
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Planning to Host an Event - Mother Earth News

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