Public events

Public events
First things first
Consider goals (i.e. number of guests )
Measure results (this will help to assess how often to host the programmes and if they are successful)
Responsibilities (Where, When, What)…. and Who?
Decide as a team on purpose and nature of the event & type and nos of intended audience; think innovative perhaps.

Venue
Venue should be big enough for projected nos, easy access, quiet, if poss. Inexpensive if poss, but comfortable.When deciding on date best to check out if clashes or complements with anything major e.g. events with Maharaji, footie matches, wedding next door

What you might need
Materials table with give away DVDs, Intro to Keys Discovering More and Keys Library plus written materials
AV system –projector/TV with DVD player that will play the kind of DVDs you have (e.g. if copied may not work so needs to be checked beforehand by AV guy- suggest full technical rehearsal)
MC ( try to use different people who are trained /know what they are doing and great if young/newish person sometimes!
Guest Speakers to give expressions including new young people! Suitable DVDs (best 1 or 2 short, recent -under 2 years, mixed and matched- interviews with Maharaji or people having a nice time are well received)
Live or recorded music where appropriate – if live audition them if unknown talent!
Food and refreshments if appropriate

Set up
Form a core planning team of 2-3 people to take responsibility for the planning and content of introductory events. Get team together well in advance ( via SAM but they will need at least 1 months notice)
Need event manager and at least 6 people for set up inc. materials person, MC, AV plus helper to set up, ushers/networkers,
Will there be breaks and/or plenty of time even an hour after formal event for chatting - past experience suggests the more human the better.
Book the venue and speakers well in advance
Work out agenda well in advance
One week before pre event briefing to go over roles etc and one week or so after post event debrief is helpful

Promotion
This needs a great deal of thought and the more effort the better. The usual ways are word of mouth, at local events/mailings and advertising via press/posters/ what's on pages. But brainstorm more adventurous ways!

Finance
Best to cost in advance then put costs to finance person/local community if need be – if a big event might need to be fundraised in advance.