Prepare Effectively



Outcomes:

  1. Learn what to prepare before the opportunity
  2. Learn what to prepare during the day's event

Introduction


To run a successful event and complete your report, you have to plan and prepare a few things. The purpose of this article would be to help you keep track of the things you need to do on and off the platform.


Before the Opportunity

  • Do you need a permit for your event?
    • If you are hosting an event in a public space, such as a concert in a park, you will need to get permission from the city council. You can ask the organisation to help with this. If you are in Johannesburg or Cape Town, information about the event permits can be found here: Events in Jo'burg or Events in Cape Town.
  • Do you need a parking space?
    • Find out from the venue if a parking space is available. Also, see if there is a clear sign indicating where the parking space is. When possible, you can also suggest they tie a balloon (or any obvious markings) on the venue's entrance so people will not miss it.
  • Are IDs or passports required to enter the venue?
    • Find out from the organisation first. Then, communicate this with your participants through the SMS and Email feature on the Opportunity page.
  • Do you know where the bathrooms are?
    • In addition, you should also know if there are signs leading to them or on the bathrooms themselves. If they do not have one, ask if it is possible for them to print or make one. When you get to the venue, make sure you orient yourselves with the bathrooms' location so you can lead the volunteers themselves.

On-the-day Preparation

  1. Remind participants
    • Time, venue, things to bring
  2. Download the offline attendance register
  3. Confirm the logistics with your venue
    • Time, snacks, internet (whatever your opportunity need to set up)
  4. Collect materials
    • Paper, pens, worksheets, electronic equipment etc.
    • Make a list of these things and make sure to have them all the day before the event.
  5. Charge your phone or camera
    • You can use these items to capture stories.
    • Having stories for your opportunity is good for publication and attracting the community to your organisation.
  6. Be on time.
    • Greet the manager of the organisation and introduce yourself to others who are there.
  7. Have fun!
    • Do not forget to take pictures, tweet about your event and share the fun on Facebook with the hashtag #thesocialcollective.

Other Relevant Questions


What to wear?


Ask the organisation if they have specific requirements on clothing they would like you to wear. If nothing was prescribed, wear something comfortable, presentable, and appropriate for the event.


For a more formal event, wear a black clothing and a closed shoes. Your Sunday clothing is also a good option. If you are unsure, your school uniform works too.


For a less formal event (outdoor or sporty event), wear something comfortable that you can run around in.


Always remember that as an ambassador, you are representing yourself, the organisation whose event you are hosting, as well as The Social Collective.



What about transport and food?


Unless you have the snacks and transport organised with the venue (or acquired a sponsor for this), you need to organise the food and transport yourself. You are not expected to provide food or transport for all participants.


If it is a longer event and you prefer to have the food provided, speak with the venue administration. Community centres, schools, and faith-based centres usually have a facility for catering. If your event is big enough and if they think the event is helpful for them, they might already have provided a budget for food.


Make sure to communicate the arrangement to your participants who counted in 1 or 2 days before the event.


You can try communicating with the venue's administration with this email or phone call to ask about the food and/or transport.


Hello,


I am [your name]. I am the organiser of [name of event] to be held on [date] with [amount of attendees] attendees. The event would occur at your venue from [start time] to [end time]. I would like to know if you will be able to provide the snacks and/or drinks to the participants.


In addition, will you be able to provide the transportation to bring the volunteers to the venue and drop them off at a central point?


Please let me know so I can inform everyone who is attending. Any assistance with food and transport is highly appreciated.


Kind regards,

[Your name]



When do I need to complete the report?


An automatic email will be sent to your the day after your event to remind you about the report. You will need to complete and submit it for approval no later than 2 days after the event. Make sure you have enough data or access to a computer and internet to do this.


For more information: