THE HOST WITH THE MOST EVENT HOSTING: How ACTIVATE! can help you
Hosting an event can be stressful, we know that. Which is why we think equipping Activators with a Guide to hosting an Exchange would shake off some of the pressure. When you’re forearmed, you prepare better. Use this guide to outline your process should you decide to host your own Exchange.
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The topic is key. For example: what are the critical issues we face as a community?; what does leadership and identity mean to us and the rest of South Africa?; what are we doing about public accountability? Think about the change you are passionate about driving and translate that into a dialogue. Discuss the topic with fellow Activators, colleagues, thought leaders and friends. Once you have decided and refined the the topic you want to tackle, consider these points: 1. DECIDE WHO YOU’D LIKE TO HAVE ON THE PANEL (if you will be having one): A panel of people who are experts and thought leaders in your chosen subject bring a clear understanding to the discussion. They also add some value into who comes into your event. Don’t forget to brief your panel beforehand so they come prepared and feel part of the conversation. They will also need to know the details of the event, the day, the venue, the time so they can make sure they don’t miss out on the juicy dialogue! 2. LET PEOPLE KNOW: You’ll need to publicise your event so that people know about it. If you don’t have a venue yet, don’t stress. A poster with the date and topic is sufficient to pique interest. You can post this on social media and email it off to guests and stakeholders to get people to Save The Date.
The theme for an Exchange in May 2014 was public accountability. Five Exchanges where held in 5 different cities on the same day. For more information on Exchanges please visit: www.activateleadership.co.za/page/ exchange and read tips opposite on how to host your own Exchange.
3. INVITATION: By now, the venue should be confirmed as invites will need to be sent and a marketing plan needs to be rolled out. Your invite should have the name of your event, the date and time and venue. If you’re sending your invites via email, make sure the mailbox is one that’s attended to as some people RSVP using the email address (or simply create an event email address). 4. MARKETING: Most people use social media to market their event as it is the easiest way of doing so (well, depending on how aggressive you are with your marketing) and it is free. 5. REMINDER: Send a reminder to all a day or two before your event to reinforce it into their memory. This you can do by sending emails or by SMS.
Some of the questions asked in Exchanges focused on the theme of Reflecting on Identity and Leadership in August 2014, were “Do South Africans need a common identity?”; “How can I identify with my neighbour?”; and “How do we separate identity and history?” The Activator JULY 2015
EVENT SUPPORT REQUEST FORM (requests to be sent at least 8 weeks prior to event date) Activator Name & Surname Contact number Node Email SUPPORT NEEDED (Please mark with x what’s needed) ACTIVATE! Banners ACTIVATE! Branding ACTIVATE! Events Checklist Media List Access to potential sponsors ACTIVATE! Business cards Please send your request to events@activateleadership.co.za
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