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How to organise an event or stunt
An event or stunt is a great way to get the attention of people in your community, raise the
profile of global poverty and injustice issues, and bring many voices together. If done right it
can also pique the interest of local media and MPs and make your issue difficult to ignore. It
can also help you recruit new, passionate supporters to your group.
With so many different issues constantly vying for people‟s attention, it‟s easy for the
Australian public, and our leaders, to simply switch off. A well-organised event or stunt can
change this by helping communicate a powerful message and showing that people care and
want to see action. Best of all, events/stunts have the power to reach people in new and
exciting ways – especially if they are fun, creative and daring!
Here are World Vision‟s top ten tips on how to run a successful event or stunt.
Tip 1: Form an organising committee
Start by forming an organising committee that can brainstorm ideas together.
Ask people you know to get involved, but also aim to reach out to people in different circles
to help ensure you have group members with a variety of skills and networks.
Plan to meet regularly as a committee and delegate jobs/roles to everyone involved. Some
examples of roles might be: team leader, logistics coordinator, media/comms coordinator,
spokesperson, volunteer coordinator, resources coordinator and creative director.
It‟s important to set a budget for your event or stunt from the outset. Ask someone in the
committee who is good with numbers to keep track of costs.
Tip 2: Set goals and objectives
Work out what you and your group want to achieve by hosting this event/stunt, keeping in
mind the time you have and the resources available to you.
What would success look like? For example:
Increased community awareness about [issue]
Local media coverage of [issue]
An action taken (e.g. sign a petition/pledge, join a photo call, go fairtrade, join a
group, donate etc)
A response from your local MP
New members/supporters recruited to your group
All of the above!
Keep this in mind as you go through the different stages of event planning and always look
to incorporate actions in your event that can help facilitate these aims.
Tip 3: Brainstorm ideas
What issue/theme do you want to focus on? You could raise awareness about global poverty
and injustice generally or you could pick an issue like overseas aid, child health, education,
trafficking, food security, or economic development.
Brainstorm your key messages. What‟s the one single message you are looking to get
across? What will your event or stunt look like? For example, it could be:
A public demonstration, march or rally
Flash mob
A presentation, forum or public debate
A concert or festival
Street art
Exhibition
A bike ride
A vigil or prayer service
A film festival, movie night or trivia night (with a round on international development)
An electoral forum (See our “tips for organizing an electoral forum” guide).
Fore more ideas on what shape your event/stunt can take check out 198 Methods of
Nonviolent Action: http://www.aeinstein.org/organizations103a.html But don‟t let these ideas
hold you back. Come up with your own amazing idea and go for it!
Tip 4: Plan an events schedule
Once you have a clear idea of your goals and the type of event/stunt you want to organise,
it‟s time to nail down your program and any speakers you need.
Write out a runsheet for your event or stunt, including timings of each activity and what time
everyone needs to turn up and what they need to do on the day.
If you want to have guest speakers at your event, like a local politician or community leader,
or even an MC, you will need to invite them well in advance.
If you are organising a stunt, you may need to schedule in time to practice before the event,
especially if you are performing a dance routine.
Tip 5: Book a date, time and venue
If possible, choose a location that already has frequent visitors to it – for example, your
school, university campus or church. If this isn‟t an option, talk to your local City Council
about hiring a hall or meeting room. Explain what your event is about as it may help you
avoid paying a fee.
If you are planning a public event/stunt outdoors you will need to find somewhere central
with a lot of foot-traffic such as a popular pedestrianised square or shopping strip. Keep in
mind you will likely need a permit so contact your local Council for more information. Also
ask your Council if there‟s anyone else you‟ll need to clear it with such as local Police,
ambulance and/or businesses.
Make sure that your venue is accessible for people with a disability and that wheelchair
access is well signposted. Also ensure it is accessible by transport – including trains and
buses, and that there is car-parking available (preferably free parking). It‟s a good idea to do
a site visit of your venue before booking, just to make sure it‟s appropriate.
Timing is important. Try to fit your event in with your school/uni/church calendar. Consider
when school and public holidays fall. Also consider what time will suit your local media and
local MP. Finally, check to see if your date/time conflicts with any other major events or
festivals in your area.
Plan for your event/stunt to be at a time when there will be a lot of people around, for
example, early morning, lunch hour or early evening. Time of year is also important as
weather will be a factor in turn-out. If you are planning an outdoor event, have a Plan B if
inclement weather strikes.
There could be an existing event you could tag on to as well, where people are already at –
for example, a church service or a community festival. It could also be helpful to leverage
special dates in the calendar – such as Easter, Mother‟s or Father‟s Day, or a UN day, week
or year (e.g. World Health Day or Universal Children‟s Day).
Tip 6: Get creative!
By their nature, stunts involve something happening that‟s out-of-the ordinary and this
causes people to stop and take notice. But it‟s not just stunts that can be creative, events
can be too - but you‟ll need to think outside the box! For example, an event to raise
awareness about children dying before the age of five could take the shape of a children‟s
fifth birthday party with the message, “Every child deserves to survive five!”
The more creative your event/stunt, the more attention you are likely to get from the public,
your MP and the media. Think big crowds, high-impact signs/banners, costumes, signed tshirts, props, music/noise, colours, dance moves, or objects in places where people don‟t
expect them. Think of ideas that will make people so curious that they will want to find out
what‟s happening and participate.
A bit of humour or a touch on the absurd often gets the most attention. But make sure you
still clearly communicate your message and that it‟s not lost in the creative delivery. In
striving to be daring just be sure you don‟t cross the line and do something illegal or harmful.
Non-violent, safe action is best. Think about just how provocative you want to be, taking into
account what impact any action may have on your group‟s reputation.
Makes sure you think about what photo opportunity you can create because a strong visual
is more likely to guarantee you a spot in your local paper (See our “tips for engaging local
media” guide for more information). You‟ll have more chance of getting media coverage if a
photographer can capture a single image which:
Tells a story about your [issue]
Involves lots of people (or close ups of one or two key people)
Shows action
Conveys a tone or emotion
Carries a message relevant to the day‟s news (although not essential)
Tip 7: Advertise, advertise, advertise!
Start by asking people you know to join your event/stunt, but also reach out to those you
don‟t know. Got to where people are already. Advertise via at your local school, university,
church and/or sporting clubs.
Ways you can advertise include:
Social media – Facebook, Twitter, Blogs and other social networking sites
Email
Advertisement in your local paper and „what‟s on‟ directories
Public Service Announcement on community radio
With a PA system at school
School/uni/church newsletters/blogs
Posters around your school, uni campus, church and/or local community. Use
community notice-boards and shop windows where you can. You can also get more
targeted depending on what your event/stunt is – for example, if it‟s a bike ride, you
might advertise at local gyms or fitness centres
Online event pages (e.g. student portals and websites)
Flyers – great for general distribution and mailbox drops. You can also hand these
out on the day outside a public train station close to your event
Directional signage – pointing people to the event. This could also be reminders and
directions written in chalk on pavements
Big, bold and loud – your event itself can attract passers-by on the day
Having a hook will also attract people. This might be a local personality or celebrity coming
to your event/stunt or exciting entertainment.
Social media is particularly helpful if you are planning a flash-mob where you need a lot of
people to be effective. If you need people to learn a particular dance routine for your event
but it‟s difficult to meet in person, you can record it and upload it to YouTube and send a link.
Keep an eye on RSVPs and send out an event reminder a week before the event. But don‟t
rely on positive responses on Facebook or Twitter as RSVPs though as they rarely translate
into reality. You need to reach out to more people than you actually want to show up. And,
you need to remind people several times for them to actually show up!
Tip 8: Invite your local MP
Send an invitation to your local MP at least 4 weeks before the event/stunt.
If they do attend, try to get them involved in some sort of action – e.g. hold a sign, read out
five facts, make a speech, join the photo opportunity etc. Also ask them to provide a quote
you can use in a media article (See Tip 9: Invite the media).
See our “tips for engaging your local MP” guide for further information. If you are running an
electoral forum, see our “tips for organise an electoral forum” guide for further information.
Tip 9: Invite the media
Make sure you call your local media to let them know what you are planning – either to ask
them to advertise your event beforehand, or to attend and cover the story on the day. Let
them know if an MP or local personality plans to attend. Follow up with a media release at
least a week before the event/stunt. If the media can‟t attend, make sure you send them a
follow up story and high-resolution images after the fact.
See our “tips for engaging local media” guide for further information.
Tip 10: Run through an events checklist
Depending on your type of event/stunt, some or all of these considerations may apply:
Pre-event:
Have you set up an organising committee?
Does everyone have roles/responsibilities?
Have you set yourself a budget and assigned someone to manage it?
Do you know what your event/stunt will look like and what issue you will focus on?
Have you got a date, time and venue?
Have you done a site visit of your venue to make sure it‟s appropriate? Check it has:
o
The right capacity for the number of guests you expect
o
Sufficient room to move around
o
The right look and feel for your photo opportunity
o
Sufficient access for people with disabilities
o
Accessibility to transport, car-parking and vehicle access
Have you sought appropriate permits and permissions?
Have you notified the appropriate local authorities?
Have you invited guest speakers and an MC?
Have you invited your local media and local MP?
Have you identified a media spokesperson?
Do you have an events schedule/runsheet?
Have you sent a press release?
Have you advertised your event/stunt?
Have you got a way for your guests to register/RSVP?
Are you regularly checking RSVPs and sending a confirmation email?
Have you sent a reminder email to your guests a week before the event/stunt?
Include venue details and a location map and information about what they need to
bring and what they need to wear on the day.
Have you arranged a photographer/videographer?
Have you briefed your photographer/videographer about the kinds of shots you want
them to take? It might also be helpful to send a floorplan of the venue so they can
think about where they can position themselves.
Will you need volunteers to help on the day? If so, have you advertised for them and
do you have a description of the roles you will need them to perform?
Have you organised a microphone, lectern and sound system?
Have you got projector/PowerPoint facilities?
Have you organised your props, costumes and banners?
Will you have food/catering and beverages? Make sure you have a mix of options to
meet special dietary requirements. Investigate whether you need a food permit.
Have you booked entertainment?
Do you need a seating plan?
Do you need to write any of the speeches? This could include introductions and short
biographies for all speakers.
Do you have a contingency plan for inclement weather?
Do you need to have a first aid kit at your event?
Do you need name tags or lanyards?
Do you need gifts/plaques/flowers to acknowledge people on the day?
Do you need anything to be sent or couriered to your venue before the event/stunt?
Have you packed stationery items you will need to fix posters, props and banners?
Consider taking a small trolley if you have lots to carry around.
Have you printed copies of everything you need – e.g. guest list, run-sheet,
speeches, invitations, press release, contact details of volunteers/service providers.
During the event:
Are you arriving early to set up? (Allow at least an hour for bump-in)
Have you checked the sound equipment is working?
Have you decorated the room to reflect your theme?
Do you need background music to set the mood?
Do you know where the rest rooms are so you can tell others?
Are event/stunt organisers clearly distinguishable from guests? For example, you
might have them wear name lanyards or t-shirts.
Is there a safe place for people to leave their personal items?
Have you set up a registration table so you can capture participant‟s details?
Do you have a photo consent form participants can sign?
Do you have information/campaign materials eople can take away?
Is there signage so people can find you?
Do you have background banners/props in frame for the photo opportunity?
Have you allowed enough time to pack up? (Allow at least an hour for bump-out)
Post event:
Have you done an event/stunt evaluation? Did you achieve your intended outcome?
This could involve feedback forms for participants.
Have you debriefed with your organising committee to discuss what worked and what
didn‟t? What would you do the same or differently next time?
Have you sent your post event media release and photos?
Have you sent thank you letters to staff, volunteers and performers and any
dignitaries that attended?
Have you paid all your invoices for services?
Have you uploaded event photos/video to social media?
And finally, let World Vision know about it!
If your event/stunt is a success, please let World Vision know. We want to know what our
local activists are doing and, where possible, link to these local stories so we inspire others
to get out there and do the same. Please email us an update with photos to
[email protected]
Please remember that when organising or performing your event or stunt you should be careful not to
give the impression that you are a spokesperson or representative of World Vision Australia or that
your activity is endorsed by World Vision Australia.