Tips & Best Practices

Goals

• Establishing goals for the event in advance can help with preparation and planning.

  • Is the goal of this event simply to connect socially, or to accomplish work tasks?

  • Determine the goal before planning, determining a location, and assigning roles.

• Social events are a great opportunity for getting campaign participants to contribute to necessary tasks that would otherwise take up a lot of organizers’ time (e.g. preparing petition packets).

Scheduling

• If this is a regularly occurring event, schedule a recurring event time to make it easy for people to remember and attend.

• Biweekly is a good cadence for keeping people engaged without overwhelming them.

Timing

• It’s recommended to make the event drop-in so that people don’t avoid coming if they can’t make it on time or need to leave early.

  • For a drop-in schedule, 2.5-3 hours is a solid event time frame.

• The event should be in the evenings (after 5pm) for best attendance.

• Events should not run too late, in order to be respectful to the host (8:30-9pm is a good cutoff time).

• Weekends should be avoided as people often have plans, or are out canvassing!

• Share the general timing of dinner, any programming, and announcements.

  • Determining an event schedule and communicating it out in advance is important, especially with a drop-by event. This helps ensure people don’t miss important announcements, or dinner.

Location

• Find a location that is relatively centrally located to where the campaign is happening.

• Find out who is open to hosting socials, and keep a list to rotate through.

• Find public locations (e.g. parks) that are appropriate for sizable gatherings and allow reservations.

• If the location is outside, make sure there is a nearby indoor space, covering, or backup plan in case the weather doesn’t cooperate.

Headcount

• Establishing a rough headcount in advance can be helpful, especially if food is involved or there is limited space at the event location.
• Plan on having about 25% more attendees than the number of people that sign up.

  • Assume that at least a handful of people will show up that did not RSVP for the event (don’t expect most people to sign up for a casual social event!). Take this into consideration when planning food, location, and other event details. It’s better to be over-prepared than under-prepared!

This guide includes recommendations for organizing and promoting events, delegating event roles and work tasks, and other tips on how to throw a great event!

Here are the articles in this section:

Role assignment helps to establish accountability for each person’s assigned duties, which lends to a well-organized and successful event. Below is a list of roles that can be assigned in order to help the event run smoothly. Each page details the responsibilities asked of each role. It’s important to share these pages with the individuals taking on these roles so they have a clear understanding of what they are accountable for.

Organizer responsibilities are typically fulfilled by the Campaign Lead, but can be delegated as needed. There is a lot that goes into this role, so this checklist will include links to other sections of the guide that provide more detail on the tasks for which the organizer is responsible.

• the event

  • Schedule the event

  • Determine the location

  • Plan event programming schedule

  • Establish work goals

  • Estimate rough headcount

• to the community

  • Create an event signup

  • Design an invite graphic

  • Send a Slack message in #announcements

  • Create a Google Calendar invite

  • Post in Vegan Community Events on Signal

  • Post the event on

  • Share the event on social media

  • Coordinate personalized invites from Activist Stewards

• Determine the goal of the event

  • Settle on a type of

  • Decide on a for the event if that is a priority

    • Coordinate with the Workstation Director on the and share what you’ll be bringing

• Assign all other event roles (found in the rest of this section)

• Update all other roles on the number of attendees (particularly the cooks)

• Ensure there are lots of upcoming canvassing shifts posted for the MC to announce during the event in order to urge people to sign up

• Post in any Slack carpooling channels several days in advance to help form a plan for people to get there

• Bring all necessary for the event

• Enforce PAF’s during the event

• Following the event, ask people to share any photos they took in Slack

The host's primary responsibility is opening their home so that the community has a place to gather and connect. Below are the responsibilities and expectations for hosting:

• Ensure your space is clean prior to the event.

  • Make sure your kitchen, bathroom, and common areas have been cleaned. Those in the cleaning role will ensure those areas are returned to you clean

  • Ensure your space is reasonably free of clutter (clear items off of tables, counters, etc)

• Confirm that you have enough plates, silverware, and space to host the event. The organizer will let you know the expected number of attendees.

  • If you don’t have enough plates & silverware, let the organizer know and attendees will be asked to bring their own. Let’s try to avoid disposables wherever possible

  • If you are concerned there won't be sufficient space based on the number of attendees, reach out to the organizer

• Create a plan for washing dishes and silverware. This will be completed by the cleanup crew.

  • Ensure dishwasher is clear and ready to be loaded (if you have one)

  • Ensure dish rack is clear, and sponges, soap, and dish rags are available

• Provide the cleanup crew with cleaning materials.

  • Broom or vacuum to clean the floors

  • Multipurpose spray/disinfectant to wipe down surfaces in the kitchen, common areas, and bathroom(s)

  • Paper towels or rags

  • Toilet bowl cleaner & brush

• Make sure your space is recreational drug free.

  • No drugs, drug paraphernalia, or alcohol should be visible

  • No offers for beers or drinks

All of these tasks should be completed at least one week before the event unless otherwise specified.

Event Marketing Checklist

• Add the event to the Volunteer Signup Sheet if a headcount is needed. Instructions on how to log in and create the event can be found here.

  • Be sure to distinguish the social event from canvassing shifts (capitalize title, add asterisks, etc.) to make it stand out so it’s easy to find

  • Add the location in the title

• Create an invite graphic that includes the basic information. You can start with one of these templates. Make sure to include the following:

  • Event title

  • Basic details on the purpose of the event (e.g. hang out with community activists, discuss campaign progress, etc.)

  • Day & time

  • Location

  • Whether food will be provided

  • Rough event schedule (timing for dinner/announcements) if the event is drop-in

  • Campaign branding

  • Any other important details specific to the event

• Send a Slack message in #announcements that contains the event graphic and basic information, including:

  • Date & time

  • Location details

  • Reminder to RSVP & hyperlink to the RSVP page

  • Send another reminder the morning of the event

• Create a Google Calendar event and invite everyone from our email list.

  • Pull the email list from either Action Builder or Slack

    • Action Builder: Export > Specialized > Email Addresses

    • Slack: #campaigngeneral channel > View all members of this channel > Settings > Copy member email addresses

  • Copy & paste attendee email addresses into the “Add guests” section of the Google Calendar event

    • Hide the full guest list from the invite by deselecting “See guest list” under Guest permissions

  • Include location, time, and details around dinner and the timing of announcements in the Google Calendar event description

• Post about the event in online vegan communities and platforms to attract new attendees.

  • Post in Vegan Community Events on Signal

  • Post on Connect For Animals platform

• Promote the event on social media.

  • Create an event page on Facebook (Events > + Create new event)

  • Share the invite graphic on the PAF Instagram account

• Encourage people to bring their friends and family to the event. Ask that they sign up on behalf of anyone they plan to bring so that we can get a more accurate headcount.

• Encourage Activist Stewards to send personalized invites to their assigned campaigners the night before or morning of the event.

Showing up to an event where you don't know many (or any!) people can be intimidating. The greeter's primary goal is to make all guests feel welcome, particularly those who are new to the community. The responsibilities of the greeter are as follows:

• Welcome community members as they come through the door.

  • Stand by the door towards the beginning of the event

  • As the event goes on, try to notice new people that arrive and welcome them (introduce yourself if they are new)

• Have name tags and Sharpies ready by the door for people to put on as they enter (the organizer will provide these). Name tags make the event more accessible to newer people, and help create an environment of belonging even for those who don’t know anyone.

  • Ask people to fill them out & put them on as they enter

• Give extra time and attention to people who are new to the community to help them feel welcome and comfortable.

  • Ask attendees if this is their first campaign social event

  • If so, spend some extra time connecting with them

  • Introduce them to another community member you think they might connect with

• Be vigilant in helping others connect throughout the event. If you see any attendees who are alone or having a hard time connecting with others, talk to them, introduce them to others, or invite them into existing conversations.

• Remind people to take photos at the event! Kick things off by taking a few yourself.

Completing work tasks at social events can help fulfill key campaign priorities by breaking up tasks among a large group of people. The workstation director is responsible for facilitating these work tasks, as detailed in the responsibilities listed below:

• Work with the organizer to select a work task prior to the event. Here are some ideas for work event tasks.

• Coordinate with the organizer to ensure all necessary materials are brought to the event based on the agreed-upon work focus. Here is a checklist of the items needed for various work tasks.

• Break up work tasks into small steps and plan to assign people to each step for efficiency (e.g. a group to staple petition packets, a group to number them, etc.).

• Set up workstations as needed.

  • Set up all necessary materials on tables/surfaces

  • Make sure there are chairs at the workstation (if available)

• Distribute tasks among those looking to help.

• Patiently provide clear instructions on how to complete each task.

  • Make sure to welcome any questions so we can avoid mistakes

  • Demonstrate the task if appropriate

• Perform quality assurance checks.

  • Visit each station to make sure each task is being completed correctly and well

  • Gently correct any mistakes, and confirm the rest of that station’s group knows to avoid further confusion

  • Jump in to help as needed!

• Balance socializing and working following the tips below.

Tips for Balancing Socializing & Working

It is important to ensure you are striking a balance between socializing and working so that people don’t feel put off by what is being asked of them.

• Set up workstations and let people offer to help!

  • Allow work tasks to be completed on a voluntary basis. You would be surprised by how many people are looking to help, or looking to keep busy during the freeform section of the event

• Keep the tasks relatively basic and repetitive. This will allow for people to chat and socialize while completing the work.

• Set up workstations in a way where socializing is easy. This could be around a large table, creating a circle of chairs, or placing the materials in a central location where people can work and not be isolated from the rest of the party.

• Try to rotate out people where possible so the same group isn’t working for most of the event.

Some campaign socials may include a 20-30 minute teach-in by a community member or organizer. This is a great way to collectively elevate our skills, to ensure we are taking the time to learn from each other, and to implement best practices. The trainer's responsibilities are as follows:

• Agree on a training topic with the organizer.

  This can be something you feel you excel at, something you recently learned, or a skill or practice you feel knowledgeable about (e.g. canvassing best practices, outreach messaging, recruiting volunteers, leveraging social media, etc.)

• Prepare and practice your teach-in before the event.

  As this will be shared with the larger group, you'll want to make sure you're prepared!

• Be sure to include audience participation in your teach-in! It shouldn’t just be a lecture.

  Ask the audience questions or include activities.

• Send an outline of your training to the organizer.

  Share this with the organizer at least two days before the event. This gives them a chance to review the material and provide feedback.

• Bring any materials you need to execute your workshop/training.

  For example, if you plan to have attendees write down their thoughts on a particular topic, make sure to bring pens and paper.

• Deliver your workshop at an agreed-upon time during the event. This is typically following announcements.

Cooks will be reimbursed for the cost of the food. It is recommended to have at least two people in this role where possible, especially if a lot of attendees are expected. We have created a food guide with some ideas that take into account the guidelines listed below:

• Food should be simple and inexpensive, with a target budget of $100 per event, or about $4/attendee (if more than 25 attendees).

• Food should also be easy to transport, and ideally not too much work!

• Food should be hypoallergenic and take into account various dietary restrictions.

  • It goes without saying, but please make sure everything is vegan!

  • The main should be gluten- and nut-free, or have a gluten- and nut-free option

  • Low salt and oil is preferred

• Provide complete recipe labels for all dishes.

• Coordinate with the host if the use of their kitchen is needed for food prep during or prior to the event.

  • Ensure they have the supplies and appliances you need for the food you'll be preparing or reheating

  • Ensure they have space in the refrigerator/freezer for any perishables

• Set up an efficient “food station” that allows people to easy grab a plate, silverware, and food while moving through a line.

The goal of the announcements portion of an event is to inspire enthusiasm for the campaign by sharing exciting progress, to give shoutouts to those going above and beyond in their contributions, and to call the community to action based on the immediate needs of the campaign. This all falls under the responsibility of the event MC, with more detailed responsibilities listed below:

• Prepare the announcements ahead of time, including all necessary numbers and metrics.

• Get the group to quiet down for announcements (“Hello, hi” - “Hi, hello”).

• Keep track of the time so you can begin announcements during the time frame specified in the event invite & promotional messages.

• Make announcements.

  • Share updates on key campaign statistics.

    • Number of signatures reached

    • Percent to signature goal and pacing

    • Other core goals and progress toward OKRs

  • Invite shoutouts to other campaign members in the group. Start with your own shoutout(s). These can include:

    • Community members who are going above and beyond

    • People excelling in their roles or at canvassing

    • People who recently made creative contributions other than canvassing

    • Celebrate the contributions of anyone leaving / moving away

  • Explain each role for the social, shout out the community members filling them, and invite people to volunteer to fill those roles for the next event.

  • Include a Call to Action.

    • Discuss what the campaign needs most right now, and how people can directly contribute (be as specific as possible!).

• Get people excited to sign up for shifts!

  • Ask people to take out their phones and sign up right then and there

  • Start passing around a laptop/tablet during announcements to get people signed up for canvassing shifts

• Kick off any other programming or breakout groups.

General Supplies Checklist

• Name tags

• Sharpies

• Extra plates

• Extra silverware

• Laptop and/or tablet (for Zoom participants and shift sign-ups)

  • Even if the Zoom Coordinator (or someone else) is bringing one, it's good to have a backup

Work Supplies Checklist

Make sure the appropriate supplies are brought to the event based on the work task you’re looking to accomplish. It’s a good idea to set a goal for what you’d like to get accomplished at the event so you can bring the appropriate quantities (bring extras, just in case!).

Petitioner Kits:

• Petition packets

• Pens

• Staplers

• Staples

• Manuscript covers

• Clipboards

• Printed posters

• Tape

• Laminator

• Laminator sheets

Buttons:

• Button maker

• Printed button sheets

• Protractor blade

• Button covers

• Button pin backings

• Mylar sheets

Deep Canvassing Items:

• Phone number lists (for text banking)

• Printed leaflets to fold

• Rulers

• Stencil paper

The Zoom Coordinator's primary role is to manage the virtual aspects of a hybrid event. They will need to manage a device connected to Zoom, provide general support for technical difficulties, and facilitate breakout rooms for any event programming. Below are the Zoom Coordinator's responsibilities:

• Request “host” access to the Zoom account prior to the event.

  Coordinate with the organizer to provide you with this access.

• Bring a laptop. This will be used as the Zoom connection to loop in virtual attendees.

• Ensure you have wifi access at the venue. Coordinate with the host for their wifi login.

• Ensure you are in the Zoom room 5 minutes early. Showing up before the announced start time of the online portion of the event will allow some extra time in the event of any issues.

• Troubleshoot any technical difficulties (e.g. audio issues/echoing).

• Hold the computer close to the presenter during announcements and teach-in.

• Facilitate breakout rooms in Zoom (if applicable).

  If there is a programming section of the event that requires splitting into groups, don't forget about participants joining online!

  • Create breakout rooms for virtual participants in Zoom

  • Breakout Rooms > Enter # of rooms & how to assign them > Create (more detailed instructions can be found here)

Table of Contents

Possible Event Schedules

Announcements & Programming

Completing Work Tasks

Possible Event Schedules

This section includes some examples of schedules that can be used for different flavors of social events based on the maturity of campaign as well as immediate goals.

Social-Focused Schedule

This schedule prioritizes creating connections and helping canvassers feel less isolated. Announcements and a breakout session are done early on to break the ice.

• 5:30-6:00 Event starts, people arrive & socialize.

• 6:00-6:20 Announcements & frame breakout sessions.

• 6:20-6:30 Take a break to serve dinner.

• 6:30-7:15 Breakout sessions.

• 7:15-7:30 Whole group debrief: breakout groups can share stories with the whole group.

• 7:30-8:30 Casual socializing.

Work Party-Focused Schedule

For a social event centered around getting work done, the work itself can be a great icebreaker.

• 5:30-6:45 Kick off work tasks. As people arrive, they are sent directly to a workstation if they're interested in helping. Structure the station and tasks so that socializing is easy.

• 6:45-7:00 Take a break to serve dinner.

• 7:00-7:15 Announcements.

• 7:15-8:30 Open socializing & continue work. Many people will be eager to continue working and that should be encouraged.

Training-Focused Schedule

As the campaign and community matures, you are encouraged to introduce a training element into the social events. To protect the core goal of building community, trainings and teach-ins should not last more than 20-30 minutes.

• 5:30-6:15 Event starts, people arrive & socialize.

• 6:15-6:30 Icebreaker activity in groups (optional).

• 6:30-7:00 Break to serve dinner.

• 7:00-7:10 Announcements.

• 7:10-7:30 Training/teach-in.

• 7:30-8:30 Casual socializing.

Announcements & Programming

Announcements

The goal of this portion of the event is to inspire enthusiasm for the campaign by sharing exciting progress, showing recognition through shoutouts, and getting people fired up to contribute to the campaign’s goals. Announcements should include:

• Provide updates on key campaign statistics

  • Number of signatures reached

  • Percent to signature goal and pacing

  • Other core goals and progress toward OKRs

• Invite shoutouts to other campaign members in the group. Start with your own shoutout(s)

  • Community members who are going above and beyond

  • People excelling in their roles or at canvassing

  • People who recently made creative contributions other than canvassing

  • Celebrate the contributions of anyone leaving or moving away

• Explain each role for the social, shout out the community members filling them, and invite people to volunteer to fill them for next time. Ask people to raise their hands to indicate interest in helping

• Call to Action

  • What the campaign needs most right now, and how people can directly contribute (be as specific as possible!)

• Get people excited to sign up for shifts! Ask people to take out their phones and sign up right then and there

• Once you’re done with announcements, take your laptop around the room soliciting people to sign up to shifts

Programming & Breakout Sessions

Breakout groups can be helpful both in fostering connections between community members, and for the sharing of ideas as it relates to the campaign. Here are some recommendations for how to run these breakout sessions:

• Start breakout groups earlier in the event, as this helps to break the ice and form connections among attendees (~30 minutes to an hour after the event starts).

• Instruct people to break into small groups of 3-4, rather than larger groups that don’t allow people to talk or connect as much.

• Provide specific prompts for people to discuss.

  • ~4 prompts is good. We want to spark lively discussion and allow enough time for people to discuss each topic and share their ideas

• Prompt ideas include:

  • Inspiring stories while petitioning

  • Frustrating stories while petitioning

  • Things you are struggling with or need advice on

  • Things you learned (what worked, what didn’t)

• Spend about 20-45 minutes in breakout group discussions before bringing things back to the larger group. Play the timing by ear: if most groups are still enthusiastically sharing, you can extend it.

• See if each small group is willing to share one idea, learning, or piece of advice that could benefit the larger group.

• It may be helpful to create a shared document that people can add tips to. This can be pinned in Slack and promoted so that people use it as they continue campaigning.

  • Capture any key learnings from this discussion and add them to the document

Completing Work Tasks

Leveraging social events to accomplish time-consuming, repetitive tasks can help prevent these tasks from occupying too much of organizers’ time, allowing them to fulfill other crucial functions of the campaign. When we break large-scale tasks up among many people, it can save a lot of time!

• As mentioned in the Event Roles section, the role of Workstation Director can be delegated.

  • This should be assigned to someone who is well-versed in the tasks you are asking them to direct in order to ensure quality control

• If the role is delegated, coordinate with the assigned Workstation Director to select a work task for the event based on the campaign’s current priorities.

• There are some ideas for work event tasks later in this section

• If delegated, coordinate with the Workstation Director to let them know what materials you’ll be bringing based on the agreed upon work focus

  • Here is a checklist of the items needed for various work tasks

Tips for Balancing Socializing & Working

It is important to ensure you are striking a balance between socializing and working so that people don’t feel put off by what is being asked of them.

• Set up workstations and let people offer to help!

  • Allow work tasks to be completed on a voluntary basis. You would be surprised by how many people are looking to help, or looking to keep busy during the freeform section of the event

• Keep the tasks relatively basic and repetitive. This will allow for people to chat and socialize while completing the work

• Try to rotate out people where possible so the same group isn’t working for most of the event

Ideas for Work Event Tasks

• Creating petitioner kits

  • Stapling petition packets

  • Numbering petitions

  • Laminating petitioning sheets (for backs of clipboards)

  • Putting new petitioner clipboards together

• Deep canvassing & promotional tasks

  • Text banking

  • Making buttons & stickers

  • Folding leaflets

  • Cutting out spray paint stencils

Tips

• Make sure the cook(s) prepare extra food, as there will likely be more people that show up than are signed up via the RSVP link

• Our goal is to keep the budget to around $100/event, or about $4/attendee (if more than 25 attendees)

• Check in with the host to ensure they will have enough plates and silverware for your expected number of attendees (remember, 25% more than RSVP). If they won’t, bring extras or ensure the invite asks attendees to bring their own. Bring some backups just in case people forget

  • Try to avoid disposables, but they can be brought as a Plan B if needed

• Ask the cook to keep allergies and dietary restrictions in mind. The main should be gluten- and nut-free, or have a gluten- and nut-free option. Low salt and oil is preferred

Food Ideas

The rule of thumb for Pro-Animal Socials is to provide a main course (or several, if multiple cooks cook separately) of fresh, healthy food. The meal should be supplemented with Loma Linda Hot Dogs ordered in bulk from Amazon, as these are inexpensive, filling, and easy to prepare. The PAF chapter in your city should provide hot dogs, with at least 1 hot dog per attendee. They can simply be sautéed in a pan with oil, or grilled.

For cost and ease, the main(s) will usually be some kind of stew or chili, though cooks are allowed to be more adventurous if they wish! Below are some ideas of other recipes and items to serve that fit our food guidelines:

Main Courses

• 5-Ingredient Vegan Chili

• Easy Yellow Dal Recipe

• Quick & Easy Red Lentil Dahl

• Easy Chickpea Curry

• Vegan Stir Fry + Another Vegan Stir Fry

• 5-Minute Easy Vegan Tacos

• Vegan Sloppy Joes

• Easy Vegan Baked Falafel (Oil-Free) & Authentic Lebanese Hummus

• Lemon Garlic Soy Curls

Dessert

• Gluten-Free & Oil-Free Vegan Brownies

• Oil-Free Vegan Chocolate Chip Cookies

• One Bowl Vegan Chocolate Sheet Cake

• Vegan Berry Crumble

Easy Amazon Purchases

• Loma Linda Hot Dogs

• Chili Man Canned Chili

• Loma Linda Taco Filling

• Butler Soy Curls

There should be at least two people in this role. The responsibilities of the cleanup crew are as follows:

• Clean and tidy up the kitchen following dinner.

  • Collect dirty dishes from around the space

  • Load up dishwasher (if applicable), wash and dry dishes and pans used for cooking

  • Wipe down surfaces, stovetop, and sink

• Clean the bathroom at the end of the event.

  • Spray and wipe down surfaces

  • Clean the toilet

  • Wipe down floors as needed

• Tidy up the common spaces where people were hanging out and/or eating.

  • Move furniture or items back or original locations (if applicable)

  • Wipe down surfaces

  • Quick sweep as needed

• Check in with the host to see if anything else needs to be done.

Remember that not everyone may be aware of these rules, especially a newer attendee, so it’s important to be kind and welcoming in your approach to correcting any policy violations.

1. No drugs or alcohol.

   All social and community events should be free of recreational drugs and alcohol. It’s the organizer’s responsibility to ensure the host is aware of this policy, and to state it in marketing materials so that attendees are also aware. This ensures that events remain professional as well as safe and inclusive to those in recovery, children, or those that don’t wish to be around drug and alcohol use. If an attendee or host violates this policy, politely and discreetly remind them of our rules, welcome them in, and offer to put their items aside for them to take with them when they leave (e.g. put items in the fridge if the host is ok with it).

2. Event space is clean, safe, and welcoming.

   It’s important that we provide a clean and welcoming space for the event. The space should be reasonably cleaned, sanitary, and free of clutter. We want to ensure the comfort of all event attendees, as well as to create a positive first impression for anyone new to the community.

3. Respect the host’s space.

   All attendees of the event should be respectful of the host’s space and any rules they may have for their home. Set a precedent of taking shoes off by the door, and asking the host before bringing any animals. Check in with the host before the event to see if they have any special rules for their space, and communicate those as needed in the promo for the event. Hanging signs about removing shoes or other important rules may also be helpful. If any guests are not abiding by the host’s rules, gently and discreetly remind them.

4. Meals should be budget-friendly and hypoallergenic.

   The cook(s) should be made aware of our requirements around allergens and dietary restrictions, as well as our food guide to help them plan. We will offer to reimburse them, as long as they try to abide by a target budget of about $100 (or about $4/attendee).

5. All attendees and organizers should practice veganism during the event.

   This applies to the preparation of food, any food brought by attendees, and visible items in the host’s space. If someone violates this policy, gently and discreetly remind them of the expectations of these events. If they made or brought an item that does not follow this policy, help them to put it aside to ensure no one eats it by mistake.