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Assigning roles at social events helps them to run more smoothly by creating clear responsibilities in the distribution of tasks. This section outlines each role.
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.
This person is responsible for organizing the high-level details of the event, including role assignment and event marketing, to make sure everything goes to plan.
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.
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
Following the event, ask people to share any photos they took in Slack
the event
to the community
Post the event on
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
Bring all necessary for the event
Enforce PAF’s during the event
This person is responsible for providing a space in which to host an event.
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
This person is responsible for greeting community members as they arrive so they feel welcomed and comfortable.
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.
This person is responsible for planning and preparing food for events where there will be a meal served.
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.
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 with some ideas that take into account the guidelines listed below:
This person is responsible for directing the work being done at the event, including setting up workstations, providing instructions, and distributing tasks.
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.
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.
This person is responsible for providing a brief training session or teach-in to the community during an 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.
This person is responsible for technical management during events where there will be virtual attendees.
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 )
This person is responsible for making announcements at the event, encouraging group recognition, and inspiring attendees to sign up for shifts.
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.
These people will be responsible for cleaning the areas used for the event as it comes to a close, and ensuring that we are giving the host their space back in its original condition.
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.