February 25, 2008 - 7:28pm — JJ Express
Hosting an Event
In June we are hosting an event - a workshop for community youth about creating comics and cartoons for community good. We've already got a place, but we need help with everything else.
We want to invite a guest speaker but we don't know where to start looking. We also want to make zero carbon emissions with our event but how do we do that? I know the Green festival that comes to DC every year and they pledge that their events make no carbon footprint. Also, where should look for event sponsorship? Who should we call and what should we ask them?
Thanks for the help in advance, and hopefully this will help other ventures as well who are thinking of planning events in the future!
Re: Hosting an Event
Well, the best way I know to get a guest speaker is just to ask around. For most of what I do I've gotten advice from my friends and other members of the community just by asking and word-of-mouth, and I'm sure that most of those people would love to speak on the topics they're helping me with too. I would recommend starting with teachers if you have no other leads (and even if you do) - they're generally well connected to those kinds of resources.
As to zero carbon emissions, there are a few basic categories to look at: venue, supplies, transportation, refreshments, energy use, waste receptacles. This is very general, but it's a good place to start. Frankly, though, you can knock out the issue of venue and energy use, and boost inspiration, if you just hold the event outdoors (unless the weather's nasty). BE SURE TO CHECK THE REQUIREMENTS WITH YOUR LOCAL PARK OF CHOICE. If you're iffy on the weather, but still want to hold it outside, you could always ask around for folding pavilion tents (white, very tall, about 8 feet by 8 feet) - we used them all the time when I was doing crew, for sheltering the chairs and food. Waste is easy - just bring recycling bins and garbage bins, and set aside the glass. And definately check out the Green Festival's tips.
As to event sponsorship, holding the event outside and asking around for a guest speaker will SIGNIFICANTLY reduce your overall cost. As to the art supplies and food, if you can go to supermarket s and art supply stores, ask to speak with the manager if possible (be prepared to leave a message, so write an info blurb ahead of time) and tell them what your event is, how it benefits the community, and that you've already got other people donating their time and money (mainly the guest speaker). If they're unsure, or just for good measure, bring up the fact that these kinds of events are good marketing for them. Personally, stay away from getting sponsors like Dunkin' Donuts or Starbucks - people generally either come for just the food, or get so riled up on caffeine and sugar that it's hard to manage. And I wouldn't heavily (or even mildly) advertise the fact that you will have food - you want people who want comics & cartoons.
Definately do as much face-to-face talking as possible. Rather than sending the speaker an e-mail asking for their help, or other stores for supplies, send them an e-mail with a) a brief, catchy proposal of your idea, b) brief, brief credibility, c) a proposal to meet over lunch, or some other time (which I would recommend you pay for both meals). Everything is so much faster, simpler, and concrete when you're dealing with interpersonal relations.
I hope this helps, and good luck with your workshop!
-Matt
Re: Hosting an Event
Great idea. I agree with what Matt said for the most part, especially about the speaker and asking for donations. The manager is the place to start, but you may be referred to a community involvement person.
The only thing I would suggest is that even if you want people who want comics and cartoons, food may be an additional incentive for people to come. For me, if I'm wavering on if I want to go somewhere, it's the fact that there is food there that would finally make me go. I think that is one of the darker sides of human nature :)
Once people have come because of the food, you can then draw them in with cartoons and comics. Make sure you get their contact information to follow up.
So, I would mention on a flyer or whatever that food will be served, but not make the food the focus of the event. Does that make sense?
Re: Hosting an Event
Thanks for all your help guys! This is sooo helpful! I'll keep you updated.
Jenny Chen
Editor-in-Chief
JJ Express Magazine
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