Once the Project Framework has been developed and discussions with community leaders have commenced, the Work Group’s next task is to develop an Event Schedule.

This is typically a program of project activities with details of:

• timeframes,
• responsibilities and their required personnel
• resources.

The Event Schedule is, in effect, a timetable for project activities designed to meet project objectives.

An Event Schedule can be prepared prior to project implementation or it may be built up over the period of the project.

In some projects, such schedules can be modified, to meet changing project needs. The main thing to keep in mind is that, when changes are made, all stakeholders are kept informed. Version control of the Schedule documentation should be coordinated by the project manager or coordinator.

An example of an Event Schedule can be located in the ‘Staying Strong’ project information. The ‘tool’ to obtain information for an Event Schedule can be the Event Management Form.

Where the project requires it, one or more venues may be required for project activities. The following are matters to take into consideration when selecting venues:

• Size of venue to suit types of activities to be conducted
• Number of people to be accommodated
• *Location – accessible for target audience
• Dates and times required
• Indoor or outdoor venue
• Audio visual requirements
• Seating format – theatre style, board room style, tables and chairs for groups?
• Catering needs – what type and who will provide?

*Venues should be at locations that are easily accessible to the target audience. Ensure that it is ‘neutral territory’, - an effective way of locating an appropriate venue is to make direct contact with the community’s leaders (such as local government personnel or agencies in the region) to ask them to either select a venue or to advise on a suitable location.

An example of how the ‘Staying Strong’ project was able to engage local communities in the role of locating a venue can be found in the Community Engagement Strategy and the Event Management Form within the Staying Strong project information.

It is important to ensure that those involved in the event are clear about their roles and responsibilities, as well as timeframes and deadlines to be met.

All tasks should be confirmed well before the date of the scheduled event and could include matters such as:

• the number of and type of presenters to be used
• transportation of visitors
• setting up on the day
• those involved as a welcoming committee
• MC for the event ( who should be a person acknowledged as one who has either genuine empathy or one who is connected to the local community)
• Catering arrangements
• Packing up and restoring venue to expected standards

Throughout the process, the Work Group would be well advised to seek guidance from the community leaders and/or Project Advisory Group members.

The use of an Event Management Form can help to keep track of the detail and progress of work being done. It also clearly shows the options available to community leaders in terms of roles and responsibilities. An Event Task Sheet is also highly recommended. An example of an Event Task Sheet can be located in the Staying Strong project information.

Event Programs are essential ‘tools’ for specific events. They serve as a concise guide to participants as to the activities on offer at an event. These can be printed cards or small booklets and can also serve as an invitation to promote the event. The following could be included in an Event Program:

• The title of the event
• Time, date and venue
• Topics for discussion
• A list of displays
• Presenter details
• List of sponsors

In addition to an Event Program, a Running Sheet can be developed to assist those implementing proceedings at the event. This usually includes:

• The title of the event
• date and venue
• Time of each segment (including introduction and welcome, topics for discussion, keynote speakers, entertainment, competitions, breaks for refreshments, closing remarks)
• Acknowledgement to sponsors, thanks to presenters and participants.

Examples of an Event Program and Running Sheet can be located in the ‘Staying Strong’ project information.

Most events require hand out material in the form of brochures, books, CD’s and so on. This provides the opportunity to both consolidate any key message from the event and also to provide additional information for participants to take away with them.

Many events also set up graphic displays and some ensure that these include a level of interactivity with participants.

The Work Group may need to produce some handout materials. Ideally, however, the majority should, be sourced from the local community, via agencies, health workers and businesses. Some items may even be sponsored.

In order to disseminate information effectively, ‘show bags’ can be provided, with information already contained within them for participants to take home. Participants may also be given an opportunity to add to their show bags during the course of the event.

An example of Resource Show Bag can be located in the ‘Staying Strong’ project information.

The three phases of running an event are:

• Set Up
• The Event
• Pack up

Ensure that all roles and responsibilities for each phase are clearly understood and confirmed.
Those who are setting up need to arrive at least 90 minutes before the scheduled start. This will enable displays, audio visuals and catering to be completed before people arrive.

The most important aspect of events that are targeting community resilience after trauma, is that one or more positive ‘take home’ messages have been conveyed. People should come away after a event, sensing a real level of ‘fun’, relaxation and, most importantly, that they understand more about their circumstances and have been understood. They should feel empowered as to how to access appropriate assistance for themselves, their families and their neighbours.

If a Welcoming Committee is to be in place, the welcome should be warm and genuine and when possible this task should be allocated to local community leaders. They could also record the names of participants or give out name badges at the door.

Events should, as far as possible, begin on time and be run according to the Running Sheet.

Ensure that sponsors are fully acknowledged and that the keynote speaker is dynamic and relevant to the issues being addressed.

If follow up activities are offered, these should be encouraged at the end of the event, and provision made, at the event, for people to sign up.

A method of recording attendance is highly recommended, so that any follow up can be easily carried out, after the event. This can be done through:

• a registration process, prior to an event,
• a sign on sheet, upon arrival
• collecting data on competition forms during the event

An example of how the Staying Strong project managed to compile contact details of participants can be located in the Attendance Recording Process in project information.

Obtain feedback from both participants and the external evaluator. This can be done via surveys, competition entries on health-related topics and a final evaluation form. Such documentation can be designed in conjunction with the evaluator and provided as data for the more formal evaluation.

An example of an Participant Evaluation Form can be located in the ‘Staying Strong’ project information.

It is important when people attend a main event, that they go away feeling that there is additional assistance available, should they need it.

Arrangements for any follow up activities from a main event can be made in a range of ways. For instance:

• Options can be promoted at the main event for people to follow up afterwards
• Participants can be contacted soon after the main event, and invited to a follow up event
• People can sign up at the main event

An example of how ‘Staying Strong’ project gained support for follow up events can be found in a form entitled ‘Options for Follow up

13. Event Schedule
11. Community Engagement
20. Event Task Sheet
14. Event Program
15. Running Sheet
16. Resource Show Bag
21. Attendance Recording Process
22. Participant Evaluation Form
23. Options Follow Up