How to create an event

Intro

This guide is for you, if you want to create a new CorrelAid Event for the first time and don't know the steps involved yet or if you just want to check that you don't forget any steps in between.

The general phases in creating a CorrelAid event are the following:

Tools

The tools used in the event creation are:

• Nextcloud Event deck for task tracking

• GoogleDoc for saving the event description

• Canva for creating beautiful social media posts

• Zoom for creating the video call and invitation link (login info is saved in Bitwarden)

• Pretix for participant management (they can register for the event and unregister from it and will receive an e-mail with the Zoom Link and a calendar invite, login info is saved in Bitwarden)

• Kobo for creating feedback forms

In the following sections you can find all the ToDos during each of the phases. These ToDos are also available in the event template card in the Events Nextcloud Deck.

An overview of all events and their descriptions can be found in this Google Doc

Planning

• Card created in deck & checklist copied

• Clarification of

  • Appointment

  • Speaker

  • Title

  • Teaser

  • Short description

• Add that info to the GDoc here such that we have an overview of all events

• (Create extra card on separate board if necessary: Create content for the event)

• Think about how to collect feedback for your event!

  • Is there a kobo form that you can resuse?

End result: complete description of the event -> one document with all short descriptions here

Publication

• Create Zoom link (see instructions)

• Create Pretix event (see instructions)

• Create an entry in the PR Posting calendar (one week before the event)

• Write PR date as deadline in the title of the card

• Add event to CorrelAid event calendar

• Create an entry in public calendars:

  • D64

  • CDL Civic Data Cafe Calendar

• (Tag person who is to advertise on card - we don't have that person yet so you are responsible for advertising)

End result: Entry in the CorrelAid event calendar (and others)

Advertising

• Create content

  • Image: Templates can be found here

  • Text: Get creative.

  • Optional: Reel (Easily convert your image with the magic switch function in Canva)

• Post article

  • LinkedIn

  • Mastodon

  • Instagram

  • Slack channels that apply

End result: Published posts on all social media channels

During the Event

• Document participants (screenshot)

• Share feedback link with participants

End result: successful workshop 🚀 , list of participants, materials

Follow-up

• Send materials and feedback link to participants (template in Education Mail)

• For education events:

  • Upload materials to GDrive educational resources and change permissions to "everyone can view"

  • Add materials (non-editable) to "Bildungsressourccen" in CMS

  • Fill out list of participants in Nextcloud

• (Forward feedback to external speakers)

End result: Number of participants and feedback are documented, materials are stored in a freely accessible and retrievable format And last but not least: have fun 🎉