Responsibilities and Timelines

Ideation

1. Checking if the idea has already been submitted to our Idea Database

2. If not, submit it to the database and inform the team (via Signal or at the next team meeting)

   1. At this stage, this is an ‘Idea.’ The automatic template for a new Idea should walk you through the necessary pieces of information. If things are still in the planning phase, there is no need to have every property filled out, but please do update it as you progress in planning.

   2. Submit a proposal. This should include:

      1. suggestions for a Title. Title should be “grabby”, to entice someone to want to see it.

      2. Concept Overview

      3. Purpose and Relevance to GWC and Dems Abroad

      4. Speakers or panel discussion

3. Collaboratively, the Events team will approve events and determine an Event Lead(s) - as this happens, be sure to move this from an ‘Idea’ to ‘Planning’ (under the “status” property)

Scheduling

1. Determine date/time of event.

   1. Check first with Sally

   2. Communicate with Global to secure both a date and a zoom link

   3. Write the blurb draft that will be posted on the websites. Get sign off from Chair

   4. Write Helpdesk@democratsabroad.org and ask them to cross-post on the GWC events page, global events page and all regional Women’s caucus pages (UK, France, Italy, Spain). Write the blurb. Use this sample as an example.

   *please note, typically the final date should be determined no later than 6 weeks before the event - and this may have to be done in tandem with following lists

2. Loop in Comms/Marketing department (see below)

Determining Speakers and/or Moderators

1. Every event needs one moderator. This does not have to be the event lead. Moderator should be determined as early as possible.

2. If an event involves guest speakers

   1. Speaker ideas should already be listed in the event proposal

   2. Research those speakers before reaching out and add the speakers and all info into Notion. At least two potential speakers should be contacted for every one speaker/panelist slot, since the no response/rejection rate can be high.

   3. Contact the potential speakers.

   4. If you do not receive a response within 5 days, send a follow up. Email multiple sources.

   5. If you receive a yes response, schedule a brief meeting (20 min) with that person and anyone else on the events team who should also be involved (often the Chair).

   6. During speaker call, make sure to give a brief introduction to the GWC, go over the event idea, ask about what they would like to discuss/the angle they would like to pursue. Discuss general structure of event that makes sense. Get an idea of their schedule and days/times they absolutely would not be able to participate.

   7. Send a follow-up email to the speaker with a summary of the call and event details determined thus far. Include next steps (e.g., you will be in contact at X time with final details).

Scheduling More Specific Logistics

1. Check calendars of other groups and caucuses. Avoid scheduling on the same day as their events, and try to spread the events evenly throughout the month.

2. Some groups do not have their calendars regularly updated and/or the head prefers to be asked directly before an event is scheduled.

3. Clear choice of date/time with the Chair and moderators/producer, if relevant

4. Finalize date/time. Email speakers/guests. Have them fill out the Webinar Speaker Intake Form

5. Send finalized date/time to global comms/marketing.

6. Send finalized date/time and blurb to the Chair for inclusion in newsletter (if applicable)

ADD: COMMS/MARKETING

1. As soon as Event date and zoom link is secured, loop in comms/marketing. Give them details of event for graphics along with link to events page. They will take over next steps for marketing.

Event Specifics (aiming for no later than four weeks before an event - and revisiting it again closer to the event to maintain relevancy)

1. Finalize event run-of-show. Final approval from Sally

2. Determine producer (if different than lead; see production section for how-to

3. Communicate with the GWC Comms and Marketing Team

4. Fill out this template and send to global comms/marketing (email here). This will provide the team with info relevant for marketing the event, e.g., graphics, tag lines, info on speakers, etc.

5. Make certain event sign up is posted on website

6. Send a reminder email with final details to speakers

Day Of Event

1. Stay available through all communication platforms for any last minute changes

Event Follow Up

1. Follow up email to participants

2. If recorded, get recording from Global and ask helpdesk to send out to all RSVP’s. Attach thank you email you would like to be sent out.

3. Thank you email to speakers

4. The Chair approves all written before it goes out.

Tips

If you are the Lead for an event, it is your responsibility to make certain all steps are followed and completed. If you need help, and you delegate, you are still responsible for seeing that the delegate sees the task through. Delegation: clear and specific with deadlines Updates: weekly. Always assume someone else may need to take your place (life happens!) as lead, so be specific with detailed updates.

Production

Tasks: setting up the meeting, making sure everyone gets the invite, attending in case of tech problems