Are you interested in being a Community Lead who works with SAYHU members to organize and carry out a SAYHU event?
Come up with an idea and proposal for a SAYHU event and begin outlining by answering the following:
What do you want to make happen? (A conversation? A workshop/skillshare? Speakers presenting on a panel or roundtable? A film screening and discussion? A social gathering? Something else?)
Who do you think would be excited to attend?
What is the impact you would like your SAYHU event to have?
Do your goals for this event align with SAYHU’s goals and values?
Which SAYHU collective members and community members could best support this project? (Who has some knowledge, experience or interest in this topic?)
When might be the best dates and times for this event?
Do you have a location in mind? What are your specific needs for a meeting location? (consider how many people you hope to host)
Write up your answers to these questions and other information about what you would like to do as a SAYHU event and email your proposal to firstname.lastname@example.org
Have a conversation with at least one SAYHU collective member about your idea to get feedback (feedback and reflection are important parts of this process and community-building).
Reach out to the people who you want to work with and see if they are interested.
Logistics: Before the Event
Outline your event describing what will happen during the scheduled time. It is a flexible reference point that helps you plan for what you need.
Identify what roles (if any) people involved will have (Will you bring in specific people to share their work or be involved?
Will you need support from certain collective members?)
Draft of flyer that lays out the following event info: A description of what the event is and when & where it will take place; leave some space for logos.
Gather content for a Facebook event to post through the SAYHU Facebook page and invite people to attend (in collaboration with a SAYHU member).
Find and confirm a space for the event
Ask community members about new location options or use one of SAYHU’s regular spots (estimate how many people you expect will attend)
If you want to serve snacks and drinks at the event, check with your venue if that is allowed.
Arrange for snacks and drinks, as well as plates, napkins, utensils as needed (ask SAYHU about sponsorship as well as other community orgs)
If you want people to receive any materials at the event, such as handouts or surveys, prepare a draft and share it with the SAYHU collective before to the event to get feedback.
Logistics: At the Event
Arrive 30 minutes to 1 hour early to set up, as needed. Ask others to join you.
Welcome participants to the space and give clear instructions for how you would like them to participate
Take a look at SAYHU’s summit participation guidelines for ideas
Let people know your goals for a successful event and what you hope they will get out of it
Introduce participants when they arrive, and when they arrive late, so that all SAYHU community members feel welcome
Bring a SAYHU sign-in sheet
Have attendees fill it out right when they arrive (we have an existing template) or catch them before they leave
Bring any items needed by participants or if you ask someone to bring them have them plan to arrive a bit early so you have what you need when it is time to start.
Logistics: After the event
Send a thank you email to your attendees and be sure to include SAYHU’s social media links for them to follow for upcoming community events.
Send a SAYHU thank you card to the venue (ask a collective member for some cards).
If you had presenters come to the event, send them a thank you card as well.
Tips on Social Media & Outreach
Social media & outreach is a very important step to get people to your event
Consider most effective locations for the info to be posted (high traffic areas and spaces that South Asian Houstonians will be sure to see it, online and off)
Getting people to SAYHU events generally involves making some personal contact, by phone and text, to folks you particularly want to attend
As folks you know to bring a friend with them to participate
What SAYHU community members do you already know who would want to be there? Reach out to them and see if they can help you spread the word.
Time Frame Considerations
Be realistic about the time you need to plan a successful SAYHU community event.
Give yourself enough time to create a plan, get feedback, confirm a space, get a flyer together, and do social media and outreach a few times in order to get people to the event.
Start planning and outlining your idea 2 months in advance so you have time to and get feedback from SAYHU collective members and community support.
If you want to get specific people there to speak or present, contact them right away to see when they are available.
Contact the space where you want to host the event as soon as possible and confirm that you can use it.
Start social media and other outreach at least 1 month in advance.
Begin talking with people about your plans as they develop to see who would be interested in joining you. Create a flyer to share with people starting at least a month in advance (there is nothing worse than having a dynamic SAYHU event with a low number of people in attendance and then hearing from folks after “I wish I had known about it”).
*Compiled by SAYHU Collective 2018