Recipes for Festivals: Roles and Resources

      
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This page lists:
  1. People who have been Producers on previous events and so can act as resources for new Producers
  2. People who have filled or coordinated specific roles, and so may like to perform them again or know of others
  3. Guidelines for how to carry out certain roles especially Publicity/Calendaring, and coordinate with other roles
People who have been Producers
on previous events and so can act as resources for new Producers
People who have filled or coordinated specific roles,
and so may like to perform them again or know of others. The resources that are involved in planning and producing an event at All Saints' can be highly varied depending on the event.  But many events will involve some or all of the following generic tasks and roles:


Guidelines for how to carry out certain roles
and coordinate with other roles

Publicity: A Guide to Calendaring, and Internal and External Event Publicity (very preliminary):

There are at least four aspects to consider in publicity for All Saints' events:
  1. What needs to be communicated,
  2. Where the publicity should appear (called "channels" by the folks who dress in black, and I don't mean clergy),
  3. When the publicity should appear, and
  4. Who should prepare the publicity, and mechanisms for getting that done.
What needs to be communicated:

While this will vary by event, please think about the following things:
  1. Who is the event for?
  2. Why are we holding the event?  What are we trying to accomplish?
  3. Where is the event?
  4. What time does it start?  What time will it likely end?  If there is a meal, is it before or during the event?
  5. Is it appropriate for children, youth, teens, adults?  All or some of these?
  6. Is food provided? Is it potluck?  Is a $$ contribution for food in lieu of bringing something requested?
  7. Is there a fee?  Is it a suggested contribution?  How much is it?  Who does it go to or benefit?
  8. Are signups requested or required?  If so, what is the deadline?
  9. Are volunteers needed for some aspects?
  10. Is there entertainment? Discussion?
  11. Is this related to any other events, e.g., is it part of a series of events, or related to a liturgical season/event?
  12. Is there any change in any of the above from any previous publicity about the event?
  13. Is the event open to the community? Should people invite guests?
  14. Who should be contacted for more information?  Providing both a phone and an email address is helpful.
You will likely find the "Request Form to Add or Change Events on All Saints' Master Calendar" to be a very useful checklist of many of the questions you will need to answer in planning. Most likely at the beginning of an event you won't be able to fill out everything in the form, but by the week before the event you should be able to!

Where the publicity should appear:
(With some comments on who can help with it)

We have nearly a dozen 'channels' in which we distribute information:
When the publicity should appear:

Communicating an Event at All Saints'  - 6/4/06 draft jpr

Some of this recipe is specific to a public event that hopes for large
attendance of adults.  Use what fits your event.

By SIX WEEKS before event (earlier if possible):

By FOUR WEEKS before event (or earlier):

By TWO WEEKS before event (or earlier):

By ONE WEEK before:

DAY of event:

AFTER event:


If you are working on an event, please consider how important it is to get the word out through ALL possible channels.  We are not all connected to each other through neighborhood or other groups as we might have been a few decades ago.  Write a short announcement for all the of above channels and distribute it.  This will be a good way to maximize the good works that we accomplish with our time and talent.