8.3 Public Events

12 May 2009


Organising a Public Event

Public events or activities will help to increase the visibility of the NGB. They will help to establish the NGB as an integral part of the community, and will present potential media opportunities

There are several different types of events you can organise either independently or in partnership with other NGBs / LSPs or, one or more local organisations. The following list is indicative:

  • Host an open evening - e.g. to provide information on the NGB, its objectives and vision for the future, guest speakers ...
  • Organise a public meeting - e.g. host an information evening on what the local community want from the NGB, and what the NGB has to offer
  • Launch a report - e.g. on the activities of the NGB
  • Plan a community exhibition - e.g. involve a significant number of other local sporting organisations showing the services they provide for the community

 

 

Timing

In order to maximise attendance and media coverage for your events:

  • Avoid clashes with major local, national and international events - e.g. these vary from the local football final to broadcasting of an international soccer match
  • Don't run events at times of the year when a large number of people are particularly busy or away - e.g. Christmas and mid terms from school holidays
  • Consider local media deadlines - e.g. host an event on a Monday evening if the local newspapers' deadline is on Wednesday

 

 

Choosing a Speaker

When you are inviting a guest speaker, you will need to time your event around their availability:

  • Contact the guest speaker well in advance
  • Clarify the subject on which they will talk
  • Check what facilities they will need on the day - e.g. projector or video facilities
  • Confirm whether they are willing to speak to the media in advance or at the meeting
  • Request a copy of their speech in advance in order to prepare a press release
  • Ask for photographs of the speaker so they can be used for publicity purposes

 

 

Choosing a Venue

Issues to keep in mind when choosing a venue:

  • Capacity - how many people do you expect to attend?
  • Facilities - are they available/can they be sourced?
  • Location - is the location easy to find?
  • Disability access - is there appropriate access for all?
  • Parking - is there adequate, safe and accessible parking?
  • Cost - is there a venue you can use free of charge?
  • Transport - do you need to hire a mini bus or organise car pools?

 

 

Let People Know In Advance

You can plan a perfect event but unless you tell people about it, nobody will turn up. In the two weeks prior to the event, you should:

  • Distribute posters and leaflets
  • Inform the local radio station so they can include your meeting in the events diary
  • Send a notice to the local correspondent for inclusion in the community notices of your local newspaper
  • Phone all relevant radio shows to promote the event
  • Issue a press statement
  • Inform key groups directly


Publicity material should contain the following information:

  • Date of event, time, location and direction to venue
  • Title of the event, names and titles of speakers
  • Indicate if there is an opportunity to ask questions
  • Contact number/email for further information