An Organiser's Checklist
Many of the suggestions in this checklist apply to large events involving a number or organisations.
However smaller activities are also a very welcome and important part of the Week.
You can download this checklist as a PDF to print and share.
1. Decide On Organisers And Contact Points
An obvious question at the outset is who will be responsible for organising the activity. It might be an individual or a committee, and it might include people from various organisations.
It is very important to have a clear contact point for people who want to find out about the activity and perhaps become involved. It should include the name/s of the contact people as well as their phone and email details.
2. Decide On Your Activity
You will need to decide whether to focus on a particular local, national or global issue and what your goals are (eg to raise funds for something in particular, call for some particular action, or raise community awareness).
You will also need to consider the time you have available to organise the activity, what finance and other resources you will need, and which skills you or your organisation can offer.
3. Get Other Groups Involved
Do you want the activity to involve other groups or organisations (eg a school, community or welfare service, businesses)? If so, you will need to contact them early, plan how you will work together and allocate tasks.
You could think about partnering with another organisation which you have previously not worked with or is not generally involved in poverty issues. For example, if you are a welfare or community organisation you could think about working with a school or a local business (and vice versa).
You could consider involving your local council and service groups from an early stage (for example, Rotary, Lions), as they might be able to contribute resources and help out in other ways.
4. Invite Guest Speakers Or Special Guests
If you are having guest speakers or other special guests, it is best to contact them as early as possible (preferably before you finalise the date, time and venue).
It is often wise to make an informal approach first and then, if there seems to be a possibility of acceptance, send further details in a formal letter. Be careful that you do not invite more speakers than you will be able to fit in the time available.
5. Decide On A Date And Time
It is a good idea to think about date and time as early as possible because you may need to be flexible to work around the availability of venues and speakers etc.
You could look at the Calendar of Activities (or contact your State Co-Chairs) in order to check what else is happening in your local area or State. This can help you to avoid clashes of timing or perhaps allow you to team up with other events if appropriate.
If you are planning a year ahead, remember that International Anti-Poverty Day is held on 17 October in each year and Anti-Poverty Week is fixed as the week from Sunday to Saturday that includes 17 October.
6. Choose A Venue
You will need to select your venue and book it as early as possible. This involves thinking about likely numbers of participants, the space you will need, who you are trying to attract, how publicly accessible the venue needs to be and the appropriate layout.
If you want to use council property or a public place (such as a shopping mall) don't forget to get permission as early on as possible. You should also think about wet weather plans. For some types of venues that have been used in previous years, see Organising Activities and the Calendar of Activities for previous years.
7. Let Us Know About Your Activity
When you have decided on the type of activity and the probable date, it would be helpful to tell us about it. We will send a copy to the Co-Chairs in your State or Territory but it will also be helpful if you contact them directly.
We will let you know if we need further details before putting your event on the Calendar of Activities on the website.
8. Fix A Detailed Timetable
It will be helpful to put together a detailed timetable of action between now and the activity, with a specific person being assigned for each task.
It will then be important to keep a regular check on progress and to adjust the timetable if necessary.
9. Organise Sponsors
Possible sponsors could include government departments, local councils, businesses, service clubs, churches etc. If you want sponsors, you will need to think about what you want from them and what they might be able to provide.
Sponsors may be willing to contribute money or to provide things like a venue, food or equipment free or at a discount price. They could also donate items for distribution to people in hardship or for auction to raise funds.
10. Decide On Any Invitations
If you are issuing some special invitations, you will need to think early on about how many you can send out and who you would like to attend. You will also need to consider how to approach them and whether they should have a special role or acknowledgement at the activity.
You may need to get a good idea in advance of how many people will be attending (eg, if you need to get enough copies of materials or if space is limited). This may involve asking people to register or confirm whether they will be attending.
11. Publicise And Promote Your Activity
A promotion strategy will need to be developed for many activities. Promoting your activity will help make it more successful as well as raise the profile of your organisation or the cause you are promoting. You will need to think about who you would like to take part or attend and how they can best be targeted. For example you could:
- Put an advert or an article in relevant newsletters (eg, staff, school or club newsletters) or appropriate websites (eg, free listing in community-based websites such as www.wherelive.com.au)
- List your activity on the Calendar of Activities list on this website. Also include it in community diary pages of newspapers or a similar radio or television outlet.
- Email colleagues and friends and add details of your activity to your email footer.
- Put up posters or flyers at your organisation, at other organisations or groups that are involved and in community venues. You could also consider mailing out flyers (eg inserted in newsletters) or delivering them to letterboxes.
A hard copy of our Anti-Poverty Week posters, flyers and other promotional material is available by contacting your State Co-Chairs or the National Facilitating Group. See some promotional material for the Week for soft copies. You can convert them for your own activity, and use the Anti-Poverty Week logo, provided that you send the National Office a draft of what you intend to use and get its approval.
Please send copies of your promotional material (eg, posters, flyers, adverts) to your State Co-Chair and/or the National Facilitating Group. This helps us to plan and promote Anti-Poverty Week, including in discussion with the media.
12. Think About Fundraising
You may need to think about whether you will be raising funds from the public and, if so, what the money will be used for, how it will be raised and who will take care of the financial side of things.
It is not appropriate to raise funds for Anti-Poverty Week itself (except, of course, through specific fees to help meet the costs of an activity). If any donations are made to Anti-Poverty Week, you should pass them on to an appropriate charity.
13. Some Other Details
- Work out everything you need for the activity and how it will be supplied (eg prizes, art supplies, stamps, stationery, food supplies). Decide which you can fund and which need to be provided by sponsors.
- Carefully plan what food and equipment you will need (and dietary requirements). If you need external caterers, you will need to book and reconfirm them and then make sure payment is organised.
- Think about whether any council or other permits are needed (eg for an outdoor food event). Public liability insurance may be needed if your event is being held in a public place.
- Plan a running order for the day that shows specific times, activities and responsibilities. This includes working out who will responsible for liaising with speakers, special guests and media on the day.
- If appropriate, take photos on the day for newsletters etc. It is also very helpful if some of your best photos can be sent to your State Co-Chairs and/or the National Facilitating Group.
This checklist draws on suggestions from State and Territory Facilitating Groups.