Frank Discussion: organizing a cannabis event

Steps for organizing a cannabis event:
Some steps may not apply, depending on the type of event.

Before the event:

1. Determine the reason for, the main message of, and the demographic for the event. Build a solid foundation for the event. (develop some "guiding principles")

2. Determine the goals of the event
* stay focused on the goals. Refer back to them when making decisions

3. Put together a first draft of an overview of the event
* create an itinerary and a chronological "to-do" list

4. Determine a method of decision making
* determine a procedure for resolving differences of opinion *before* issues arise
* See this page for Decision Making Resources

5. Contact specific people that are known to have the needed abilities
* find the best people you can for each task
* assign people to various tasks on the "to-do" list
* solicit enough help so no one is overloaded with tasks (so they don't get burned out or overly stressed)

6. After a good sense of organization is established between teamworkers, start soliciting general help.
* the more organized you are the more seriously you will be taken. No one wants to put effort into something that might not take place

7. Find speakers and MC
* find the most relevent speakers based on the project's main goals

8. Set a date for the event/forum
* give yourself enough time to properly prepare. Start early or things will pile up nearer to the date

9. Book the appropriate venue (a meeting room at a library? a park?)
* outdoor events: plan a rain date or make arrangements to deal with the possiblity of rain

10. Promotional materials (web site, handbills, flyers, press releases, etc)
* promo materials should have a consistent look and look as "professional" as possible. It is the "face" of the event
* make sure to repeat the main message on all promotional materials
* send a press release out prior to the event, another the day before, and then one with a followup report
How to Write Media Advisories and Releases
More ran.org Activist resources

11. Advertising (web forums/mailing lists, web banners, flyers, posters, newspaper ad, interviews)
Fundamental Tips for Interviews

12. Create a "talking points" document for potential interviewees (make sure the most important message(s) are empahasized

At the event:

1. Provide Information literature (info specific to the event, general cannabis info, info specifically to hand out to mainstream passersby, etc.) Don't neglect the opportunity to educate and inform.
Cannabis Information pamphlets

2. Activist recruitment efforts - get more people "on board" using a sign-up form, solicit email addresses, take a survey, etc. Ask people questions
Example of activist sign-up form (a list of various ways to help)

3. Provide an schedule for the event so participants know what is happening (bands, speakers, activities, 4:20 celebration, etc), where, and what time -- and stick to the schedule as closely as possible.

After the event: (*important)

1. Show appreciation to everyone one who helped make the event happen. Few take the cause seriously enough to make any effort. The people that get involved are a special breed. Also, potential volunteers will see that efforts are appreciated and will be more likely to get involved.

2. Extend the value of the event with good follow-up.
- Use collected email addresses to keep people informed about site updates
- Solicit future help from people while the memories of the event are still fresh.

3. Evaluate what went right and what could be improved.
* Learn from each experience and do it better next time.

This page is a work-in-progress.
If you have suggestions for improving this information, please let me know.

disclaimer