The Complete Guide to Successful Event Programs

Events are one of the best ways to reach your audience and build your community. It’s also a way to keep in touch as humans love to build connections. As an ambassador, it should bring you great joy to have the opportunity to create this amazing and unique experience for your community members. No matter what their course of study or level, events are essential for students to connect and learn. You get the chance to build genuine connections with your community members as well as give them the chance to network with each other.

NB: It is compulsory for every circle to have 2 events (Physical, Virtual, or Hybrid) every month outside of the examination period. This is approximately 10 months every year. You are expected to organize 20 events in a year in total.

Remember, you are not expected to do this alone. You have a team! 

There are different types of event programs. Read them here.

 To have a successful event program, you have to understand the 3-step processes;

  • Pre-event program
  • During the event program
  • Post-event program

Pre-Event Program

A. Build your program; Focus on the basics. 

Here are questions that’ll help guide you

  1. What is your program’s purpose? – You need to clearly define this. Why does your community exist? E.g I4GLasu program fulfils the need for Lasu students to come together and learn, grow and connect.
  2. What are your program goals? What do community members get from being a part of this community and attending your events? The answer to this is very easy, they are our values – H.A.C.K.
  3. Your event Calendar: It’s smart to create an event calendar for the year or the quarter. Because the school calendar is sometimes not stable, you want to make sure your event calendar is flexible. It may also include informing your speakers about possible problems occurring so they’re aware. Pick the possible dates for your event and use a Google sheet to track important information. 
      • See a Template here.
  4. How is your program organized? This is where you decide on the type of event you want to have, the topic/theme, and duration.
  5. Who are your speaker(s) / trainers? Most of the time, the go-to speakers are already in your communities. They are those that have a lot more experience in the technology space. At the same time, you can reach out to speakers outside your comfort zone, #techtwitter, or LinkedIn. When reaching out to speakers like that, keep in mind;
    • Will they educate and inspire your community?
    • Do they have the right skill to create excitement for your crowd?
      • It is always better to know somebody connected to them. Leverage I4G HQ if there is no other way. We would help link you up.
      • Email Templates to invite speakers here
  6. Where will the event take place? Venues set the zone for your community members. It is important to get a venue that works well for your event programs.  
      • For physical events, you might want to look at classes or lecture rooms in your school. Electricity is important as well. 
      • For online events, you can have your training on either WhatsApp group, slack channel, or Telegram group. Meetups or Workshops can be held in the Zoom meeting room, Google meet, or Microsoft Teams.
  7. Partners and Volunteers? Partners can be based on the type of event program and what you need. You can have a financial sponsor, a media partner, a community partner, etc. Read more about Sponsors and Partners here. Volunteers can be a huge contribution to your event programs as well. Read more about Volunteers here
  8. What is your budget? Does your program require items that need to be paid for? How do you plan on raising funds or getting partners?
  •  NB: Ingressive For Good does not sponsor Ambassador events financially.

This is what your Program Worksheet will look like;

Purpose – I4GLasu program fulfills the need for Lasu students to come together and learn, grow and connect.

a. Goal – Add Value

How – Webinar

  • Topic: How to start a career in Tech
  • Speaker: Haneefah Abdurrahman Lekki
  • Date: 25th of October
  • Duration: 30 mins talk, 15 mins QnA
  • Where: Zoom

b. Goal – Connect

How – Networking event

  • Topic: Happy Hour Meetup
  • Speaker: No guest, everyone is a speaker. Moderated by the Lead and Co-lead
  • Date: 25th of October
  • Duration: 1 hour
  • Where: Clubhouse / Lecture room A
B. Create the Promotional Materials
  1. Create the event fliers. It’s important that this reflects from (A), what program you have built. There are Canva Templates that have been created for your events and can only be accessed using your circle email address.
      • Design Template: Square Template    Rectangular Template
      • The purpose of the template is to have a consistent and uniform design. We are a family, we need to be united. If your brand doesn’t align, people will think you’re not part of the family and they won’t trust you. It’s all about being deliberate and building trust. Stay united and people will recognize you anywhere they see I4G Circles.
  2. Your attendee list: The most important part is to collect your attendee list. It’s important because you want to be able to reach them after your event, invite them to your circle group (Whatsapp or Telegram), and grow your community. 
      • Use this template Sheet to collect your attendee list. Make sure to make a copy! (It also includes the Code Of Conduct for all community members.)

Submit your event details in the Pre-event form.  It’s compulsory to submit your event at least 2 weeks before the event, which means you need to plan ahead. The HQ will approve/disapprove your event within 5 days

DO NOT PROMOTE YOUR EVENT UNTIL AN APPROVAL MESSAGE HAS BEEN SENT!

C. Spread the word: Start promoting your events immediately.
  1. Encourage your speakers to share the link within their network. Check the email template for this.  This will help invite their followers and fans to your event. Of course, the event flier has to be beautiful and the event description has to be very eye-catching.
      • To make it easier for your speakers, pre-register them on platforms that may need registering before being able to access the platform, e.g Zoom
  2. Tease the topic: Use catchy, teaser-type language in your posts and BCs (Broadcasts). Tell them what they are going to learn or gain and why they should attend. E.g Would you like to know how to start a career in Frontend? Join the next I4G Lasu event to find out.
      • If you already have your community members’ emails, you can send out emails to them – 5 days, 3 days, 1 day, 1 hour, and 5 mins to the event. Check the email template. You can also send it as BCs to groups and Channels.
      • Don’t forget to include the registration form in your posts, emails, and broadcasts.
  3. Promote your event
      • Share your events on Social Media. Tag @ingressive4good and the speakers as well. 
      • All approved events will be updated on the event website. You can see them on your circles page.
      • HQ will share some events on the weekly Newsletter to community members
      • Promote through word of mouth, invite department and faculty leaders.

 

During the Event Program

Sending out emails and BCs before the event will help increase your attendance and put you at the top of their minds.
  1. Try to record your events on Zoom or Google Meets, and also take a screenshot of your attendees. Short videos and pictures from your physical events will go a long way.
  2. Introduction: Make it brief and fun. 
  3. Be prepared for anything. Proper preparation prevents poor events; power, internet e.t.c. Assign tasks to your team ambassadors. If you need to get volunteers, seek them. Anything can go wrong, work as a team.
  4. Make sure value is added. Very important! Your audience should go – ‘Oh damn, I didn’t know that’ or ‘I’m very motivated. Again, it has to be related to the goals/purpose of your event.
  5. Be the life of the party. It’s your responsibility, Search for jokes if you have to.
  6. It’s okay if things didn’t go as planned, learn from it.
  7. Always be ready with conversation starters to break awkward silences.
  8. Ensure your audience gets their questions answered.
  9. Facilitate connection among attendees. 
  10. Engage with your audience: welcome questions, play music, games. Make it interactive
  11. Feel free to share key points from the events on Twitter or Insta Story. Encourage your audience to do the same, and to tag you and Ingressive For Good.
  12. Take pictures and screenshots!
  13. ALWAYS talk about your circle, Ingressive For Good and invite them to join your community group (Whatsapp or Telegram)
  14. Invite them to join the larger I4G Circle Community – here

Post-Event Program

You have successfully held an event. It’s not an easy feat. After your event, you should celebrate, reflect and plan.

A. Celebrate yourselves: You’ve done an amazing job. 

  1. Thank your team members and volunteers. Thank them a lot, it’s never enough.
  2. Send out a ‘thank you for joining’ email to your attendees + ask for their feedback. See the email template.
  3. If you have the video of your event, upload it on your YouTube channel. Upload pictures and slides from the event (if applicable) on your Google Drive (use your circle email). You can send it to your attendees 3 – 5 days after your event, also invite them to join your group and follow your socials. See the email template.
  4. Within 24 hours of your event, make sure to send out thank you emails to your speakers and partners. See the email template.
  5. Feel free to share the contents of your event on Social Media. Be creative. 

B. Reflect

  1. Now, you have enough to create a Post-event report. A post-event report is easy to create. See a template here
  2. A post-event report can be turned into an article or a blog post and may feature on our website.

You’re expected to submit your post-event report within 7 days of your event. Submit here. Your post-event report is proof that you had your event.

C. Plan: Now that you have created your first event, it’s very easy to replicate the process and steps. Rinse and repeat.

Next Lesson

Sponsors and Partners

Important Links

Action Points

  1. Plan your events for the year or the quarter.
  2. Pre-event forms have to be filled out at least 2 weeks before the event.
  3. HQ will either approve or disapprove of your event. An email will be sent to that effect within 5 days of your submission. This can be due to your design or event topic.
  4. Approved events can go ahead to promote their events plus it gets uploaded on the website.
  5. Disapproved events have to make the appropriate changes and re-submit.
  6. Have an amazing event!
  7. After your event, fill out the post-event form within 7 days of your event.