Planning an Event – Example Briefing



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Local Activism Guide

Planning an Event – Example Briefing
A briefing document is a good way to make sure your event is on track, and to communicate all of the necessary information to your volunteers/helpers
This is an example of a Briefing Document which was created for an actual event held by Sussex University War on Want Society. You can use it to read through, make edits and changes to help you plan your own event.


  1. Key information

  1. Aims of the event

  1. News release including line-up

  1. Roles and responsibilities (including rotas)

  1. Equipment/Materials

  1. Contact Details



  1. Key Information





What? Wall Street Crash is a club night being put on by Brighton based collective ‘Playgroup’. When? Friday 25th March 11pm – 4am

Where? Concorde 2 (Brighton Seafront)


  1. Aims of the event



Playgroup have asked us to provide a team of people so that there will be a strong War on Want presence at the event, and have asked us to think up some interesting ways of being interactive with the crowd. They will be donating 50% of the proceeds to War on Want.


The purpose will be twofold then: to raise money from the ticket sales, and to raise awareness and the positive profile of War on Want through our interactions with the crowd.


  1. News Release and Line up



It’s War on Want’s 60th Birthday, and our good friends and Brighton based collective ‘Playgroup’ are throwing us a party! While the world is in the grips of an economic recession, the likes of which hasn’t been seen since the great depression of the 1930s, there is one silver lining – a return to the vintage delights and swing spectacular of the very same era: this is Wall Street Crash!



Line up:


DJ SWITCH! 4 x World DMC Champion!
DUTTY MOONSHINE!
SWING ZAZOU! Live 9-piece electro-swing!
BILL MURRAY! New 5-piece AV project from Boy Com

BOOTLEG DJs!

PLAYGROUP FESTIVAL LINE UP REVEALED

GAMES & DISTRACTIONS

AUDIO VISUAL SHOWS

HALF OF ALL PROCEEDS FOR WAR ON WANT THE PLAYGROUP FESTIVAL LINE-UP REVEALED!lH★ GAMES & DISTRACTIONS! AUDIO VISUAL SHOWS!





How much? £5 tickets for War on Want Supporters!! (Otherwise £6 advance, £10 on the door)

Just email your names and get yourself and your friends on the early-bird guest list!!



email@email.com



  1. Roles and responsibilities



Our presence will be split into 3 key areas:




  1. Photoshoppe - an area of the club will be decorated like a drawing room – the scene will be a 60th birthday party for War on Want, there will be vintage costumes and accessories available and groups of punters will be quickly dressed up, put into poses and photographed.




  1. Make your own (Crafts tables) – two/three (depending on space) tables will be set up with all of the equipment necessary for punters to make their own monocles and moustaches.



  1. Freebie team – Volunteers will mingle and move throughout the crowd handing out free badges, matches and condoms (War on Want merchandise). They will people outside to join the mailing list.

Please check the rotas on the following pages to see which you have been assigned to. Roles may change throughout the night as people allow you to have breaks. The work will not be arduous and you will be allowed to enjoy the night!




Photoshoppe Rota


Name

Role

Responsibilities

Mill

Wardrobe

Arrive in advance (load in any time)

Set up 10pm-11pm

bringing costumes/props

Help set up Photoshoppe set.

Choose outfits for customers

Keep an inventory of costumes

Ensure they are all returned


Laptop

Guard laptop

Upload pictures from camera

Show choice to customers

Save chosen pictures

Take email addresses

Ask customers to join W.o.W mailing list



Susanna

Photographer

Help set up Photoshoppe Set

Bring high quality camera

Make guests feel comfortable

Direct their poses

Take photographs

Help upload them to laptop



Maia

Coordinator

Set up Photoshoppe Set

Provide Props/Racks

Provide lighting

Provide mailing lists

Cover for breaks





Make Your Own (Crafts tables)


Name

Role

Responsibilities

Robyn

Table 1 – Monocles

Arrive in advance (10pm)

up crafts table

Read instructions and practice making

Assist customers in making them

Ask customers to join W.o.W mailing list


Frances

Table 1 – Monocles

Arrive in advance (10pm)

Set up crafts table

Read instructions and practice making

Assist customers in making them

Ask customers to join W.o.W mailing list


Ellen

Table 2 – Moustaches

Arrive in advance (10pm)

Set up crafts table

Read instructions and practice making

Assist customers in making them

Ask customers to join W.o.W mailing list


Catarina

Table 2 – Moustaches

Arrive in advance (10pm)

Set up crafts table

Read instructions and practice making

Assist customers in making them

Ask customers to join W.o.W mailing list


Maia

Coordinator

Provide Materials

Provide Instructions

Provide Mailing lists




Freebies team


Name

Role

Responsibilities

Bambi

Freebies

Arrive between 10-11pm

Collect freebies from Maia

Hand them out to the crowd

Direct questions to craft tables

Provide cover for breaks


Mike

Freebies

Arrive between 10-11pm

Collect freebies from Maia

Hand them out to the crowd

Direct questions to craft tables

Provide cover for breaks


Chris

Freebies

Arrive in advance (10pm)

Help with set up

Collect freebies from Maia

Hand them out to the crowd

Answer questions about War on Want


Maia

Coordinator

Provide Freebies

Provide Clip boards



Answer questions about War on Want



  1. Equipment/Materials






Photoshoppe


Quantity

Item Description

Provided By

1

Wallpaper (‘Bookshelves’)




Mill

(n/a)

Clothing/ Accessories and hats/ Props




Mill

2

Extension lead?




Maia

1

Laptop




Maia

(n/a)

Accessories and hats/Props




Maia

2

Laundry bags




Maia

2

Clothing rails




Maia

2

Staple guns




Maia

2

Staples




Maia

2

Clipboards




Maia

2

Pens




Maia

2

Cameras




Susanna/Maia


Make your own... (Crafts tables)


Quantity

Item Description

Provided By

30

Craft felt (two sheets make four)




Maia

1

Glue Gun




Maia

2

Glue Sticks




Maia

3

Scissors




Maia

2

Craft/Kebab sticks (100pc)




Maia

2

Curtain Rings (packs)




Maia

1

Black string




Maia

2

Clip Boards




Maia

4

Pens




Maia



Freebies


Quantity

Item Description

Provided By

4-8

Small Bags of badges




Nadia

4

Boxes of matches




Nadia

4

Bags of condoms




Nadia

6-8

War on Want mailing lists




Nadia



Signage

* = Design on CSS

Quantity

Item Description

Provided By

3

Photoshoppe This Way (Left arrow)







Maia

3

Photoshoppe This Way (Right arrow)







Maia

3

Photoshoppe This Way (forward)







Maia

1

*PHOTOSHOPPE







Maia

3

Donations please: £?







Maia

1

Inventory list







Maia

10

Inventory record keeping







Maia

1

Suggested poses/photographer instructions







Maia

1

*Make your own Moustache (sign)







Maia

2

*Make your own Moustache (instructions)







Maia

1

Make your own Moustache (volunteer instructions)







Maia

2

Template Moustaches







Maia

1

*Make your own Monocle (sign)







Maia

2

*Make your own Monocle (instructions)







Maia

1

Make your own Monocle (volunteer instructions)







Maia

6

Mailing Lists







Maia

1

Double sided tape







Maia

1

Guestlist







Maia

1

Info for host







Maia



  1. Contact Details







Name

Role

Contact

Maia

Coordinator, War on Want side of event

(email address removed)
(telephone number removed)


Philip

Director, Playgroup

(email address removed)
(telephone number removed)


Declan

Director, Playgroup

(email address removed)
(telephone number removed)


Nadia

War on Want HQ

(email address removed)
(telephone number removed)


Mill

Costumes and set design

(email address removed)
(telephone number removed)


Concorde 2

Venue information

(address removed)
(telephone number removed)



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