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.
Aims of the event
News release including line-up
Roles and responsibilities (including rotas)
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)
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.
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!
★ 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!!
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.
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.
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!