Checklist for HumanistSG Events

28 April 2023 by

Our organisation always needs volunteers to step forward and organize events!

Anyone can propose and work with Exco to organize an event (per clause 4.5 of General Rules).

Here are the stages of of organising an event.

(For newcomers, click the info icon πŸ›ˆ to learn why this process is important. )

1. Equipping πŸ›ˆ

  • If you are in exco, log into exco portal
  • Before organising, Exco/Volunteers must be given the appropriate access to
  • Chat Groups (telegram/whatsapp)
  • Emails (email groups, google drives)
  • Social Media Channels (FB, Telegram, Instagram, Flickr)

2. Decide content πŸ›ˆ

Replicate past success:

Learn from Others

  • Replicate successful events organized by other groups of similar profile
  • Propose partnerships with other groups

Bounce ideas with fellow humanists or write to info@humanist.org.sg

GIVE EVERY IDEA A FAIR HEARING – Don’t give up hope just because one particular Exco rejected the idea in a private chat. The idea needs to be reviewed and decided fairly by the Exco. Conversely, avoid making big decisions in silos, just between two people. Unilateral decisions may cause confusion and loss of trust.

3. Decide details πŸ›ˆ

  • Nail down time/date, venue, budget to hold the event
  • Different formats – What is the format of the event? Eg. a lecture or social event?
  • Time/date – Allow at least 2 to 4 weeks lead time, and aim for weekends or weekday evenings instead of odd timings.
  • Venue – You can check past events for past locations, or propose a new one.
  • Budget – Work out an estimate, or indicate NIL

4. Seek Exco’s support πŸ›ˆ

Contact us via:

Feel free to ask any exco to assist you if instructions are unclear.

5. Exco approves πŸ›ˆ

  • Exco decides accordingly to General Rules 4.5 and the strategic direction that consist of broad approvals to streamline decisions.
  • Only sensitive events involving Race, Religion and Politics require explicit majority approval.
  • All other events (eg. social, meals, walking tours, community service) are considered automatically approved if no objection within 3 working days.

6. Mobilize and Monitor

  1. Facebook
  2. Telegram
  3. Meetup
  4. Instagram
  5. Monthly Newsletter

(Total online following above is 10,000+)

  • Exco has final say over volunteers and publicity
MONITORING RSVP IS KEY TO SUCCESS πŸ›ˆ

– The person leading the event should monitor the RSVP levels. A “paste and forget” approach will not fill the event.
– Seek Exco’s support to spend on advertising or send personal invites, if necessary.
– If attendance numbers are too low, it could affect HSS reputation and incur financial losses.
– Never assume 20 RSVPs = 20 Attendance. The two will always differ.
– As a rule of thumb, we assume 30% attrition for events that are free-of-charge. This is backed by historic data over 200+ events.

7. Operationalising

This may involve:

  1. Seek help from Exco/WG/Volunteers telegram chat
    • Ensure you have enough volunteers on the day, including ushers, emcees, facilitators etc.
    • Make HSS identifiable πŸ›ˆ Use HSS banner, pamplets, lanyards, projector etc. Ask Exco who is holding on to these equipment.
  2. Bring the HumanistSG Merchandise
  3. During the event, Exco should also engage people. Here are some tips for engaging newcomers.
  4. During the event, take photos πŸ›ˆ

8. Post-event

  • Settle any claims with treasurer. This is to prepare HSS for annual audit.
  • Documentation – Upload photos on Flickr library to preserve photo quality for future generations.
  • Documentation – provide an event summary. A good example is here.

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