Organising community projects

ProjectChange
October 16, 2024

Welcome to the Self-Organising Community Events Guide! This guide is designed to help care experienced people bring their communities together through events that are meaningful, fun, and impactful. Whether you’re planning a coffee chat, a workshop, or a social gathering, this guide will give you the tools to organise events that reflect your vision and create positive spaces for connection and change.

why self-organise?

Organising your own community event allows you to create a space that’s tailored to your community’s needs. It’s a chance to bring people together on your own terms, whether that’s to share ideas, offer support, or just have fun. Self-organising also means you can keep things informal, personal, and relevant to the people who show up.

Benefits of self-organising include:

Flexibility – You can shape the event around what works for your community.
Ownership – It’s your space, so you can set the tone and direction.
Connection – It’s a way to build stronger, more personal relationships within the care experienced community.

what kind of events?

The first step is deciding what type of event you want to organise. Here are some ideas to get you started:

Virtual Coffee Chats: Informal gatherings where people can share ideas, catch up, and offer support in a relaxed online space.
Workshops or Skill-Sharing Sessions: A space for people to learn something new, whether it’s about advocacy, writing, or personal development.
Social Gatherings: Organise a fun get-together, like a picnic or game night, where people can connect outside of formal discussions.
Support Circles: A safe space for care experienced people to share their experiences, challenges, and solutions with one another.

Once you’ve chosen the type of event, think about the goals. What do you want people to get out of it? Is it about learning, connection, relaxation, or all three?

planning your event: step-by-step

Now let’s break down the steps for planning your event:

Step 1: Choose a Date and Time

Think about when your community is most likely to be free – evenings, weekends, or lunch breaks might work best.
If it’s virtual, pick a time that works for different time zones if your community is spread out.

step 2: decide on a location (or platform)

In-person: Choose a location that’s accessible for everyone. It could be a community centre, park, or even someone’s living room.
Virtual: Use platforms like Zoom, Microsoft Teams, or Google Meet. Make sure people know how to access the link, and keep tech support simple.

step 3: Create an Agenda (Even if it’s Loose)

Have a rough outline of how the event will flow. For example:
Welcome and introductions
Main activity or discussion
Time for socialising or questions
Closing remarks
Even if the event is informal, a loose structure helps keep things on track and gives participants an idea of what to expect.

Step 4: Spread the Word

Social media: Create an event on platforms like Facebook, Twitter, or Instagram and invite people from your network.
Word of mouth: Sometimes personal invites can be more effective, so reach out to people directly.
Community spaces: Post about the event in relevant forums or groups where your community is active.

Make sure the invitation is clear about what the event is and what people can expect. Include:

Date and time
Location or link
Purpose of the event (e.g., “a relaxed coffee chat to share ideas and connect”)
Any important details (e.g., “bring your own snacks” or “feel free to come and go as you please”)

Running the Event: Be Yourself and Be Flexible

When it comes to actually running the event, remember: it’s your space. You don’t have to follow a strict script. Be yourself, keep things relaxed, and be flexible to the needs of your group.

Tips for Running a Smooth Event:

Start with a warm welcome – Greet everyone as they arrive, either in person or online. This helps set a positive and friendly tone from the start.
Introduce the event – Give a brief introduction about why you’re hosting the event and what you hope to achieve. This helps people feel part of a shared purpose.
Encourage participation – Ask open-ended questions, invite people to share their thoughts, or offer ways for quieter participants to get involved (e.g., via chat in virtual events).
Keep the atmosphere light – Especially in more informal settings, don’t be afraid to inject humour or take breaks. The more relaxed the environment, the more people will feel comfortable engaging.
Be flexible – If the conversation or activity goes off-topic but the group is engaged, go with it! It’s more important to meet the group’s needs than to stick rigidly to an agenda.

Accessibility and Inclusion: Make it Easy for Everyone to Join

Make sure your event is as accessible and inclusive as possible, so everyone in your community feels welcome.

Physical Accessibility: If it’s an in-person event, choose a location that’s accessible for people with disabilities. Think about seating, parking, and access to facilities.
Virtual Accessibility: For online events, make sure the platform is easy to use. Consider offering captions or sign language interpretation if needed.
Create a Safe Space: Set some simple ground rules for respect and kindness, especially if your event involves sharing personal experiences.
Offer Multiple Ways to Participate: Not everyone is comfortable speaking up. Provide opportunities for people to engage in different ways, such as through chat functions, written feedback, or smaller breakout groups.

Reflect and Follow Up

After the event, take some time to reflect on how it went. Did people seem engaged? Did you achieve what you set out to do? It’s helpful to gather feedback from participants too.

Send a follow-up message thanking everyone for attending. If there were any key takeaways or next steps, share them in the message.
Ask for feedback – What did people enjoy? What could be improved for next time?
Build momentum – If the event went well, consider making it a regular thing! Consistent events can help strengthen your community and keep people engaged over time.

Tailor your message to each audience. Decision-makers need evidence and solutions, while the public might respond more to personal stories and emotional impact.

your next steps

Now that you’ve got the tools, it’s time to plan and organise your event! Whether it’s a one-off coffee chat or the start of something bigger, your event can make a real difference by bringing people together.

Organise with confidence. Build your community. Make something great happen.