Joined: Thu Mar 15, 2007 6:14 pm
Location: Revelations' Hood, est. 26 Feb 2007
|How to Organize An Event in the Cavern
First, read Lord Chaos' Tips.
Then, you might want to gauge interest by starting a thread with your idea or even just asking your friends in the cavern. You can also solicit opinions to help you decide on the details such as:
Theme: What is the purpose of the event? Music & dancing? A meeting to share information or organize something? Be clear about the purpose so that you attract people with an interest in it and not mislead anyone. To get the most out of a meeting (and this is applicable to chatroom meetings out of the cavern), it is useful to create and post an agenda in advance so that everyone can come prepared - whether that's with their opinion or information they have to share.
Title: The title should convey the purpose of the event in a few simple words. If it's an entertainment event and you want the maximum number of people to attend, then make the title exciting! But, if it's a meeting or discussion type event, you want to grab the attention of only those with an interest in the topic.
Date: Check this section as well as some of the community calendars (Guild of Messengers, Guild of Greeters, New Greeters) to avoid a conflict with other events.
Time: Probably the hardest thing to decide on in light of the fact that our community spans the time zones. Consider who your target audience is and what time would allow the majority of them to attend. If you're organizing an event with multiple staff (not just yourself), or if you are planning a meeting, check out http://doodle.com/ as a way to poll participants for the best time.
Location: there are a lot to choose from, each with their own good and bad points. Hopefully, others will post about their experiences and list the pros & cons of various locations.
Other: Will you and your guests need to access outside programs such as Shoutcast for music or a voice chat program? Include access information/directions in your post.
Publicizing the event.
Post it here in this section of the forums (if you've already started a thread to gauge interest, you can simply change the title and edit your original post to include the details) and submit it to the Guild of Messengers Calendar. You can also submit it to the New Greeters' calender of events.
Be sure to include all of the pertinent details mentioned above as well as any additional information that might make it easier for explorers to participate such as:
* A link to the Event Time Announcer (formerly Fixed Time World Clock): Example. Christian Walther notes "that way, everyone can see unambiguously what the time is in their own time zone. Without this helper, time zones can be tricky, and it’s easy to make confusing mistakes like saying EST when one really means EDT. Daylight saving time complicates things, in particular because it starts and ends on different dates in different parts of the world, and on again different dates on the KI."
* A link to the broadcast url (if any) and a link to directions on setting up the media player such as in the Getting Shoutcast to Work thread.
* If the event will be held in a private age, then give specific instructions on how to request an invitation. It's best to allow multiple options such as posting their Cavern Avatar Name & KI # to your thread, sending it to you through a forum PM, or sending a KI mail request to your avatar (if you're using a special avatar to host the event, be sure to post that KI number).
Write up a KI mail message to post on your hood imager and hand out in the cavern. If it includes information about how to access an outside program for music or voice chatting, then it will come in handy for giving the information to drop ins who didn't get the information beforehand. Tip: to keep someone else from altering your KI message, post it on the imager and then take a KI shot of it by looking at it in first person (F1) and then hitting F5 to take the shot. Now, title your KI shot with the event name and hand that out.
Hosting the Event
If it’s in a neighborhood, get there early to toggle the hood on the nexus so everyone can easily find it.
If it's in a private age, be prepared to send out last minute invites during the party.
Be prepared to greet your guests. Whether it’s a party or a discussion, you might want to recruit a friend or two to help greet and provide the attendees with pertinent information such as the url to a music station. If it’s a discussion, then it’s very handy to have a designated person greet late arrivals in PM so they don’t disturb the meeting.
A few hahrs ago, I started the Uru Parties: A Beginner's Guide thread which is aimed at the attendees. Still, event organizers might find some useful information there.
Examples of successful events in the cavern:
GoH 2012 Sunday Events
Christmas Eve in the Cavern
CAVCON awareness party
Celebrate Music: Radio KTDN 6th Anniversary
Guild of Messengers Meeting
OHB bomb - unannounced, but well organized
Surprise Meeting - actually required very little planning because it was a resurrection of a previously regular weekly event.
Last edited by Tai'lahr on Mon Mar 19, 2012 1:11 pm, edited 4 times in total.