Event Planning

Below is guidance for coordinating a Zoom Event destined for both the community and wider YouTube audience [including live streaming]. Community Representatives can support delivery as they have access to the various systems, but the actual work should be lead by the person proposing the event.

Timeframe	Task	Comment
At least 2 weeks before	Determine the date and time of the live event and schedule it in advance with a community representative.	Is Zoom available? Book Zoom account for the event.
10 days before	Create a catchy and descriptive title for the event that ideally includes OARC and the skills being showcased.	Example:
10 days before	Create short - elevator pitch - description for the event	What are you going to learn? Who is the special guest? Is it novice, apprentice or master level?
10 days before	Create a promotional graphic that includes the date, time, and title of the event, as well as any other relevant information (such as the YouTube channel name and any guest speakers) and create an event on discord	Discord event graphic is 950px x 380px.
7 days before	Update https://oarc.uk/events to reflect event.
7 days before	Share the promotional graphic on social media platforms (such as Twitter, Facebook, and Instagram), share the event on #noticeboard [don't tag people yet]
3 days before	Post on #noticeboard tagging everyone encouraging sharing - re-post on social media
2 days before	Set up YT live stream and Zoom streaming settings
Day of event	Check https://oarc.uk/events landing page is updated to reflect event. Reshare on social media/#noticeboard
5 Minutes before event	Post YouTube live stream link on oarc.uk/events.	Add the live stream to the playlist in YouTube
During the event	Engage with the audience by answering questions, acknowledging comments, and promoting the community and its members.
Day after event	Share a recording of the live stream on social media and on the noticeboard, so that people who missed the live event can still watch it later.

Event prizes

All funding for when the event requires prizes is agreed before the event begins. Agreement is in line with community guidelines regarding spending money belonging to the community.