Video Showing Checklist

1. Overall Events Coordination

- Determine date and time of event

Factors to consider are:

o Availability of organizers and volunteers

o Availability of venue

o Availability of speakers if any

o Number of progressive or major events on that date

- Determine Venue

o How many people are expected to attend? à size of venue

o What is the audience you are targeting? à location of venue

o How much funds do you have available for this event? à cost of venue

- Determine a coordinator for each of the following:

o Venue coordinator

o Refreshments coordinator (optional)

o Tabling coordinator

o Media and advertising coordinator

o Volunteer coordinator

o Day-of-event coordinator

o Follow-up coordinator

- Prepare budget for the event

- Set a timeline and check with each coordinator to make sure tasks are taken care of on time

2. Venue Coordination

Before event

- Reserve venue (include set-up and clean-up time of half hour each)
Ask when the venue would be opened; who is responsible for locking up?

- Determine how many chairs and tables are needed
recommended:

o One table for projector

o One table for refreshments

o One table and two chairs for greeters / entrance table

o Two tables and two chairs for books and merchandise

Note: If other organizations will be tabling at this event, determine whether you are providing their tables and chairs or if they are bringing their own.

- Number of chairs and tables provided by venue; included in price?
If need more chairs or tables, order them and schedule pickup; rental fees?

- Find out who sets up the chairs (i.e., you or venue operators)

- Tablecloth if needed

- Sound system

- Film projector

- Screen if needed (i.e., if there are no white walls to project on)

- Determine who has the video

Day of event

- Arrive early and make sure doors are open

- Set up and clean-up chairs, tables and merchandise

- Set up and clean-up refreshments

- Set up and clean-up projector and sound system

- Set up and clean-up posters and graphics if needed

- Always pass the hat!

- Announce next event

- Call appropriate officer/security for closing-up venue

3. Refreshments / Reception

Decide whether you will be serving food and refreshments. It is always a good idea to have some refreshments available. If you expect a very big crowd or would like to bring in a big crowd, provide free food as well. You will need to ask for donations at the event to pay for expenses.

Suggestions for refreshments only:

- Drinks: tea, coffee, herbal tea, soft drinks, juices, water

- Food: cookies, popcorn, mini-chocolates, biscuits

- Utensils: cups, napkins – if providing hot drinks, make sure you have appropriate cups.

Suggestions for food:

- Drinks: tea, herbal tea, soft drinks, juices, water

- Food: cookies, biscuits, dips (hummus, etc.), bread and crackers, fruits, cheese
Trader Joe’s has a great selection of such items for cheap (about $30)

- Utensils: cups, napkins, plates, plastic forks and knives and spoons

4. Tabling Coordination

General tabling material:

- Sign-in sheets

- Donation jar

- Voter registration cards

- Cashbox with change

- Calculators and receipt sheets to keep track of sales

- Pens and clipboards

Literature table:

- Obtain copies of flyers and Green Party brochures

- Obtain flyers and articles related to the subject of the video

- It’s a good idea to have couple of flyers to hand out to each audience member as they arrive or leave: one on the issue in question and one on the Green Party + your local’s contact information.

- It’s also a good idea to have an action item on the topic (e.g., a future event or direct action, postcard, petition, calls to make)

- Posters with relevant data if possible (e.g., posters showing the ratio of blacks and minorities in U.S. jails vs. whites). Posters can be placed around the room for people to view before or after video showing.

- Easel for posters if needed

Book table:

- Prepare a list of books that would be relevant and of interest to the topic

- Order books one month to two weeks prior to event

- Pick up books and do an inventory prior to event

- Make certain all prices are marked and if needed, determine how the proceeds get split (between GP and bookstore)

Merchandise table:

- Obtain Green Party merchandise to sell at event
These include buttons, bumper stickers, caps, t-shirts, tote bags, etc.

- Obtain copies of the video to sell at event if possible

- Do an inventory prior to event

- Make certain all prices are marked and if needed, determine how the proceeds get split (between county and local chapters)

5. Media

- Prepare flyer for the event

- Distribute flyers

- Post event on Green Party website and in the announcement mailing list

- Advertise event in local newspapers, Union-Tribune, The Reader

- Announce event to progressive groups and organizations that may be interested in the topic.

- Determine media contact for event

- Issue press release one week prior to event

6. Volunteer coordination

Before and after event:

- Leafletting prior to event: as many volunteers as possible; determine precincts or areas to target.

- Train volunteers if needed (should take about 10 minutes to train volunteers on book and merchandise prices, tracking sales, who to write check to, registering voters, etc.)

- Chairs and table set-up and clean-up: 2 to 4 volunteers

- Projector and sound system set-up and clean-up: 1 to 2 volunteers

- Posters and graphics set-up and clean-up: 1 volunteer

During event:

- Entrance table / greeters: 2 volunteers

- Literature and Books table: 1 to 2 volunteers

- Merchandise table: 1 volunteer

- Announcer: 1 volunteer

7. Follow-up

- Sign-in sheets:

o Give volunteers’ names and info to volunteer coordinator

o Give emails of those who want to subscribe to announcement list to list moderator

o Give sign-in sheets to membership coordinator

o If co-hosting event with another organization, provide a copy of the sign-in sheets to the officers of the organization

- Drop-off items such as chairs, tables and books

- Send or drop-off submitted voter registration cards

- Count proceeds and finalize budget; give to treasurer

- Send summary of event to the Greens (council and buzz list and local group’s listserv)

- Send a report to the Strategy Committee

- Thank all volunteers and donors if any

Event Name ____________________________________________

Event Coordinator / Organizer ____________________________________________

4 weeks before event

* Determine date and time
Date of event: _________________

Time of event: _________________

* Determine coordinators

Venue coordinator __________________________

Refreshments coordinator __________________________

Tabling coordinator __________________________

Media coordinator __________________________

Volunteer coordinator __________________________

Follow-up coordinator __________________________

Media contact __________________________

* Reserve venue: _____________________________

* Prepare budget

* Prepare timeline

* Order books (optional)

* Order merchandise (optional)

* Send information to webmaster@sdgreens.org

2 weeks before event

* Check tables and chairs

* Get sound system, projector and screen

* Get video

* Find volunteers

* Prepare flyers and literature

* Write press release

Advertise event:

* The Reader

* Union-Tribune

* Local papers: Hillcrest News, North Park News

* Send email to progressive groups

* Post on Activist San Diego website

Week of event

* Send press release

* Distribute flyers

Check that all coordinators are prepared or on track:

* Tabling material

* Media and advertising

* Venue coordination

* Refreshments

* Volunteers

After event

* Follow up on sign-in sheets

* Follow up on voter registration cards

* Finalize budget

* Send summary out and thank volunteers

* Send report to Strategy Committee