Creating Events
Events are powerful tools for bringing your Community of Practice together, sharing knowledge, and building relationships. This guide will help you create engaging, well-organized events that add value to your community.
Who Can Create Events
Event creation permissions vary depending on your role in the community:
Community Owners
- • Can create any type of event
- • Can invite external speakers
- • Can set capacity limits
- • Can manage all event settings
- • Can assign event organizers
- • Can approve event requests from others
Community Editors
- • Can create most types of events
- • Can organize community meetings
- • Can create workshops and training
- • Can invite community members
- • Can manage event registrations
- • May need approval for large events
Types of Events You Can Create
Integrate Pasifika supports various types of events to meet different community needs:
Meeting Types
- • Community Meetings - Regular community gatherings and updates
- • Working Groups - Focused sessions for specific projects
- • Planning Sessions - Strategic planning and goal setting
- • Review Meetings - Progress reviews and evaluations
- • Decision Making - Community governance and voting
- • Social Events - Networking and relationship building
Educational Events
- • Workshops - Hands-on learning and skill development
- • Training Sessions - Professional development and capacity building
- • Webinars - Online presentations and lectures
- • Guest Speakers - Expert presentations and Q&A sessions
- • Panel Discussions - Multi-perspective conversations
- • Knowledge Sharing - Member presentations and case studies
Step-by-Step Event Creation
Follow these steps to create a successful event:
Event Creation Process
- 1. Access Event Creation - Go to your community's Events tab and click "Create Event"
- 2. Basic Information - Enter event title, description, date, and time
- 3. Event Details - Add location, capacity, and special requirements
- 4. Registration Settings - Configure who can register and any requirements
- 5. Virtual Meeting Setup - Configure video conferencing if applicable
- 6. Notifications - Set up email notifications and reminders
- 7. Review and Publish - Review all details and publish the event
Essential Event Information
Provide comprehensive information to help members understand and participate in your event:
Required Information
- • Event Title - Clear, descriptive name that explains the purpose
- • Description - Detailed explanation of what will happen and why
- • Date and Time - Specific date, time, and timezone information
- • Duration - How long the event will last
- • Location - Physical location or virtual meeting details
- • Target Audience - Who should attend and why
Additional Details
- • Agenda - Detailed schedule of activities and topics
- • Speakers/Presenters - Information about who will be presenting
- • Materials - What participants should bring or prepare
- • Prerequisites - Any required knowledge or preparation
- • Outcomes - What participants will learn or achieve
- • Contact Information - Who to contact with questions
Virtual Meeting Integration
Integrate Pasifika includes BigBlueButton integration for seamless virtual meetings:
Virtual Meeting Features
Automatic Setup
Virtual meeting rooms are automatically created when you schedule an event
Easy Access
Participants can join directly from the event page with one click
Recording Capability
Record sessions for later viewing by community members
Interactive Features
Screen sharing, chat, polls, and breakout rooms for engagement
Mobile Friendly
Works on desktop, tablet, and mobile devices
Registration and Capacity Management
Control who can attend and manage event capacity effectively:
Registration Options
- • Open Registration - Any community member can register
- • Invitation Only - Only invited members can attend
- • Approval Required - Registration requests need approval
- • Capacity Limits - Set maximum number of participants
- • Waitlist - Automatic waitlist when event is full
- • Registration Deadline - Set cutoff date for registrations
Capacity Management
- • Set Realistic Limits - Consider venue capacity and interaction needs
- • Monitor Registrations - Track registration numbers and trends
- • Manage Waitlists - Handle overflow and cancellations
- • Send Updates - Keep registrants informed of changes
- • Handle Cancellations - Process cancellations and fill spots
- • Check-in Process - Verify attendance at the event
Event Promotion and Communication
Effective promotion ensures good attendance and engagement:
Promotion Strategies
Community Announcements
Use the community announcement system to notify all members about upcoming events
Email Notifications
Automatic email notifications are sent to community members when events are created
Social Sharing
Share event links on social media and other platforms to reach broader audiences
Personal Invitations
Send personal invitations to key stakeholders and potential participants
Reminder Messages
Set up automatic reminders before the event to maximize attendance
Event Planning Best Practices
Follow these best practices to create successful, engaging events:
Planning Phase
- • Define Objectives - Clear goals for what the event should achieve
- • Know Your Audience - Understand participant needs and interests
- • Choose Appropriate Format - Select format that best serves your objectives
- • Plan Interactive Elements - Include opportunities for participation
- • Prepare Materials - Have all resources ready in advance
- • Test Technology - Ensure all technical elements work properly
Execution Phase
- • Start on Time - Respect participants' time commitments
- • Welcome Participants - Create a welcoming, inclusive atmosphere
- • Facilitate Engagement - Encourage questions and discussion
- • Manage Time Effectively - Keep to schedule and agenda
- • Document Key Points - Take notes or record important discussions
- • End with Next Steps - Provide clear follow-up actions
Post-Event Follow-up
Effective follow-up maximizes the value of your event:
- • Send Thank You Messages - Acknowledge participants and speakers
- • Share Resources - Distribute presentations, notes, and materials
- • Gather Feedback - Collect participant feedback for improvement
- • Document Outcomes - Record key decisions and action items
- • Share Recordings - Make recorded sessions available to community
- • Plan Follow-up Activities - Schedule related events or working groups
Common Event Types for Pacific Communities
Consider these event types that work well for Pacific-focused communities:
Knowledge Sharing
- • Research findings presentations
- • Best practices workshops
- • Case study discussions
- • Policy analysis sessions
- • Technology demonstrations
- • Cultural knowledge sharing
Collaboration
- • Project planning meetings
- • Partnership development
- • Regional coordination
- • Capacity building sessions
- • Problem-solving workshops
- • Strategic planning retreats
Event Success Tips
- • Start planning events well in advance to allow for proper promotion
- • Consider time zones when scheduling events for Pacific communities
- • Include interactive elements to keep participants engaged
- • Provide clear instructions for joining virtual meetings
- • Follow up promptly after events to maintain momentum
- • Learn from each event to improve future ones
Getting Help with Event Creation
If you need assistance creating events or have questions about event management, contact our support team at [email protected] or ask for help from other community members who have experience organizing events.