In reaching out to the community about this event, it is necessary to consult them on their needs and make the level of accessibility of this event known. These two considerations are important before and during the event.

What type of event are you planning?

  • What's the big picture?
  • What are your main goals?
  • Have you considered the impact of your mission?
  • What are you hoping to get out of the event?
  • What form of event is it?
  • Promotional, corporate, fundraising, or a raising awareness event?
 

Who is the event for?

  • Who is your target audience?
  • How is the event inclusive for your target audience?
  • Who will be in attendance? Is it a public invite?
  • Are letters being sent out to community leaders? 
  • Have you looked at community demographics?
  • Will it benefit community members?
  • Is the event sensitive and considerate of all cultures and religions​
  • Be sure to include members of the community you are trying to reach in your event planning process! "Nothing About Us Without Us"
  • Assume that every identity group is in the room. How would the event plan look different if someone with a disability showed up? Someone who doesn’t speak English as a first language? Someone who is gender non-conforming?

Who is on your team?

Diversity, Equity, and Inclusion matters when building an event:
  • Think of who is at the table and who is speaking or attending the event.
  • Is your team diverse in race, nationality, gender, sexual orientation, and cognitive diversity?
  • Are you considering age (both in younger demographics and older), people with disabilities and thinking of individuals from other socioeconomic backgrounds?
After taking the above steps, you should create a facilitator's agenda containing your clearly defined goals, objectives, and activities

For examples of facilitators' notes, click here or here.