The success of your event will largely depend on the clarity and timeliness of your messages and instructions.
Is there something your participants should prepare before they enter the space? Will participants be provided with any contextual information to support their attendance? Will it be preferred for participants to join by desktop, or is it acceptable to participate by mobile?
We’ve put together some essential components of your invitation message, including all the information that will help prospective attendees know what to expect and how to participate.
Components for making a clear and welcoming invitation:
Make sure your message includes:
- WHY - why are we gathering?
- WHO - who is holding this event?
- WHAT - what will the event activities entail?
- WHEN - when will the event take place?
- WHERE - where will the event be held?
- HOW - how will participants access this event/how will participants be expected to participate?
Make the invitation feel unique and personal
- You can use free tools like Canva to design a creative flyer that captures the spirit of your event
- You can use the Resources tab to connect with other KQT Creatives who may be interested in supporting you with communications, promotion, and the design of your event materials
- You can use sites like Eventbrite, Facebook, or Zoom’s registration features to collect RSVPs and registrant information more efficiently
Take a look at this example in action:
A KQTx Event Flier created by a community member
KQTx Virtual Town Hall (Dec 2021)
Save the Date! Join us for a Virtual Town Hall: Zoom Gathering on Saturday, December 18th, 2021 at 4 PM EST; 3 PM CT; 1 PM PT
^ A clearly laid out description of an event announcement with details of the format (how), date, and time (when)
Introduce Yourself and Your Team
In creating better conditions for safety, welcome, and belonging to be experienced, it can help to share some information about yourself and the supporting team.
Provide a short facilitator biography - consider sharing:
- Your name
- Your pronouns
- Your contact information
- Information about your experience and what inspired you to facilitate this event
Team Members & Roles - consider sharing:
- Who helped to make this event possible?
- What role does each team member hold?
- What relevant experience does this team have that would be helpful for participants to know?
Provide a Code of Conduct
A Code of Conduct exists to help attendees participate with one another safely. The Code of Conduct establishes the norms and expectations to create a safer gathering space. It may also specify what accountability may look like if the code of conduct is violated.
Think carefully about what guidance would best support participants and their interactivity with one another.
Use This Resource:
Guiding Agreements
By agreeing to participate in KQTx virtual spaces, you agree to abide by these guidelines and engage in further discussion with the KQTx space facilitators if any guidelines have been violated.
^ Description of a community agreement contingency for participating in virtual events
Share a High-Level Agenda
How will the time be spent?
- Share an overview of the topics, discussions, and activities at your event.
- For events over 1-hour, make sure to take a formal break of at least 5 minutes to rest from the screen. (Best practice: 5-10 minute break for every hour).
- Prepare participants with the information they may need to know beforehand
Take a look at this example in action:
Agenda Snapshot
To give you an idea of what to expect, here is a snapshot of our agenda for the hour we will be gathering.
^ A sample description of a high-level agenda orientation for attendees