Invitations

Invitation strategies

• Send out RSVPs (and keep a list of potential attendees to plan for numbers!) and reminders to stakeholders and the community through a variety of mediums.
• You may make personal phone calls, post social media invitations, put up fliers, get into community calendars, and other methods of news media and organizations with shared missions.
• You might also keep a contact list to remind attendees about the event as people inquire and show interest.

Leverage organizations

You may need to go back to the list of organizations from the Planning Phase. Organizations that were not a good fit to co-run the event can still reach out to their constituents, and sometimes their media contacts depending on capacity.

Ask ahead

You may want to ask attendees ahead of time about access and accommodation needs – such as people needing any help interacting with meeting components (communication or physical barriers), as well as side components (food, bathroom, and so on).

• Will people have PCAs?
• What tasks can staff assist with?
• Will people have transportation to and from the event? Later or more rural events may not have public transit options.