Hosting a Policy Event

Thank you for being part of an amazing community of Policy volunteers! Hosting a Mozilla Policy event is a great way to make a difference but involves a little bit of preparation of course. In general, the "three c's" for successful community events are: clear structure, clear goals and clear accountability. Here are some skills, context, standard procedures and tips that can help make your event a success.

• Hard Skills - ability to use/learn collaboration tools such as: Google docs, Google forms, Google calendar, etherpad, Eventbrite
• Soft Skills - communication and follow-through

Identify the type of event you'd like to host

Mozilla Policy and Advocacy encourages raising awareness about Internet policy issues and user choice around the world, with a focus on community engagement events.

• Tech Policy Weekend - First hosted in Berlin, this is a two day event that brings together speakers and community to talk about policy issues and create plans to take action. Consider hosting the first day in English and the second day in the local language.
• Educational Presentations - These are typically one-off events to educate others on pressing Internet issues. They can be standalone or a part of other events. You can find examples of these types of presentations here.
• Privacy Lab - These are monthly events that combine speaker presentations with networking opportunities and small group work. They target professionals in the privacy field across policy and technical interests. More info on the process for organizing a Privacy Lab in your area is here and an existing San Francisco based Privacy Lab wiki is here.

Understand the level of Mozilla support provided

Policy events are community organized. This is your event. The Mozilla Policy Team is in a supporting role. Our role can include: speaking at the event (if requested), budget approval, mentorship and providing contacts. Budget is prioritized for events that help build Mozilla policy community (i.e. recruit new members); however many of our volunteers have organized zero budget events as well.

Follow the Steps

Note that these steps are most closely applicable to a Tech Policy Weekend type event. For a reoccurring monthly event process, see Privacy Lab Process [LINK to be added by end of March]. See also Mozilla Reps event hosting page for lots of great tips and best practices.

Step 1: Prepare for Kickoff (Pre-work)

• Make a copy of this planning spreadsheet template[LINK] and include the new link in the kick-off meeting invitation
• Make a copy of the agenda wiki template and include the new wiki link in the kick-off meeting invitation
• Consider inviting someone from the Policy Team to provide an overview of Mozilla's top priorities.
• Send an invitation to a kick-off meeting. Include a link to the planning spreadsheet.

Step 2: Kick-off meeting and roles

• Purpose - Gather volunteers for a kick-off meeting where you'll:
  • identify/confirm goals and objectives
  • identify potential speakers and target attendees
  • start a draft agenda
  • set a target date and make timelines clear
  • assign roles (see roles section)
  • establish ground rules/commitments for working together as a team - such as raising the flag if you can't meet a deadline so someone else can step in.
    • talk through how roles depend on each other - date needs to allow time for invitations to go out at least three weeks in advance; agenda and venue needs to be drafted/confirmed to include in the invitation/Eventbrite, distribution list is needed for the invitations, etc.

PRE AND POST EVENT ROLES AND TASKS

Volunteers can have multiple roles or handle multiple tasks, but roles and tasks should be clearly assigned and noted in the planning spreadsheet to make sure that everything gets done.

• Agenda Owner - make a copy of this wiki template, work with others to document the event goals and objective, identify ideas for speakers and create a draft agenda and share the link with all volunteers, check this sample agenda for ideas.
• Speaker Coordination - confirm speaker availability for the target date, manage communications with speakers, send calendar invites. Provide list of speakers for the invitations. Send thank yous to speakers after the event.
• Invitations and Attendee Communications - Use the tracking spreadsheet to list who you plan to invite (including contact information), create Eventbrite (recommended) or a Google form for RSVPs, create an etherpad link for notes, identify and resolve any gaps in contact information, create and send invitations 3 weeks in advance that include link to Eventbrite or RSVP form, link to agenda and link to notes etherpad. Send reminders as the event gets closer. Send post-event thank you and follow up email to attendees.
• Logistics - this role or set of tasks includes securing a venue, food, tech needs (projectors, Internet access, Vidyo acces, etc.), handouts (if any), photography plan... First priority is securing the venue so the invitations can go out - provide venue info to the attendee communications manager for the Eventbrite.
• Internal Planning Communications - send kick-off meeting, weekly meeting, and post-mortem meeting invitations to all who have volunteered to help with the event. (note: ideally, send all invitations at once so they get on calendars early - you can always reschedule as needed). Include link to planning spreadsheet and notes. Publish internal meeting notes (use an etherpad or shared Google doc to crowdsource additions to the notes).
• Primary Mozilla staff contact - introduce local office coordinator to those handling the logistics tasks (if applicable), send thank yous to community after the event
• Primary Mozilla community contact - completes Step 1 pre-work, submits budget, communicates with each role or persons managing each task as needed to make sure tasks get completed

EVENT ROLES

Assign the following event day roles:

• Timekeeper - this role will keep session on time by keeping speakers and the group aware of time
• Notekeeper - this role will take notes in the etherpad and publish final version on Discourse shortly after event
• Master of Ceremonies (MC) - this role will introduce each speaker, make the audience feel welcome, keep the audience engaged, describe how to opt-out of photography, etc.

Step 3: Invitations and RSVPs

• Send a Save the Date email as soon as possible following the kickoff meeting
• Create an Eventbrite to track RSVPs (recommended)
  • this tool will also send reminder emails, link to directions to the venue and more
• Send email invitation with link to Evenbrite and agenda wiki at least 3 weeks in advance via email (requires having a distribution list - see invitees below)
• Include all audiences identified (see below for invitee/attendee ideas)
• Include speakers so they are counted in your RSVP information
• See sample invitation in planning spreadsheet

INVITEES/ATTENDEES Possibilities can include:

• Local Mozilla community - always inform
• Local Mozilla office - always inform - Policy contact can help you identify the office coordinator
• Local NGOs who focus on similar issues - Mozilla policy team can help provide contact info
• Brainstorm ways to reach new policy volunteers who may be interested in joining.
• Local universities
• Speakers

SPEAKERS

• In addition to the email invitation to the event, all speakers should receive calendar invites

Step 4: Weekly check-in meetings and planning

• We strongly recommend weekly check-in meetings. It creates an accountability structure and avoids underestimating the tasks needing completion.
• Use the planning spreadsheet to go through the checklist to identify items that have been completed and items still needing completion.

AGENDA

• Some fluidity and flexibility is both helpful and common, but it's best to start with a plan that you can adjust as needed throughout the event.
• Use one document for the agenda and make it accessible (we suggest a wiki page)
• Have an owner who has overall responsibility for the agenda (with input from all volunteers)
• See sample agenda here for ideas.

VENUES Possibilities to consider:

• Local Mozilla office
• Local hackerspace
• Local university or library

Step 5: The Event

• Arrive early
• Be flexible in adjusting the agenda as needed, yet mindful of staying on time
• Take an event photo for blog post(s) (make clear that being in the photo is optional)
• Be clear about expectations for follow up contact

Step 6: Post-Event Tasks

• Post notes to Discourse
• Send thank you notes (speakers, attendees (see below), staff, community).
• Let attendees know that notes have been posted and thank them for attending. Let them know next steps.
• Export your attendee list into the appropriate Mozilla Policy list (ex: Privacy Lab has a privacy-events@mozilla.org mailing list).
• Identify possible new contributors and create a plan to keep them informed an involved (can be part of post-mortem meeting)
• Attend post-mortem meeting.
• Add any new tips to this wiki and the planning spreadsheet - feedback on how we can make such events better in the future
• File expense reports (if applicable)
• Publish a report - share your experiences to inspire others - this can be a blog post to document your success

Additional Resources

• The Mozilla Reps program has an event hosting page with lots of great tips and best practices.
• Mozilla Foundation has great tips on making events inclusive