View source for HOWTO Host an Event at i3detroit

Do you want to teach a class or host an i3 event? This page is some instructions to help your event go well. (They look long and hard but they're just very detailed and pretty easy and some are optional and the [[VPAC | Vice President of Activities and Classes]] is here to help along the way.)

== VP of Activities and Classes ==

10:

Speak with [[VPAC| Vice President of Activities and Classes]] (VPAC). The VP is there to assist you in creating and running a successful class, workshop, or other event. Even if you don't need help, please inform the VPAC of scheduled classes or events.

== Planning The Class or Event ==
First, decide on the subject and define exactly what topics you want to teach. Be specific.

Follow these guidelines:
*Target Audience. Who are you teaching? A class for complete beginners is different than a class for those with a passing familiarity or familiarity with something related is different than a class for those with intermediate skill in the subject matter or related subjects. This affects class size as well.
*Class Size. Be realistic about how many students you can successfully teach at once. If the class is very hands-on, something difficult and confusing, or your students are complete new to the subject matter, consider that the students may need more personal instruction. If the class is more lecture-oriented or not as unfamiliar to your students, then you can comfortably teach more students at a time. Remember that your students are your guests if they are not members so you can only sign in 10 at a time by yourself. Talk to [[VPAC]] if you really think you can handle more.
*Time. How long is your class going to be? If it's very long can you break it up into multiple sessions on different days? Be mindful of your students' physical and mental limits. Add breaks (more on this later).
*Scope. Define what is and is not part of the class. Avoid scope creep. Be mindful of the above.
*Curriculum. Define a specific curriculum. Outlines work well. Or try creating a rough PowerPoint presentation that captures the main points you want to teach.
*Resources. What resources is your class going to need? i.e. Do you need to reserve the classroom, space in the commons, or maybe a Zone? What do you need tools? Supplies? Materials?
*Cost. What are the materials costs? Are you providing the materials or do the students need to bring their own? If you're providing the tools and materials then what is a reasonable reimbursement cost? Don't forget about things like the cost of machine time. Try to keep the costs as reasonable as possible. If the class needs budget funds, the request must be approved by VPAC before the class is created. The class fees must cover all material and machine time costs. If there are no material or machine costs, classes are encouraged to be free. 
*Do a dry run for practice, to judge timing and to identify gaps. [[user:Lyellen|VPAC]] is usually available as a test student. A test run is a good time to ensure your computer can connect to the TV or projector.

Don't be afraid to talk to [[VPAC]] or other members to bounce ideas off of or offer suggestions to improve the class. Also, having a helper or two can help you run your class or event smoothly. An assistant can greet your guests, take tickets, and point out the bathrooms. As a bonus, if your assistant is an i3 member you can now host a class larger than 10 people.

To find a helper, you can contact VPAC at [mailto:classes@i3detroit.org VP of Classes and Activities], use [https://i3detroit.slack.com/messages/C0CGP00CF/details/ slack], contact [[Officers_and_Board_of_Directors| the officers]] or post to [[Mailing list|our mailing list]].

== Judge Interest/Create Buzz ==
*Go to a meeting and mention that you want to teach a class about x. See how many people are interested. Get names.
*Look over the [https://i3detroit.org/#upcoming i3Detroit calendar] and pick times that are relatively free and that fit your schedule.
*Send out a [https://whenisgood.net/ whenisgood] or a [https://doodle.com Doodle] to the names you got above to see when the most people are available.

== Schedule and Advertise Your Class ==

Look on our google calendar: https://calendar.google.com/calendar/embed?src=calendar%40i3detroit.org and pick an appropriate time and day. There's nothing wrong with two events going simultaneously, but try to avoid conflicts. If there are questions or conflicts, please contact VP of Classes and Activities (classes@i3detroit.org).

Make sure to add your class to the calendar.  This will update the calendar on the i3detroit web page and to let people know what space you want to use.  To do this:  
# [[Communication#Google_Calendar | Get it on the calendar! ]].
#* Please enter as much pertinent information as you can in the description field.  
#* Please also enter the space that you intend to use in the 'Where' field (i.e. classroom, common area, lazer zone...etc.)  
#* Make sure that visibility is set to public.  
# Click the 'Save' button to add the event.

=== VPAC help ===
If you would like help from VPAC organizing the event, please fill out the google form [[https://docs.google.com/forms/d/1Dc9qb-_ToZ6peUBVNYNQvdoEpEebASJ1phSXjTIQg1A/edit]] with the following information about your class: 
*Your Name
*Your Number
*Your Email Address
*If you or someone else is the event sponsor
*Public or Members only?
*Is it over 10 people? Second sponsor will be neeeded
*Event Name/Title
*Description of event
*Additional Details
*How many slots are available?
*Date of Event
*Start Time
*End Time
*Location (Remember if classroom or other resource like auto lift- book in advance)
*Do you want the event on Event Brite
*Cost of Event
*Do you understand all guest must sign the waver and sign in
*Have you read [[HOWTO_Teach_a_Class_at_i3Detroit]]

=== Eventbrite ===
When you have filled out the form for an event the [[VPAC]] will use it to create a eventbrite event and send you a link for final approval, for questions [[user:ThomasA | VPAC]].

https://www.i3detroit.org/wiki/EventBrite

==== Fees ====
[[EventBrite]] charges a small fee for each ticket sold. Note the word "sold". There are no fees for free tickets so feel free to use them to set your class size and get a list of students ahead of time (but people will still show up at the door asking if there's room for "just one more"). They charge a fee whether the ticket is paid through Eventbrite or you use the "pay at the door" option. The "pay at the door" fee is a little smaller because there is no credit card processing fee involved.

Who pays this fee? It depends. Fees are generaly paid by the purchaser. People being people (human nature and all that) would rather pay $35 (more money) for a class than pay $33 for a $30 class with $3 in fees even though it's the same class. Therefore, you should just cover the cost of the fee in the price and set the tickets to the "eat" option. (Round off to the nearest $5, it looks nicer.)

This should all be checked with the [[Fundraising Committee]].

=== Calendar ===
#When your event is all setup the [[VPAC]] will add it to the main i3 calandar.
#Things that will go on the calandar
#*Date
#*Time
#*Event Title
#*Description
#*Eventbrite link if applicable

=== Slack ===
Post a message on the appropriate slack channel(s). Start with any specific channels about your class topic, if any. You can also include any relevant zone channels. But don't spam.

=== i3's Google Groups ===
Post a message to i3Detroit@googlegroups.com and another one (if guests are allowed) to i3Detroit-public@googlegroups.com
Use that handy-dandy writeup you did above.
Feel free to elaborate on the details over and above what's in the writeup description.

=== [https://i3detroit.org i3Detroit.org ] ===
Put a post on the [[HOWTO make a blog post | blog]]. That writeup will probably come in handy again.

=== Social Media ===
Put your event on the instasnap books. (Hello again writeup.) Talk to [[user:Lyellen|VPAC]] as there is no wiki page for i3Detroit social media yet.

=== TV ===
You could write a press release. Aim big.

But really, just add to the [[TV Bulletin Board]].

=== Meetings ===
Come to the member meetings and help [[VPAC]] advocate your class. Maybe even answer some questions about it.

=== Etc. ===

== About a Week Before ==

If it's been a while, send a reminder message to the Google groups and another message on the instaface chats.

Go through and make sure you have all the supplies you'll need for the class.

Check the Eventbrite to see who has signed up.

== Class Day ==

=== Setup ===

Show up early and set everything up. Try to be completely ready as much as an hour before class time if possible.

Include the donation jar in your setup. Put it somewhere visible but not obtrusive. Maybe put it somewhere slightly obtrusive if the class is free. Then feel free to be a little more aggressive in soliciting donations.

If you are teaching in the classroom and planning to use the whiteboard or the TV, you might want to make sure you have accessible whiteboard markers and that you can cast to the TV.

=== Guests ===
If your class is open to guests, be sure to be there to sign them in. (This would be a good time to check that we have blank sign-in sheets available.) Remember, they are '''your''' guests (unless you get someone else to sign them in) and you are responsible for them. Also, if this is their first time at i3Detroit, they need to fill out a waiver as well as the guest log. If they show up early enough, maybe give them a tour.

=== Give the Class ===

Please be ready to start on time. If several students are running late, consider waiting a few minutes but don't waste 5 people's time because of one person's tardiness.

==== Breaks ====

If your class is an hour long, don't worry about it. Two-hour or longer classes should have a short break every 1 to 1.5 hours. A two-hour class with a ten-minute break in the middle seems like a good fit for many classes. A long workshop might be 4 hours with a five-minute break at the one- and three-hour marks and a 20-minute one in the middle. Adjust as needed depending on the strenuousness of the class activities.

During the break (or the big one in the middle if there are several) you should give any guests a quick talk about i3 and its nonprofit mission, ask how they're doing, mention the donation jar, answer any questions, show them the Snapple machine and the bathrooms, etc. In other words, be an affable host.

=== After the Class ===

Remember that the space needs to be returned to normal after your class. It doesn't hurt to ask the students to help you clean up but remember that the ultimate responsibility to clean up the space rests with you.

If you've kindled the hearts of a guest or two, give them a tour of the space.

Talk to [[VPAC]] and give them a bit of a status report and generally how it went.

If you incurred costs, email treasurer@i3detroit.org to arrange reimbursement from the ticket sales.

Congratulate yourself and put the proper [[The Hon. Prof., Dr. Teacher, PhD. Ed.D. Esq. | merit badge]] on your wiki page.

GOTO 10

[[Category:HOWTO]][[Category:Classes]]