Community
Planning member events with a clear purpose
Use a short event brief to set a member benefit, choose a suitable format and invite people with clear, accessible information.
Plan a member event by deciding what attendees should gain, then choose the format, host and invitation to serve that aim. Write the benefit in a sentence before putting the event on the calendar.
Write the event brief
Start with a member question or request. “Members want help preparing for client presentations” gives you something to design around. “We need an event next Thursday” does not. Identify who the session is for, what they should be able to do afterwards and why meeting together helps.
Decision / Question to answer
- Purpose
- What member need does this address?
- Audience
- Who would find it useful?
- Format
- Would a demonstration, discussion or informal gathering serve the purpose?
- Host
- Who can guide the activity?
- Feedback
- What would tell us whether it helped?
A small peer discussion may serve a narrow question better than a presentation. If the aim is to help new members recognise one another, a short welcome gathering may be enough. Do not promise a business result that the session cannot deliver.
Design for the people invited
Choose a time and room members can use. Check the route into the room, seating, sound and presentation materials.
Give people a private way to raise access or dietary requirements. Say whether they need to bring anything, whether guests may attend and whether the session will be recorded. Confirm arrangements before making promises in the invitation.
Explain who the event is for, what will happen, how long it takes and how to RSVP. Describe how participation will work, including whether speaking or introductions are optional.
Accessibility and inclusion considerations
- Access requirements
- Provide private way to disclose access needs
- Dietary needs
- Ask attendees to share dietary requirements in advance
- Recording policy
- Clarify if session will be recorded and how recordings are shared
- RSVP process
- Include clear instructions on how to register
Give the host a running plan
Set an opening that explains the purpose, one main activity and a close that tells members what happens next. For a discussion, provide prompts and invite contributions without putting people on the spot. For a practical session, leave time to try the task and ask questions. Name someone to handle room access, late arrivals and a change of plan.
Afterwards, ask whether the intended benefit occurred. Attendance alone cannot answer that question. Record whether to repeat, change or stop the format, and keep the reason with the brief.
