Member-Hosted Event Checklist
A Brief Guide to Organizing and Running
Successful Events
We Have this Idea...

PURPOSE

        Creating an event is a lot like creating a ritual. The first thing you have to know is your intention, the reason you have gathered in sacred space. Thus the first challenge we all face in hosting an event is to define it. The clearer your definition, the easier it will be to stay on track. It's best to define an event in the order of priority:
            - Personal reasons
            - Group reasons
            - Is it for spiritual study, fellowship or both?

TARGET ATTENDEES

        Once you've agreed on the purpose of your event, you need to consider who should come. What ages, backgrounds, levels of experience, etc. are appropriate for your event? You may need to check with prospective mentors before finalising, but here is a beginning:
            - Is it for members only or will it be open to the general public? (NOTE: Only Level I Workshop Retreats and Tribes Gatherings are
              open to the public)
            - Are we targeting local, regional, national, or international attendees?

EVENT ENVIRONMENT

        Now it's time to consider the aspects that will define it's "feel," the ambience you will be creating. This is an important aspect for any spiritual gathering, and moreso for Avalon, since you'll want your event environment to evoke the magic of Avalon in every way possible.
            - Will it be formal, informal, or a combination of both?
            - Will it be large or small? If large, do we have enough reliable "staff" (volunteers) to pull it off?
            - What city/state/province/country?
            - If outdoors, in what kind of terrain? (Flat/hilly, dry/wet, clear/wooded, etc.) How will this terrain affect accessibility (Will elders
              and handicapped have reasonable access, etc.)?
            - What are the energetics of our top three site venue options? (Generally, it's best to choose the site with the best access and
              energy.)
            - What amenities should the site have? (Showers, toilets, kitchen, sleeping areas, common or meeting rooms, presentation
              materials. If outdoors, pavilions or cabins that can act as inclement weather sites.)
            - Self-catered (BYO), catered, or prepared by volunteers

SITE VENUE COST

        Once you have defined the idea environment, it's time to see how close you can come to it based on the amount you are willing to spend (i.e. the amount you think people can and will pay). Generally this will vary by region and season. Remember that your final price will also include advertising, mentor stipends and other expenses, on top of which attendees must pay their own travel. In our experience, for an event focused on formal instruction it's best to keep the cost below $50 per person total, though this may not be possible in all places without setting a minimum enrollment. (Most venues give price breaks for larger groups.)

ADVERTISING

        No event can be successful if no one knows about it! At the same time, we seldom have large advertising budgets with which to work. For public events, this means getting listed on community bulletin boards, calendars (radio and newspaper), and other free listings. You will have to do a fair amount of follow-up to ensure your place, however; otherwise you may find your event has "slipped" off the radar and into oblivion. For member events it means more hours of work sending reminders to the Forums and talking your event up with interested local people.

All the Time in the World...

        The next big hurdle is to set up your organisational timeline. Without one, people will tend to let things slide only to discover there are no more site venues available, or it's too late to get the word out, etc. Here is a reasonable suggested timeline for most types of events:

The Dawn of the Big Day...


The Final Curtain

        If you've done your planning right, your event should proceed relatively smoothly and should be enjoyable for everyone -- including you! Below is a link to a list of gear for most ADO events. We trust you will find this helpful.

Bendithion!

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