Create guide for planning an event

source/community/blueprint-for-planning-an-event-workshop-or-meetup.html.md

@@ -0,0 +1,111 @@
+---
+title: Blueprint for planning an event, workshop or meetup
+weight: 5
+---
+
+# Blueprint for planning an event, workshop or meetup
+
+This blueprint uses the MoSCoW prioritisation system (must, should, could) to help prioritise planning activities.
+
+## Must
+
+The things we must do, and should be completed first.
+
+### Decide the format of the event and design the agenda
+
+Done when:
+
+- Agreed the objective of the event
+- Decided whether it is online, in–person or hybrid
+- Decided the running time of the event, and the frequency of breaks
+- Agreed the most appropriate format of the event to achieve the objective
+- Agreed participant numbers
+- Decisions have been documented and shared with the wider team
+
+### Secure somewhere to host the event
+
+Done when:
+
+- Decided whether the event can be hosted in a GDS office or an external venue is required
+- Investigated venue options and choose a venue which meets the event’s needs
+- Booked the venue or room(s)
+- Decisions have been documented and shared with the wider team
+
+### Agree a date for the event
+
+Done when:
+
+- Selected an appropriate date
+- Decisions have been documented and shared with the wider team
+
+### Estimate the budget for the event
+
+Done when:
+
+- Estimated all costed aspects of the event
+- Submitted budget for approval
+- Monitored the budget throughout the event planning
+- Decisions have been documented and shared with the wider team
+
+### Decide what volunteers are required for the event and recruit into roles
+
+Done when:
+
+- Decided how the event will be facilitated and identified roles
+- Recruited into roles identified
+- Prepared volunteers for their roles
+- Decisions have been documented and shared with the wider team
+
+### Create a ticketing policy
+
+Done when:
+
+- Agreed how the event will be ticketed
+- Ticketing platform has been set up
+- Decisions have been documented and shared with the wider team
+
+### Create a communications plan for the event
+
+Done when:
+
+- Agreed which communications should be released and when, and by whom
+- Achieved sign off from GDS Comms
+- Decisions have been documented and shared with the wider team
+
+### Create a process for handling support queries
+
+Done when:
+
+- Agreed a process for handling support queries about the event and identified roles
+- Decisions have been documented and shared with the wider team
+
+### Procure any suppliers required
+
+Done when:
+
+- Investigate what can be sourced by GDS and what needs to be sourced externally
+- Retrieved quotes and chosen a supplier
+- Prepared the supplier for the event
+- Paid invoices
+
+### Recruit and prepare speakers
+
+Done when:
+
+- Recruited appropriate speakers as per objective of the event
+- Retrieved quotes from speakers
+- Prepared speakers for the event
+- Paid invoices (if required)
+
+## Should
+
+The things we should do, but only when the ‘musts’ have been completed.
+
+- Create merchandise
+
+## Could
+
+The things we could do, but should be less of a priority than the ‘shoulds’.
+
+- Plan an after-event social
+- Change branding

source/community/index.html.md.erb

@@ -6,5 +6,6 @@ weight: 10
 # Community
 
 - [A guide to the Design System monthly chat](./a-guide-to-the-design-system-monthly-chat/)
+- [Blueprint for planning an event, workshop or meetup](./blueprint-for-planning-an-event-workshop-or-meetup/)
 - [Code of conduct for workshops](./code-of-conduct-for-workshops/)
 - [Community objectives](./community-objectives/)