Publicizing an event at Beth El requires a coordinated effort. You need people to come up with ideas, people to volunteer to help with various tasks at various times, and people to actually run the event. But the most compelling event in the world won’t attract people (both current and prospective members) unless you let them know about it well in advance. The most important thing to keep in mind is: It’s never too early to start planning your event and spreading the word, even if you don’t have all the details finalized. Except in extraordinary circumstances, event must be scheduled at least three months in advance, preferably at Beth El’s quarterly calendaring meeting.
Everything you need to do is outlined in the Checklist for Event Planning. It has two parts:
Here’s everything that has to happen for getting the word out and making sure your event draws as many people as possible. Many of these things are done by office staff, but it’s good to see what’s involved and where you can help. People who have to do certain things are in bold type. Things that those people produce are in red type (“Communications Managers” are website managers Alice Waugh and Sheila Goldberg, and Communications Director Bridget Hodder).
Event Organizer calls the Temple Administrator to share the basic details of the desired event and get it on the agenda of the next calendaring meeting, which happens every three months. Events may NOT be scheduled less than three months in advance except in extraordinary circumstances. Once the event has been officially approved and scheduled, the Temple Administrator notifies the Event Organizer, and they can both proceed to Step 2.
QUESTION 2a: Do attendees have to register in advance?
YES: Office creates an Attendee Registration Form with the title of the event, date, time, images and other information and gives the link to the Event Organizer.
NO: Proceed to Question 2b.
QUESTION 2b: Does the event require a Zoom link?
YES: Temple Administrator creates a unique Zoom link and gives it to the Organizer.
NO: Proceed to Step 3.
IMPORTANT: Event Organizer fills out the Event Publicity Form on the member area of the Beth El website (this information goes to the Temple Administrator and Communications Managers). This form includes the Attendee Registration Form and Zoom link created in Step 2.
Communications Managers (or Event Organizer if they wish) create a graphic using Canva that includes the event title, date, time, images and other information. If Event Organizer created the graphic, they email it to Temple Administrator and Website Managers.
Event Organizer posts the event on local news sites listed on the Publicity Contacts list.