Thanks for signing up to host an Inclusv networking event! The idea for these events came from conversations with members across the country who expressed a desire to be connected to fellow professionals that are people of color in their area. To kick things off, we’re organizing four happy hours in the following cities — Phoenix, Los Angeles, Cleveland, and Atlanta — the week of October 9. The goal is to connect Inclusv members with one another and build a more #InclusvFuture.

For each event, our goal is to have at least 25 individuals who are either members or prospective Inclusv members attend. These events aren’t meant to be super structured. Instead, they are an opportunity for people of color who work in politics, government, and advocacy in your community to meet each other, make connections, and learn about potential employment opportunities in your area. We would also like to use this opportunity to introduce Inclusv to anyone who is not familiar with our work.

As the event host, you will find an appropriate location in your community for the event, work with Inclusv to invite people to attend your happy hour, and create an environment that encourages attendees to network and build relationships while having fun!

Key Resources

We will be supporting you through each step of this process, from helping you find a location, to recruiting people to attend the event, and finally, debriefing things afterwards. Here are some of the key resources we have put together that you should begin using to ensure your event is a success:

 

RSVP links:

Getting Started

I. SELECT A TIME AND DATE

  • Set up a time for your event. Preferred times are 5pm or 6pm.
    • Schedule it to coincide with the restaurant and/or bar’s weekly happy hour.
    • Try avoid scheduling the event the same day as big functions, galas and conventions.
  • To keep the events consistent, we highly recommend that you host your happy hour on Thursday, October 12.

 

II. VENUE

    • Find a location that is easy to commute to and has ample parking
    • Speak with the owner prior to the event to see how they can accommodate you and your party
    • Cost
      • Find a location that does not require a fee
      • If you are expecting a smaller crowd, chances are you will not need to put down a deposit. However, we highly recommend that you speak to the owner in advance to see if they can reserve tables for you and your party.
      • If you’re expecting a large crowd (50+) and are required to reserve a room, please email Moonyoung@Inclusv.com right away to let us know if a deposit is required. Inclusv may be able to put down the initial deposit.
  • All venues should be confirmed by no later than Monday, September 25.

 

III. SOCIAL MEDIA

Inclusv will send emails to our members to promote the event. We will also create Facebook events and share the events on our social media pages.

What we need from you:

  • Email Moonyoung@Inclusv.com the location, date, and time.
    • From there, we will email you the social media graphics and create a Facebook event page for you. We will make you an administrator for your Facebook event.

Check out our Recruitment Guide for sample social media language.

 

IV. VOLUNTEERS

We recommend recruiting 3 to 4 volunteers to help with your event. You can start by checking the sign-up page to see if there are any guests who marked the option “volunteer.”  From there, you should contact the potential volunteers to either give them an assignment, or let them know that their help is not needed. For large events, we recommend assigning shifts to allow volunteers to mingle and enjoy the event.

Volunteers can assist with the following tasks:

  • Prior to the event:
    • Promote the event on social media
    • Invite local organizations
    • Print materials
  • During the event:
    • Sign-in guests
    • Test sound equipment (if needed)
    • Put up and take down signs
    • Take photographs
      • Everyone should be encouraged to take photos and share them using the #InclusvFuture hashtag, but one volunteer should be assigned to take photos that will be sent to Inclusv.
  • After the event:
    • Collect sign in sheets and half sheets at the end of the event
    • Enter data
    • Clean up (i.e. throwing away trash, moving furniture back to their original location)

 

V. INVITING GUESTS

We will invite Inclusv members in your area to attend the happy hour. But we highly recommend that you check out our Recruitment Guide for more ideas to turn out and engage more individuals in your community.

 

VI. DURING THE EVENT

Please check out our sample agendas for ideas on how your event should flow.

 

VII. AFTER THE EVENT

After your event has concluded, consult the event checklist to ensure that all tasks have been completed, including sending an event summary to Inclusv, and ensuring that there is a plan to get all data entered.

Have questions? Email MoonyoungKo@Inclusv.com for help.