Template of Actions for Creation of Conversation Café at Events
You want to have a CC at your next great ______ (fill in the blank) event. Now what? Here are some guidelines devised CC co-founder Susan Partnow to help you make your Converation Cafe a success.
. Initial marketing - getting the word out that we exist and can provide a valuable service - and intention. Solicit invitations to participate in events. Generate a high profile for the success of Conversation Café and the fact that it can be part of any event.
. Be invited to participate in an event and get a clear contract with the highest level of event producers and/or sponsors. Their participation and support is critical.
. Have two or three people create a clear intention for the event. It should be broad yet measurable. These people need to be clearly aligned on the intention and goals of the project.
. If this is a new type of venture, have these people present their plan and intention to the Board of Advisors for the Board's alignment.
. Create a time and place for the pre-event volunteer / host training. Create a hosting and volunteering schedule so people can sign up for specific time slots. Hopefully, this can be done electronically on the CC website.
. Create and schedule unique events to bring participants to the Café area early in the event. This could include the early appearance of a "famous person" or having the spokesperson / host trainer speak early in front of as many people as possible.
. Have everyone involved solicit volunteers from their network (mainly email).
. Respond quickly and politely to all requests and offers. Be inclusive, saying yes to people's offers of support whenever possible, even if they do not fit into our vision of what is supposed to happen. However, do not allow other people's agendas to interfere with the Conversation Café's objectives.
. Fill all the volunteer slots with grace and ease and then make room for more people to volunteer.
. Find a local contact person.
. Work on coordination with local person.
. Book travel and lodging.
. Prepare supplies and other material in coordination with Host Training presenter.
. Have needed materials that are unique to event created.
. Ship everything to local contact person. When feasible, to save shipping, send master copies of printed material to the local contact and have them get the copying done.
. Continue responding to local volunteers needs (i.e. changes in schedules, dropping out, etc.).
. Travel to event with plenty of time to set up.
. Have all materials delivered to site, most likely by local contact person or volunteer.
. With the help of local volunteers, set up the site.
. Connect with primary event producers on site (key people).
. Connect with any other staff or volunteers who will be key to the daily operation of the event, including building staff.
. Set up. Make changes and adjustments as needed.
. Create packets to be used by hosts at their tables. Includes, talking object, pencils, 3x5 cards, Agreements & Procedures cards, Evaluation Forms.
. Gather all materials needed for evening training and prepare room for training.
. Have the host / volunteer training, presenting the event vision clearly so that all the volunteers can be fully aligned with it.
During the Event:
. Arrive early to handle problems.
. Open on time and begin registering participants to conversation tables.
. Set up and staff an "invitation post" where the volunteer talks with people passing by, inviting them to participate as they walk by. This should be someone who can be enthusiastic without taking it personally when someone says no. Also, this person needs to know how to move people with agendas other than that of CC from in front of the area where they clog the energy of others coming to participate.
. Start conversation tables on the regular schedule as planned, but be open to shifting things as needed. Perhaps adding a table if needed when possible.
. Observe the volunteers and see that their needs are being met. Take care of everyone involved with the area - especially the hosts.
. Have at least two host debriefing conversations (for hosts and volunteers only) during the day in order to gather information and provide a sense of completion for hosts.
. Keep the energy of the space vibrant and moving. Intention, intention, intention.
. Have fun.
. Acknowledge and thank all volunteers whenever possible.
. Work with volunteers to break down the area when event is complete.
. Pack boxes and set them up to be shipped back.
. Get some sleep and fly home.