We do the best work when we work collectively. So, these are some suggested roles to fill when planning an event. Roles may be filled by multiple folks or one person could hold multiple roles depending on the size and needs of the specific project. The list is subdivided into the “essentials” and additional roles to consider. The first three are pretty universal and should be on your radar when planning any community education event. The additional roles are more tailored to the needs of your specific event. Is the event going to be remote? You probably don’t need a COVID lead, but you definitely need a tech lead. Beneath the roles are some questions to help you think through whether your event should be in-person or virtual. Read through the full list and decide what your event needs; then put out an ask for support on slack (either #3_asks-and-offers of #skillshare-and-community-education). Happy planning :)

The “Essentials”

• Point person(s): Facilitates overall coordination. Does not have any more power or responsibility over the event, but helps move things forward and coordinate amongst members. Example tasks: scheduling planning calls, sending reminders and announcements, checking in with program leads.
• Education Lead: Oversees preparation and presentation of education materials. If bringing in an external presenter, this would be the SWMA liaison. Example tasks: Creating slideshow presentation, worksheets, and hand-outs; working with Language Lead to translate materials; sharing reading materials; content presentation or support for external presenter(s).
• Outreach Lead: Strategize workshop advertising and how to reach the intended audience. Would work with Language Lead to determine interpretation capacities. Example tasks: social media posts and graphics, planhero event management, community flyering.

Additional roles to consider

• Tech Lead: Manages event tech logistics including day-of tech support. Would work with Language Lead and Outreach Lead to think through accessibility needs. Example tasks: moderating virtual meeting, assisting folks with joining the meeting, creating clear Jitsi "how to" graphics as needed, troubleshooting sound or screensharing issues, coordinating audiovisual elements like projector and speaker for in-person events (if needed).
• Language Lead: Manages translation and interpretation efforts (when applicable). Ideally this role would be filled by someone bilingual. Would work closely with education lead and outreach lead to make sure all relevant materials are translated. Example tasks: slack requests for translation/interpretation support, main contact with external translators/interpreters, connecting translators/interpreters to education lead, day-of interpretation or providing interpretation support.
• COVID/Health Lead: Oversees COVID safety procedures and resource coordination. Would work with the Location Lead to determine event space capacity. Example tasks: determining safe attendee capacity, creating event layout, acquiring masks and COVID tests, coordinating additional air filtration capacity as needed, verifying negative COVID test results. This role is not necessarily financially responsible for acquiring PPE (though donations are welcome) but for managing logistics whether that's getting free supplies or requesting SWMA funds to purchase items in time for the event.
• Community Safety: Leads digital security and community safety planning. Work with Tech Lead, Outreach Lead, and Location Lead. Example tasks: thinking through what info is collected from attendees and how its stored (or if it shouldn't be), researching secure applications/software, supporting other leads to use novel platforms, thinking through potential risks to attendees and creating safety plans.
• Location Lead: Identifies and coordinates with an event location. Would coordinate with COVID and Community Safety Leads. Example tasks: confirming date and time, facilitating payment (when applicable), communicating accessibility needs/limitations, and supporting set up/break down.

Questions to Help Guide Decision as to Whether an Event is In-Person or Virtual

1. What are the downsides and risks of holding this event in person?
   1. What are current contagious illness transmission rates?
      1. Covid info here
   2. How big of a space would be required to hold this event in-person, and would that be difficult to secure?
2. What are the downsides and risks of holding this event virtually?
   1. Is the subject matter sensitive and best communicated in-person?
   2. Does the skillshare require or encourage sustained analogue relationship building?
   3. Does the skillshare include physical activities that need to be practiced with others?
   4. Is holding this event virtually going to be an access barrier to the folks most in need of this community education?
   5. Will the subject matter be hard to follow virtually (complicated, dense, kind of dry)?
      1. Are there online tools that could make it easier to follow (using virtual polls and other platform tools)?
3. If considering a hybrid option, would that actually make the workshop more accessible?
4. Do you have the capacity to engage with and moderate both groups of attendees, or is one group likely to receive less attention? Could you offer the alternative format on another day?
5. Do the activities and content work well in both formats or could they be modified?

See Also

‣, a general reference for anyone organizing a SWMA-related event, particularly regarding logistics and promoting events to people not on SWMA’s Slack