Here’s the event organising by four core processes in the form of a checklist.
1. Enrolment: Aligning Energies Around Potential
- Hub and facilitation teams identified and aligned around the vision.
- Roles and responsibilities clearly defined.
- Invitations extended to diverse stakeholders (community, sector experts, facilitators, etc.).
- Alignment of capacities (art, tech, community, etc.) with the event’s vision.
- Clear process for role fit to ensure alignment with event goals.
- Signing up further participants and stakeholders
2. Ground-Potentializing: Managing Scope & Readiness
- Clear focus and vision for the ALJ is defined (what’s the system of focus?).
- Scope of the event contained—preventing overreach while still allowing for flexibility.
- Stakeholder expectations managed around the ALJ’s vision of potential.
- On-the-ground realities mapped (e.g., logistical, cultural, financial).
- Alignment between the approach (process, methods) and the desired outcomes.
- External parties (government, funders, experts) engaged where needed.
- Communication channels set up for ongoing updates and feedback loops.
- Contingency plans for unforeseen constraints or changes.
3. Action: Designing for Self-Organizing Emergence
- Facilitation design that supports self-organization—ensuring autonomy while maintaining focus.
- Context-specific practices are identified to reflect the place’s unique dynamics.
- Event designed with a living systems approach—encouraging natural flows and interconnectedness.
- Clear facilitation strategies for embodying a potential system state (role play, prototyping, etc.).
- Tools and methods prepared to track emergent actions (e.g., feedback mechanisms, observation).
- Opportunities for hands-on learning and experimentation included.
4. Evaluation: Making Flows of Energy Visible & Valued
- Evaluation metrics defined (not just outcome-based but energy flows, relationships, etc.).
- Tools for making invisible shifts visible (e.g., stories, feedback, surveys).
- Documentation strategies in place to capture the energy, relationships, and outputs.
- Reflection periods built into the event to assess progress and adjust actions.
- Methods for sharing results with external stakeholders or wider community.
- Follow-up plans to ensure the insights or innovations continue post-event.
While the above checklist focuses on the facilitation processes of an ALJ, almost all conventional elements around organising an event should also be considered:
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Logistics
- Venue logistics (location, capacity, accessibility).
- Technical setup (AV, internet, equipment, materials).
- Budget and financial planning (funding, expenses, donations, grants).
- Transportation and accommodation (for remote participants or speakers).
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Marketing & Communication
- Marketing materials (event pages, brochures, flyers).
- Communication strategy (pre-event updates, social media, email).
- Branding and messaging (clear communication of the event’s vision and objectives).
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Participant Engagement
- Onboarding materials for participants (event guidelines, schedules).
- Clear call-to-action for participants—what is expected of them?
- Support for diverse needs (language, accessibility, emotional support).
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Risk Management
- Health and safety protocols in place.
- Insurance coverage (for public liability, cancellation, etc.).
- Emergency procedures (for accidents, crises, or unexpected situations).
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Post-Event Follow-Up
- Survey for participant feedback (gather insights on experience and improvement).
- Evaluation report (summarize outcomes, learnings, and next steps).
- Continued community engagement (to sustain momentum and outcomes).
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