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• Decide what information you would like to share with your stakeholders/community based on:
  • Type of event (is it a roadshow, or a forum discussion etc?)
  • Your audience (business, government, technical community, academics, students etc?)
  • Based on the above, choose the slide decks provided as appropriate.
• Estimate the targeted number of people who would attend your event
• Try to secure a venue at least 4-6 weeks before your event
  • Venue locations include partnering schools, or office spaces with large meeting rooms; alternatively, Hotels provide function rooms complete with facilities and equipment that can be rented as well.
  • Work with your partner/vendor to ensure availability of microphones and projectors for your presentation
• Begin sending invitations at least 3 weeks before your event
  
  • Always ask for RSVP, so that you can adjust the set up of the room to cater to the number of guests attending if necessary
• Send out a reminder to your guests (including any guest speakers) 1 week and 1 day before the actual event
• Always prepare a Programme (i.e the order of proceedings)
  
  • This helps not only the audience to know what to expect, but for you to manage your time and show flow as well!
• Always check the setup, test the AV and projector system 3 hours before your event commences
  
  • This gives you lead time to rectify any issues
• Prepare a registration booth to obtain the contact information of your attendees
  
  • This helps you to follow-up with them after the event, and expands your network list of contacts
• Feel free to share your translated slides (in PDF) with your guests!
• Ask for feedback! A survey template Survey templates can be downloaded here and here.

Please share with us the feedback you received from your event. Write to us at apachub@icann.org.

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