5. In-person events best practices

Hosting an in-person event – Guide for Pioneers and Mentors

This module collects some of the best-practice tips and suggestions we’ve received from Stitch Community Champions over the years. We have previously published some of this information in blog articles like this, or in articles in the Stitch Help Center like this and this, but we wanted to bring it all together in one place for easy access for Mentors and Pioneers.

Feel free to share and this info with the Pioneers in your group.

The topics in this module include:  

  • Best types of events when a community is just starting
  • Times and locations
  • Communication before, during, and, after the event
  • Repeat, repeat, repeat

Best types of events when a community is just starting

As Pioneers get started, it’s a good idea to keep things relatively simple. Most new members often have some form of social anxiety or inertia before they build up the courage to attend their first event. 

A large percentage of new members sign up, create a profile, get verified and even pay for a Full Membership, but then do nothing. Coming to an event where you know nobody is hard!

In this context, it’s a good idea to leave Skydiving invites for a bit later on. Simplicity is key. Pioneers should consider hosting their activities in a central location that is easily accessible. If they have parking suggestions or other information that would help a newcomer, make sure they include it. We want to make it as easy as possible.

In light of this, some common events that Pioneers should consider hosting include:

  • coffee get-togethers
  • a social walk and talk (not too rigorous!) 
  • lunch, dinner or drinks catch-ups
Events and groups and clubs for people over 50

Time and Locations

Since our goal is to make things as simple as possible, it’s really important to ensure Pioneers include the correct details. You’d be surprised how often a small error can derail an otherwise great activity. 

If the venue is a chain restaurant and there are multiple locations within the local area, for example, they want to make it very clear which location they mean. Or if the venue is located inside a larger building — such as a restaurant within a club, or a shopping center — precise instructions are very important.

Even the slightest confusion can be a huge barrier to someone on the cusp of attending for the first time.

Before posting an event, a great question they should ask themselves is, “What information would I like to have if I was going to a place I had never been before in a different part of town that I am not familiar with?

With that in mind, when they create the event, this section is where they should enter as much detail as possible:

Describing a senior friendship group activity

Important information to include (if possible):

  • The exact date and time of the event
  • The duration of the event
  • Website links to the event or venue
  • The seating and food arrangements
  • Parking suggestions
If there is room for doubt, include directions or note any nearby landmarks. Also, consider using an image of the venue as the event background to provide additional familiarity.
 
It’s also good practice to make use of the automatic ‘welcome’ message. It’s a great way to make attendees feel welcome and it gives them an easy way to contact the host if they have questions:
Sending messages on a seniors chatroom

Communication before, during and, after the event

Before the event

Awesome! Your Pioneers have started posting activities and they’re getting some attendees. 

One thing to remember though, particularly with new members, is that while they may have had the courage to click on attend at the time, as the event draws closer, they’ll likely start to get cold feet. We’ve all been there!

A great way to keep those who RSVP informed and engaged is to send event reminders and regular updates. This can be done in the shape of a simple personal message to each attendee, or by posting an announcement to all attendees for the activity. 

Posting a comment in a senior chat group

When an announcement is made, all attendees are notified, regardless of whether they are following the conversation or not. It’s a great way to reach everyone with a single message. 

Announcements don’t, however, help address the social anxiety that some members feel about attending an event for the first time, so we recommend Pioneers consider reaching out to attendees personally with a direct message prior to the event as well.

During the event

Ok, so the big day has arrived! Your Pioneer is excitedly waiting at the venue, but they don’t know what their guests look like, and vice versa. How do they find each other?

Many hosts choose to wear something eye-catching such as a hat in Stitch red. For others, something as simple as a red t-shirt will often suffice. If they’re at a restaurant or cafe, it can often be a good idea to let the staff know that you are with “Stitch”. That way, anyone looking for the Stitch event can be pointed in the right direction. 

Most importantly, once everyone is gathered, the host needs to make sure everyone is introduced to each other. It’s vital to make sure everyone feels welcome and included, so this is a really important step. 

Last but not least, they should have fun! That’s what it’s all about after all!

After the event

Hopefully, your Pioneer is buzzing from hosting a successful event where everyone has had a great time and has made some new friends. 

After an event, it’s nice to touch base with all the attendees. Pioneers can choose to send a personal message to each individual attendee. Or, again, they can make an announcement. Making an announcement is a great way to open up a conversation about the event and get some feedback. It’s also a fantastic opportunity to share photos from the event. 

They’ll, hopefully, get plenty of requests to schedule another one!

Repeat, repeat, repeat

We covered this already in Module 4, but regularity and persistence are hugely important. It might not happen overnight, but as long as they stick with it and don’t give up, it will happen.

Once a Pioneer has held an event, they need to repost their activity immediately for the following week or month. This provides the opportunity for those that attended the first event to attend again while the memory of the first event is still fresh in their minds. It also signals to other members in the area, who have been quietly watching, that something really interesting is happening.

As a mentor, your role is to provide lots of support and encouragement. Creating a community takes time, and a fair amount of patience. So make sure you stay positive, be encouraging, and let the Pioneers in your group know how amazing they are!

Congratulations, you’ve made it to the end of Module 5! Please move on to Module 6 when you’re ready.