Irina Prokofieva, Operations Manager of the EU and Eastern Partnership Culture and Creativity Program, spoke about the key points that the organizer of the event should pay attention to.
When I was preparing my first event, I was told about the funny duck face rule ( The Duck Face Rule ). This means that outwardly you should be calm and peaceful. In fact, you are actively paddling underwater to keep yourself afloat, but no one should know about it. Until now, I consider this the most valuable rule.
Organizing an event is not an easy task, but I can highlight 10 key points that you should pay attention to in order for everything to be successful.
1. Define goals and format.
It seems obvious, but this question should be approached critically. Formulate the goal as specifically as possible: do you want to convey knowledge to the participants, thank partners, raise money for a project, or bring aesthetic pleasure to guests? The format of the event will depend on the answer: concept, time and duration, roles in the team, hall decoration, food and sound.
Try not to get hung up on traditional formats. Pay attention to the “(non)conference”, the “pecha-heap” format, TED -format, themed breakfasts, online events, outdoor events. The main thing is that the format contributes to the achievement of the goal of the event.
2. Pay attention to planning.
In the plan, think over the logistics, content and promotion of the event. Create a document that is accessible to the whole team, where everyone can see each other's tasks and the big picture. First, prepare a list of the main tasks, and then detail as much as possible in the form of specific steps that need to be done. It is important to specify in the plan the time required to complete the task. It is often underestimated and the preparation is slower than you would expect.
For planning, you can usetemplates Google , programs, for example,asana, Trello, Podio, GanttPro, teamweek. A regular document won't let you down either. Excel.
3. Budget for contingencies.
Look at the list of your tasks and reflect them in the budget. It is also worth thinking about a reserve in case of unforeseen situations. For example, in my practice there was a case when on the day of an outdoor event it suddenly began to rain. I had to urgently change the location and transport all the equipment and furniture. It is better to think over such situations in advance and prepare for them financially.
Alternatively, you can usesuch a patternbudget, but you can adapt it or come up with your own.
4. The devil is in the details.
If you want to pleasantly surprise your guests, think over everything to the smallest detail: how the registration goes, who greets the participants and in what form, what kind of music plays, whether you have an interesting photo corner, how your presentations are designed and the team is dressed, what breaks are filled with.
For example, during registration, you can provide participants with the opportunity to attend a short workshop, play games or watch informative videos.
Try to surprise people and create wow -effect, exceed their expectations in the most mundane things. This is what creates the atmosphere of the event.
5. Check the location and think of a plan "B".
Always check the location personally at the stage of its selection. At the most unexpected moment, it may turn out that the air conditioner does not work well in the hall, there is no toilet for people with special needs, or the width of the doorway does not allow bringing equipment inside. Therefore, test such moments in advance.
I once held a conference for 50 participants, and an hour after the start, the owner of the room asked us to leave without giving any reason. As a result, we spent an hour training with participants in a nearby park until we found a new facility. It seems that this situation will not happen to you, but it is better to always have a plan "B".
6. Distribute areas of responsibility.
It is very important to distribute tasks between team members not only at the preparation stage, but also during the event. Divide the responsibility of people into zones. For example, someone is responsible for the registration area, someone for meeting speakers, someone for equipment, someone for catering, someone for interaction with the media, etc. Everyone should have their own zone, which must be controlled throughout the event.
Distribute a document with the distribution of responsibilities to the whole team so that everyone knows who to contact with what question.
7. Tell your audience about the event.
Don't underestimate the time it takes to successfully promote an event. event type, the target audience, internal resources and budget will determine your marketing approach. When choosing information partners, focus on those who communicate specifically with your audience. It is better to have few partners, but targeted ones, than to tell absolutely everyone about the event.
It is also important to create one key message that will be broadcast across all channels. Make sure it concisely and accurately conveys the idea of the event to your audience.
8. Pay attention to the service.
Make sure your team follows the Duck Face rule. Be friendly to all participants, speakers and partners. Try to solve their problem or question and meet their expectations, even if you feel tired and everything is not going according to plan. Ultimately, people will remember exactly how they were treated and what kind of atmosphere they created, and not what the speaker said from the stage.
9. Make a final check the day before the event.
Make sure you tell participants how to get to the location, invite all important guests, prepare printed materials, audio and video content. Check whether everyone correctly understands their tasks and areas of responsibility, whether the premises are ready. To do this, make a checklist, for example,such.
Similar checklists can also be drawn up to check readiness on the day of the event: is everything in place, is everything working, is everything going according to schedule.
Be sure to print out the program of the event, let it be with all team members and volunteers. Also give everyone the main contact numbers to contact each other or in case of emergency.
10. Ask for feedback.
Most likely, after the event you will be tired and satisfied, but it will be difficult for you to objectively assess how everything went. Therefore, ask attendees to complete the printed scorecards at the end of the event or the online form when they return home. Let them evaluate different aspects: logistics, speakers, venue and the work of the organizers. This information will help you avoid mistakes in the future and improve the quality of your events. If possible, collect feedback through social networks or record video testimonials at the end of the event. This will come in handy if your event is organized again.
Whatever event you organize, be optimistic and don't be afraid of surprises, and then your event will be successful!
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Irina Prokofieva, Operational Manager of the EU and Eastern Partnership Culture and Creativity Program, certified project manager ( IPMA level C ), co-author of the project Start2 Go . Worked at the global and national levels of an international organization AIESEC . I have experience in holding events of various formats: from one-day trainings to international conferences and festivals.
A mass leisure event is an effective means, an important tool of social communication between all subjects of social life: business, authorities, the media, organized and unorganized public.
Mass leisure activities have always occupied one of the important places in the system of education and organization of leisure, characteristic of each historical era.
Today we are witnessing a qualitatively new stage in the development of culture and leisure. Cultural and educational work has been replaced by cultural and leisure activities, the very idea of which characterizes the processes developing in the sphere of free time: democratic ways and means of organizing mass actions, alternatives in making managerial decisions, pluralism in discussing emerging problems, lively and direct participation of the population in the implementation of cultural projects and programs. Thus, the nature and functions of mass holidays have changed significantly Tulchinsky G.L. PR firms: technology and efficiency. - St. Petersburg: "Vershina", 2006.
In a democratic society, relatively developed market relations, the technology of preparing and holding mass holidays is changing significantly. Mass leisure activities are increasingly becoming a form of self-organization and self-expression of various social forces and social actors.
In the modern mass information society, with its way of life in the form of mass culture, formed and broadcast primarily by means of mass communications, the situation is radically changing. In this regard, in the world theory and practice of public relations, the idea of a special event as a news occasion was developed. In the most active way, mass leisure activities are used in modern political culture, in PR, electoral technologies, etc.
For the organizer, a modern mass holiday is a complex complex in which artistic, psychological, aesthetic, pedagogical, political, professional organizational competencies and technologies are closely intertwined.
A mass event is a meeting of people planned in advance and determined by place, time, number of participants and reasons, which has the character of a holiday, cultural or advertising event, or a business meeting Chumikov A.N., Bocharov M, P. Public Relations: Theory and Practice . Proc. allowance / A.N. Chumikov, M.P. Bocharov M.: Delo, 2004. - 496 p.
Depending on the goals and nature, the following types of mass events can be distinguished:
- 1. Cultural - sports and entertainment: concerts, festive performances, sports competitions, mass celebrations;
- 2. Advertising, commercial and charitable: fairs, presentations, sales, charity events to raise funds for various purposes;
- 3. Business events: seminars, business receptions, meetings, meetings of shareholders, etc.;
- 4. Special events: these include a variety of ceremonies, anniversaries, weddings and other celebrations.
Types of mass events:
socio-political (congresses, symposiums, conferences);
cultural events (festivals, festivities);
sports (spartakiads, sports matches, olympiads).
By importance:
international;
regional;
By way of occurrence:
organized;
spontaneous.
Venue:
in buildings, structures;
in open area.
By frequency:
everyday;
periodic Chumikov A.N. Actual public relations: sphere, genesis, technologies, applications, structures / A.N. Chumikov, M.P. Bocharov. - M.: Yurayt-Izdat. 2009. - 721 p.
Possibility of participation:
public;
limited by the number of participants or social status.
Also, mass leisure events are divided into: exhibitions, fairs, concerts, club days, competitive events - competitions, contests, festivals, olympiads, etc.
The following types of events can be distinguished:
- 1. Religious holidays. Orthodox holidays date back to the days of the Old Testament. These include the holidays that got their start in the New Testament time. Each of them is dedicated to the memory of the most important events in the life of Jesus Christ and Mother of God or the memory of saints. The most famous religious holidays in our country include Easter and Christmas.
- 2. Pagan holidays.
Despite the fact that Christianity has been the state religion in our country for more than a thousand years, pagan holidays are still very popular. Any Tradition is expressed in the most finished form in the calendar; it contains the most important thing that every nation knows about time and eternity. The most popular pagan holiday in Russia is Maslenitsa.
3. Private holidays.
These holidays are held within the framework of any family. This includes holidays such as weddings, wedding anniversaries, birthdays, anniversaries.
4. Corporate holidays.
Among the various types of holidays, the corporate one is the youngest. The first corporate holidays appeared in the early 1990s. These holidays are arranged within the framework of any organization for its employees. Corporate holidays are important integral part corporate culture and have a significant impact on employee motivation. You should not choose the birthday of the founding father of the company as an occasion for a corporate celebration (unless it is a "one person" company) or, significant date church calendar. The less personal the occasion for celebration, the better. An example of corporate holidays can be the celebration of the day of the company, the corporate New Year.
5. Children's holidays.
Mass practice is characterized by a wide variety of forms of holding children's holidays, the number of which is constantly growing. Of these, the most common are: festivals, theatrical performances, thematic days and weeks, festive ceremonies and rituals, performances, presentations, balls, carnivals, processions, reviews, competitions, olympiads, anniversaries, KVN, matinees, lines, evenings, concerts, etc. All of them, as a rule, constitute an integral part of cultural and leisure activities in working with children. Social holidays are usually aimed at attracting the attention of the public, the government, the media to a topical issue. An example of social holidays can be such as "Family Day", "Children's Day", etc. Public relations. Public relations in business. / Ed. E.A. Utkin. - M.: Tandem, 2001. - 180 p.
A more acceptable principle for classifying mass holidays is a classification according to the type of a festive situation, since it consists of several characteristics and is determined by a complex of the main features of a mass holiday.
The most significant of them - the social significance and scale of the festive event - become the main ones in the classification of holidays. However, the scale of the festive event does not in itself create social significance, just as it does not create a festive situation.
It is necessary to consider the social significance, or scale, in combination with at least one more essential side of the festive situation - the need for broad social communication, which determines the boundaries of the celebrating community.
The scale of the celebrated event and the celebrating community in the complex give us the most universal principle for classifying the holiday.
Using this principle, we can define three main groups of holidays in our country.
The first group is the general holidays corresponding to the most large-scale, big events. These are, first of all, the great holidays of our country, which have worldwide - historical meaning, epochal events of history and our days, turning points in nature. The social community celebrating such an event is essentially limitless - it is the entire Russian people, all of humanity. A general holiday consists of a number of specific festive actions of individual social groups: workers, intelligentsia, youth, ethnographic and territorial communities, various groups, driven by a single impulse.
The second group is local holidays, caused by an event that is important for a certain celebrating community.
This is the most mobile, diverse layer of holidays. This includes holidays by profession, and holidays of certain age groups, and holidays of certain Russian cities and villages, labor collectives, educational institutions, and many others - in each specific case, the scale of the event determines the scale of the celebrated community.
The third group of holidays includes: personal, caused by an event that is important for an individual, family, group of people. A personal holiday very often takes the form of a ritual that requires mandatory personification.
Within each species, a huge number of gradations are possible, in particular in terms of content and type of community. In addition, the boundaries of the holidays are extremely mobile, so any celebrating community becomes a bright, festive spectacle for the rest of the mass of people, evokes similar emotions in them and introduces them to the holiday. The evolution of our psyche is largely due to the holidays that accompanied the history of human civilization. We owe the special emotional influence of the holidays on a person to the rituals and attributes of the holidays, and, most of all, to fire. The cosmic essence of fire is connected with its inseparability from lightning, stars, light - the Sun. It is no accident that the appearance of such an indispensable attribute of especially significant holidays as modern fireworks. The celebration of such holidays that have come down to us from the depths of time, such as Kolyada, Christmas time, Shrovetide, is associated with rituals. Although, of course, today there are much more holiday options than our ancestors had.
As readers probably know, last summer a law was passed that sharply tightened the responsibility for violations related to the holding of mass events. I also wrote about the circumstances of the adoption of this law.
However, the law was passed and signed. Among the various novels he introduced were:"Organization of mass simultaneous stay and (or) movement of citizens in public places, which is not a public event, public calls for mass simultaneous stay and (or) movement of citizens in public places, or participation in mass simultaneous stay and (or) movement of citizens in public places, if the mass simultaneous stay and (or) movement of citizens in public places caused a violation of public order or sanitary norms and rules, a violation of the functioning and safety of life support or communication facilities, or damage to green spaces or interfered with the movement of pedestrians or Vehicle or citizens' access to residential premises or objects of transport or social infrastructure...".
This article is quite revolutionary and, as follows from the circumstances of its adoption, is directed against actions like the "writers' walk around Moscow" that took place in May 2012 as a protest against the actions of law enforcement agencies. However, immediately after the adoption, the article took on a life of its own. And now, not even three months have passed since its adoption - and the author of these lines is participating in almost the first Russian process when someone is attracted under this article.
Perhaps the residents of St. Petersburg could even hear about this case - on June 25 this year, a number of fans of Michael Jackson, according to tradition (this is the day of his death), came to the US Consulate in St. Petersburg on Furshtatskaya Street to lay flowers, put candles and pay tribute memory of his work.
This good attempt ended with the fact that one of the fans was prosecuted under this article, accusing him of organizing a "mass simultaneous stay of citizens" that interfered with the movement of pedestrians or vehicles.
"Mass stay" - how much?
The first and key question of the case is placed in the subtitle. In fact, what is "mass sojourn"? The article itself () does not answer the question. But the lack of legal certainty is a very big shortcoming of the law. In the case we are considering, according to the police, about 15 people were present at the consulate - is this figure really associated with the word "mass" in our minds?
The author of these lines in his work on the case found only two small points of support for resolving the issue. First of all, this is Article 8 of the Law "On meetings, rallies, marches, demonstrations and pickets", amended by the same law that introduced Article 20.2.2 into the Code of Administrative Offenses of the Russian Federation. According to this article, the obligation of the authorities to establish "single specially designated ... for the mass presence of citizens for public expression public opinion... places". At the same time, the law must determine "the norms for their maximum occupancy and the maximum number of persons participating in public events, notification of which is not required, shall be established by the law of the subject Russian Federation, while the indicated maximum number cannot be less than one hundred people.
Based on the totality of these norms, it seems to me that one can conclude that at least 100 people are required for a mass stay. This conclusion will gain additional weight when the relevant laws of the constituent entities of the Russian Federation begin to be adopted and come into force.
Another indirect reference may be Decree of the Government of the Russian Federation dated April 25, 2012 No. 390 "On the fire regime". Paragraph 5 of this Decree mentions objects "where 50 or more people can be at the same time, that is, with a mass stay of people." Can it be argued that for buildings and for open spaces, "mass gathering of people" should be significantly different?
What are the statute of limitations?
The second important legal issue to be resolved in court is the issue of limitation periods under this article. According to article 4.5. Code of Administrative Offenses of the Russian Federation, "a ruling on a case on an administrative offense cannot be issued ... in a case on an administrative offense considered by a judge - after three months.
In our case, the controversial events took place on June 25, and the next meeting is scheduled for October 03. So what, win anyway?
Do not rush, the court says. We consider that the statute of limitations for this composition is one year - and refers to an excerpt from the same article 4.5.:
"for violating the law on meetings, rallies, demonstrations, marches and picketing - after one year."
However, it is precisely this position of the court that raises my doubts.
The fact is that the same chapter 20 of the Code of Administrative Offenses of the Russian Federation contains an independent article 20.2, entitled "violation established order organizing or holding a meeting, rally, demonstration, procession or picketing." At the same time, its heading is fully consistent with the wording from Article 4.5 of the Code of Administrative Offenses of the Russian Federation, in contrast to the norm of Article 20.2.2.
The Law "On Assemblies ..." itself, mentioned above, does not legal regulation"mass stay of citizens" does not contain. It turns out an interesting situation. The relevant law does not give us guidelines for determining the number, as it does not regulate this area, at the same time we refer to it in order to justify the increase in the statute of limitations in the case. I do not agree with this position.
Well, let's wait for the official conclusions of the court on both issues, reflected in the judicial act that has entered into force, after which we will return to this, alas, which has become relevant, the issue.
The concept of mass events, their types.
| Parameter name | Meaning |
| Article subject: | The concept of mass events, their types. |
| Rubric (thematic category) | Sport |
Under mass events should be understood as a set of actions or phenomena of social life with the participation of a large number of citizens, carried out in order to meet the political, spiritual, physical and other needs of citizens, which are a form of realization of their rights and freedoms, as well as a form social communication between people and the way of developing the unity of attitudes of the individual, the team and society as a whole.
Thus, based on the definition of the concept of ʼʼmass eventʼʼ, we can distinguish three main features˸
A large number of people;
Organization of actions;
Having a goal.
All this distinguishes public events from other cases of large crowds, for example, in markets, train stations, beaches, etc.
Conventionally, all mass events can be divided according to the following criteria: ˸ by content and direction, significance, frequency of holding, method of occurrence, possibility of participation.
1. Socio-political(demonstrations, rallies, street marches, manifestations, elections of the President and deputies, higher and local authorities authorities, congresses, conferences, etc.). This type of event is characterized by a certain composition of participants, a high level of organization of the event, and a commonality of behavioral motives.
Federal Law No. 54-FZ of June 19, 2004 ʼʼOn meetings, rallies, demonstrations, processions and picketingʼʼ contains definitions of terms and concepts of mass events˸
public event- an open, peaceful, accessible to everyone, held in the form of a meeting, rally, demonstration, march or picket, or in various combinations of these forms, an action carried out on the initiative of citizens of the Russian Federation, political parties, other public associations and religious associations, incl. using vehicles. The purpose of a public event is the free expression and formation of opinions, as well as putting forward demands on various issues of political, economic, social and cultural life country and issues foreign policy;
meeting- the joint presence of citizens in a specially designated or adapted place for collective discussion of any socially significant issues;
rally - mass presence of citizens in a certain place for the public expression of public opinion about actual problems predominantly socio-political nature;
demonstration - organized public expression of public sentiments by a group of citizens using posters, banners and other means of visual propaganda during the movement;
procession- mass passage of citizens along a predetermined route in order to draw attention to any problems;
picketing- a form of public expression of opinions carried out without movement and use of sound-amplifying technical means by placing one or more citizens near the picketed object using posters, banners and other means of visual agitation.
The concept of mass events, their types. - concept and types. Classification and features of the category "The concept of mass events, their types." 2015, 2017-2018.
Currently, various public events are one of the popular forms of social activity and leisure of the population and satisfy the needs of the individual in direct involvement in political life, achievements of sports, culture, art.
A mass event is an event accessible to an indefinite number of citizens.
In practice, all public events are conventionally divided into socio-political, cultural and mass, sports and entertainment and religious ceremonies. They differ in the goals of their organization, the nature and number of participants and spectators, venues, the degree of influence on protected public relations and other factors.
To social and political events include demonstrations, rallies, processions, congresses of political parties and public organizations, elections of deputies of various levels, the president of the country, etc. This type of event is characterized, as a rule, by a high level of organization, qualitative homogeneity of the composition of participants, formality, as well as a commonality of motives and stereotypes of people's behavior.
In accordance with federal law dated June 19, 2004 No. 54 - FZ, public event is an open, peaceful, accessible to everyone, held in the form of a meeting, rally, demonstration, march or picket, or in various combinations of these forms, an action carried out on the initiative of citizens of the Russian Federation, political parties, other public associations and religious associations, including using vehicles. The purpose of the public event is the free expression and formation of opinions, as well as putting forward demands on various issues of the political, economic, social and cultural life of the country and foreign policy issues.
Public events are divided into:
- meeting- the joint presence of citizens in a specially designated or adapted place for collective discussion of any socially significant issues;
- rally- the mass presence of citizens in a certain place for the public expression of public opinion on topical problems of a predominantly socio-political nature;
- demonstration- organized public expression of public sentiments by a group of citizens using posters, banners and other means of visual propaganda during the movement;
- procession- mass passage of citizens along a predetermined route in order to draw attention to any problems;
- picketing- a form of public expression of opinions carried out without movement and use of sound-amplifying technical means by placing one or more citizens near the picketed object using posters, banners and other means of visual agitation.
The organizer of a public event can be: one or more citizens of the Russian Federation (the organizer of demonstrations, processions and picketing is a citizen of the Russian Federation who has reached the age of 18, rallies and meetings - 16 years), political parties, other public associations and religious associations, their regional branches and other structural units that have undertaken the obligation to organize and hold a public event.
Cannot be the organizer of a public event:
1) a person recognized by a court as incapable or with limited capacity, as well as a person held in places of deprivation of liberty by a court verdict;
2) a political party, other public association and religious association, their regional branches and other structural subdivisions, the activities of which have been suspended or prohibited or which have been liquidated in accordance with the procedure established by law.
Citizens, members of political parties, members and participants of other public associations and religious associations who voluntarily participate in it are recognized as participants in a public event.
A notice of a public event (with the exception of a meeting and picketing held by one participant) is submitted by its organizer in writing to the executive authority of a constituent entity of the Russian Federation or a local self-government body no earlier than 15 and no later than 10 days prior to the date of the public event. When picketing by a group of persons, a notice of holding a public event may be submitted no later than three days before the day of its holding, and if the indicated days coincide with Sunday and (or) a non-working holiday (non-working holidays), - no later than four days before the day its implementation.
A public event may be held in any place suitable for the purposes of this event, if its holding does not create a threat of collapse of buildings and structures or any other threat to the safety of participants in this public event. The conditions for prohibiting or restricting the holding of a public event in certain places may be specified by federal laws.
Places where holding a public event is prohibited include:
Territories directly adjacent to hazardous production facilities and other facilities, the operation of which requires compliance with special safety regulations;
Overpasses, railway lines and right of way of railways, oil, gas and product pipelines, high-voltage power lines;
Territories directly adjacent to the residences of the President of the Russian Federation, to buildings occupied by courts, to territories and buildings of institutions executing punishment in the form of deprivation of liberty;
Border zone, if there is no special permission from the authorized border authorities.
The procedure for holding a public event on the territories of objects that are monuments of history and culture is determined by the executive authority of the relevant subject of the Russian Federation, taking into account the characteristics of such objects and the requirements of this Federal Law.
A public event cannot start earlier than 07:00 and end later than 23:00 of the current day local time.
The organizer of a public event is not entitled to hold it if the notice of the holding of the public event was not submitted on time or if a change was not agreed with the executive authority of the constituent entity of the Russian Federation or a local self-government body on their reasoned proposal of the place and (or) time of holding the public event.
Cultural-mass Events: festivities; exhibitions, vernissages; carnivals, masquerades; theatrical performances, festivals; fairs, concerts, etc. These events are characterized by various forms of people's behavior that develop in the conditions of arbitrarily formed communities of citizens seeking to satisfy their cultural, emotional and spiritual needs. However, despite the heterogeneity of the composition, differences in education, age, the presence of different interests and aspirations, in general, the behavior of people attending the mentioned events fits into generally accepted norms.
Sports and entertainment Events: international and all-Russian competitions in various sports; Olympic Games; sports competitions of all scales; crosses, runs, relay races, races, etc. characteristic feature considered mass events is the presence of a certain contingent of sports fans, the so-called fans belonging to various sports clubs. As a rule, their behavior is characterized by a biased attitude towards their team, reaching fanaticism.
religious Events: Religious holidays; funeral processions. AT last years Thanks to democratic reforms in the country, the interest of the population in religion has significantly increased. Divine services, other religious rites and ceremonies are freely performed in religious buildings and structures and territories related to them (cemeteries, crematoria) in the manner prescribed by the Federal Law of September 19, 1997 No. 125-FZ “On Freedom of Conscience and Religious Associations”. In other cases, public worship, other religious rites and ceremonies are carried out in the manner prescribed for rallies, processions and demonstrations.
