How to Plan a TTL Event

Background information on the programme of events

The purpose of the TTL programme of events is:

  • to raise awareness of the challenges and opportunities TTL is engaged in
  • to reach people who are interested in these issues and engage with them through head, heart and hand
  • to provide opportunities for TTL to work in partnership with other groups in the town
  • to enable TTL groups to launch high profile events that inspire change in behaviour
TTL groups are responsible for planning, booking and running their own events. The TTL office will support them wherever possible.

Event details should to be finalised at least six weeks in advance to allow sufficient time for publicity material to be produced and distributed.

Planning an event

plan your event in detail and well in advance

What kind of event?

Events can be talks, film screenings, open space days, launches, discussions, World Cafe, debates, activities, tree planting etc. etc... Try to cross pollinate and work in association with other groups in Lewes. Think of ways to add value, e.g. by launching a service or product at a talk or film screening.

Working with the programme

It is very important to check available dates with the TTL office to avoid the possibility that your event will coincide with another.

Booking a venue

Venues get booked up well in advance; once you have a possible date book a venue asap. Possible venues can be found here.

Publicity

TTL groups organise events that involve widely and inspire people. TTL groups generally produce their own publicity material (other than the printed programme of events which is the responsibility of the TTL office). However, please contact the TTL office if you need help with posters etc.

programme

About 2,000 copies of the printed programme of events are
distributed throughout Lewes.
The TTL Bulletin goes out monthly to 600 subscribers and the
electronic version includes a link to to the programme of events here on the wiki.

The deadline for information that is to be included in the printed programme of events to reach the TTL office is one month before the programme start date.

posters and fliers

Posters are distributed by volunteers. Normally 40 A4 posters
are sufficient. Please deliver your posters to the office at
least 2 weeks before your event. Fliers are not always necessary
but sometimes useful, for example for distribution at another
event taking place shortly before your own.

press

If you would like help with a press release please contact one of the many people in TTL who have experience of dealing with the press. Your group contact point would be a good starting point.


Finance

There is currently no central funding for events so the groups will need to draw up a budget and either raise funds or design events to be self-funding e.g. from ticket sales.
The office is currently working on raising more funds and will inform the groups if there is any change.

Documenting an event

Please take photos of and/or film your event and load them on to the TTL wiki. If you don't know how to do this ask someone in one of your groups or send email to Chloe Anthony.

A few details to consider

  • What equipment is needed?
  • If you are hiring a venue, how will you get in on the day?
  • How should the room(s) you are using be laid out?
  • If you are charging for your event, who will collect the money?
  • Do you need a cash float from the TTL office?
  • Should you provide refreshments?
  • Do you need people to book? (it may be easier if they can just turn up but Laporte's in Lansdown Place are willing to take bookings for TTL events).
  • Who will be taking photos/filming the event?


A checklist - what you might need on the day

  • a cash float
  • refreshments
  • programmes and leaflets for distribution
  • items to sell e.g. Transition Handbooks
  • water for the speakers
  • book (in the TTL office) or sheet on which people can sign up to receive the TTL Bulletin (and pens!) - it's really important that someone asks people to sign up for the Bulletin.


After the event

Please remember to load your documentation (photos and/or film and a write-up) onto the TTL wiki.

Get involved: contact one of the Group contacts on the Groups page