Event Planning Timeline
Pre-Timeline Groundwork- Getting Started
1. Build A Team-The first step to bringing the Human Rights Tour to your school is to build a motivated On-Campus Organizing Team. In order to keep the organizational work of anyone person involved with bringing in the Human Rights Awareness Tour easy and manageable, we advise that those interested in booking the tour begin by building the on-campus organizing team. This team should be made up of 4-6 students. It is best to create a team that represents a variety of student organizations on Campus, but one dedicated group can work great to. This team of students will be the primary people responsible for pulling together the details on logistics, fundraising, and recruitment (see attached documents). It is important that students on the Team are committed to doing the legwork necessary to make the tour stop a reality.
2. Recruit a Faculty Advisor- This can be a professor, advisor, administrator or even a grad student. Basically you are looking for someone who can help navigate the campus networks, and promote the tour among departments and faculty. Once you have chosen your team and recruited an advisor please fill out and send the Host Committee Application. to request the application please e-mail tour booking agent Aly Constine at aconstine@humanrightstour.org3. Initial Phone Conference- As soon as we receive your application, we will call to set up a preliminary phone conference. This initial call we will function as a meet and greet and an advisory session to help prepare your team to get through the next steps in the booking process.
4. Recruit Co-Sponsoring Student Groups- Contact and recruit 4 or more additional co-sponsoring student organizations. Organizations should represent the diversity of the campus—and should include political/cultural/activist groups, as well as identity-based groups (examples include African American, Latino/Chicano, American Indian, Asian/Pacific Islander organizations, multicultural student unions, GLBT groups, women’s centers). These organizations will be essential in helping to promote all of the events and assisting with fundraising efforts. In return for their co-sponsorship let these groups know that their organization’s name will be listed as a co-sponsor on all flyers, posters, and programs used for promotion. Also be sure to let any potential co-sponsors know that they can put up a banner, set up a booth, and make stage annoucements at all of the events. Once a group is interested and excited have them sign the provided Student Organization Petition confirming them as a co-sponsor. This is a critical step as it shows campus wide support for a tour stop.5. Get the Concert Committee Involved - (Our booking agent will help you here). Once you have recruited 4 or more co-sponsoring student groups to show large scale support for a tour stop you are ready to move on. The next step is to get your schools version of the Concert Committee or Programming Board involved. Find out who is in charge of booking bands at your school and set up a meeting with them and your team about the tour. This is important as these groups have funding for entertainment. It is important to get this group excited, show them the festival and fashion show videos on the website (or your press kit). Ask them what bands on our performers list they would like to see at the festival and make sure they know they will be included in the band booking decisions!
6. Get Funded- Once you have built your team, confirmed 4 or more co-sponsoring student organizations, and established a relationship with the concert committee or programming board you are ready to go after funding. We have created a separate fundraising document for this step. To request this document please e-mail booking agent Aly Constine at aconstine@humanrightstour.org
7. Pick a Date- Once you have confirmed funding you are ready to pick a tour stop date and start promoting! Before coming to a tour stop date, make sure other organizations and the school itself does not have major competing events. Also avoid midterms, breaks, and major sports events. Once you have picked a few potential dates contact Aly to see if your choices are available and to nail down the exact date.