I’m attaching a document here to guide you through how to get started to offer an program event. This is also already posted in the Document Library at GroupLoop.

This is a working document. Questions, comments, and suggestions welcome--especially as you try to use this for the first time! 

Click here to download: Getting Started--Offering an Event on Depth Alliance.docx

Getting Started: Overview and Process of

Offering an Event via Depth Psychology Alliance

Internal Draft Document as of 1-8-15

Created by Bonnie Bright

Step 1:  Download the “Potential Presenter Questionnaire” (from the Document Library on GroupLoop (http://depthpsychologyalliance.grouploop.com/documents ) and go through those 24+ questions to help you vision your event and decide what you want to offer. There is a lot that needs to be considered, so this is designed to help you—and hopefully not overwhelm you. If you need help or want to speak to someone about it, as we get Audra up and running, she will be hosting live conversations with people as needed to provide clarification and suggestions. We are currently recommending everyone offer a free event to begin, unless you already have a strong following and good marketing. 

Once you have an idea of what you want, move to Step 2.

Step 2: Download the 1-page Event Proposal, fill it out, and submit to the Programs Manager at programs@depthpsychologyalliance.com (Currently Audra Miller) and copy Bonnie (bonniebright@depthinsights.com), Craig (Craig@Chalquist.com) and Audra Miller (audramilleryoga@gmail.com). The language you include on this 1-page proposal will largely be used when we post the Event, so make sure it’s concise and complete. They (and others on the Approval committee (TBD)) will review. If changes are suggested, you will be notified. If the event is approved, you may move to Step 3. 

All approved Event Proposals will be uploaded by the Review Committee to the GroupLoop Library so we have a history and record of them.

Step 3: Download the Event Process Setup & Timeline. Determine potential dates and work with Audra to make sure we have enough advance time to set up the event and get all the pieces in place and market it. Make sure you check the GroupLoop calendar so you are aware if you are booking at the same time as another event. Eventually, this will happen and it’s fine—we have enough Zoom licenses to run two or more events at once, but initially we want to be cautious about splitting audiences until we get more visibility around our ongoing and increasing offerings.

Step 4: Once the event is scheduled, it moves into the EventStream process managed by Audra. This will include three phases: 

1. Event Set Up
2. Promotion
3. Presenter Training and Support
4. Registrant/Participant Support

Event Setup includes:

1. Setting the event in Zoom (video) or Instant Teleseminar (audio)

2. Develop a graphic to be used in various ways (Dara Hopp is a graphic designer who has volunteered her support for this starting in January)

3. Setting up registration (Depth Alliance currently uses Constant Contact) including pricing if the event is not free. Presenters can have a say on pricing, of course, but the plan is to have fairly standard pricing we develop based on what seems to work as we go along (i.e. $20 for single hour-long event; $99 for 4-week series; etc) . Setting up registration requires having language the registrants automatically receives when their registration is complete. This might include access information for the actual event, info on recommended readings or assignments in advance, how to join a written forum, etc.

4. Setting up the online written group participants (if there is one)

5. Setting up the Alliance Event page

6. Setting up a Facebook Event page via Depth Psychology Alliance

Promotion (in no particular order)

1. Direct invitation emailed to all members of Depth Psychology Alliance so they can RSVP on the Alliance Event Page
2. Event shared to Facebook, Twitter, and LinkedIn via Alliance (and related accounts—including Depth Insights, Depth Psychology List).
3. Event notice emailed to Board Members with request to share to their social media accounts and networks.
4. Alliance newsletter that goes to 4700+ subscribers
5. Message broadcast that goes by email to all members of the Alliance
6. Emailed to SSU alumni list (Bonnie & Dorene have access)
7. If the event is a paid event, Facebook ads will be placed.

Presenter Training & Support

Execution: If the presenter is not already using their own delivery/broadcast system or doesn’t know Zoom, an engineer will be required to sit through the event to start/record the session, deal with any technical issues, mute/unmute attendees as needed, manage Q&A or chat, etc.

Test Run: If needed, the presenter will need to schedule a test session on Zoom with an “engineer” (currently Audra, Jeremy, or Bonnie) to make sure they know how to get on and that audio and video works. They will also communicate needs like having the engineer share images, PowerPoint, or video if the presenter isn’t comfortable sharing their screen. 

Registrant/Participant Support

Participants will need a go-to person for questions about the group and about getting into a written group and/or accessing a session via Zoom or Instant Teleseminar. Jeremy, as our Tech Support volunteer, will take on technical questions and issues as he can. Reach Jeremy via Tech@depthpsychologyalliance.com