How do you plan and deliver outreach events with community partners?

It's important to understand what the shared goal is for any event you run and importantly why people within the community will engage in the event. The most successful approach is respond to an identified problem. This could be anything from a micro issue such as litter, to a bigger problem like an unpopular large scale developments in a crowded neighbourhood. Working with partners can provide specialist insight into how to solve the problem at hand. It is very important to put the community first. Successful community events are about providing a voice for local people and having a specific and clear focus that everyone can understand. Partnerships are useful, but remember who the audience is and what you are trying to achieve.

Pre-event research is crucial to getting things right when it comes to outreach. Finding out what the community wants to see/experience can help curate a more impactful event versus planning what you think they want. Look at data from previous events, conduct pre-event surveys and try to collaborate with community partners to better understand the landscape in the earliest stages of your event planning.

Collaborate with partner organisations regularly to support individuals in the community through engagement. Empower these individuals to be a part in the planning and delivery of the event and work with all in the community and services to put on a great event that benefits as many people as possible. Creating an asset based community development ,map is vital.

In any event be it community engagement, outreach or partnership. Across acquisition or cultivation one thing is clear. At least in my experience. Relationships are transactional, especially in the corporate world. Don’t shy away from it, lean into it. A term I’ve coined is “Relatactional” it’s both relationship and transactional. Once you establish that, it is easy to set clear boundaries, goals and objectives. Together you achieve more than apart.

There is what you believe the community wants and needs, and what the community truly desires. Without asking the community questions, how do you know how to offer your services? The first step is not letting people know who you are. Your priority is to learn who they are then provide accordingly.

I work at Home Depot and they are a big supporter of veterans. So it was only natural for me to reach out to the local VFW and get them involved. But I didn't stop there. I added the local food pantry as another beneficiary for my shows.

Participating in industry events has proven to be priceless. They not only provide a solid understanding but also nurture connections that matter. It's an environment where like-minded individuals converge and can organically result in partnerships that hold significance. It creates a balance between seizing possibilities that lie ahead and remaining receptive towards unforeseen avenues should be highly emphasized.

You don't have to search far for valuable collaboration opportunities. Start by exploring nearby Community organizations within easy reach of your library. Consider engaging with local Community Centres, Arts & Crafts Centres, and Recreation Centres to discuss the possibility of using your library space for programme offerings. Explore potential joint ventures for special events, holiday programmes, or workshops that align with both your library's mission and their interests. By initiating these conversations and aligning your goals, you'll be surprised by the outcomes that can emerge from these partnerships! It's a fantastic way to enrich your library's offerings and create a stronger sense of community engagement.

Additional consideration: Personalize the partnership opportunity by organization type to maximize efforts and demonstrate relevance.

I've learned that partner collaboration is more than logistics. It's crucial to create an environment of psychological safety where partners can freely share diverse views. When planning events, it's not just about what, and how, but also who, and why. By valuing every contributor's perspective, you can discover innovative ideas that drive our efforts to new heights.

The involvement from my charity partners has grown over the years. Early on, the food pantry simply set up a booth. Now they roll out a large canopy, their logo’d van, and a huge pallet box to collect all the food. And the VFW went all out this year. They were one of my food vendors this year. So besides selling food under one large canopy to raise money, they had another canopy to collect donations for their Operation Airlift.

Your event should have a project plan that specifies various platforms and formats to be used to market your event. If it's a digital event, ensure that your promotional material has digital links to the actual event. Sending Constant reminders and highlighting potential benefits for attendees in all your digital marketing channels can increase attendance and participation. Also remember to do post marketing by publishing articles, photos and highlights of the event to demonstrate the success of the event. This might help to encourage others to value your events and consider attending your future events.

Leveraging community influencers is a game-changer. These aren't just online celebrities but respected local figures like community leaders or school principals. Collaborating with them taps into their network, enhancing visibility and credibility. A recommendation from a trusted figure holds more weight than a regular online post. In tight-knit communities, the influencer strategy, rooted in trust and personal touch, can be pivotal for effective outreach.

As per my experience event branding is not just about digital I feel offline branding and activation plays a big role in it. Eg. if i am organising a public event which i am promoting through the branding collaterals and online marketing that can help my audience to understand the event but my pre event activities can give them an idea about the experience i am going to give them in the event.

Additional consideration: Create a shared brand kit to ensure all outreach stays aligned with the vision and goals of the project.

Establishing clear expectations is vital for both the library and our partner organization. If they use our library space, I'd expect the library to handle various aspects, including conducting a H&S Induction, implementing a hazard management plan, extending a warm welcome, and having liaison staff to support the event and the partner organization. Additionally, as the event concludes, I'd take the opportunity to express our gratitude to all contributors, acknowledging their talents & expertise and thanking them for sharing them with our Library Community. We'll encourage everyone to reflect on the potential for future collaborations that will benefit our Community.

Beyond logistics like arrangement and registration, the event's ambiance is pivotal. The event's emotional tone is vital. You should pivot strategies to maintain engagement. While content is crucial, the memories and connections formed truly define an event's success. As planners, we craft environments that foster knowledge and lasting bonds.

In my opinion, the post-event phase is like seeding the future for more successful collaborations. It’s about gratitude and growth. A heartfelt thank you to partners and attendees, and genuinely valuing their feedback, lays a foundation of goodwill. Analyzing data like attendance and satisfaction nurtures insight and learning, highlighting what worked and what can be enhanced. Sharing results and exploring future partnerships not only solidifies current relationships but also opens doors to fresh opportunities and insights, ensuring the continual evolution and enhancement of future events. It's about building bridges for future success and innovation.

After every event, I reflect on my experiences during its planning and execution. This combined with objective feedback enables a balance of personal perception and evaluations ensuring better event success, fostering continuous development and resonant experiences. Combining personal sentiment with structured input, helps identify consistent themes and improvement opportunities. It's essential to embrace this integrated approach to ensure lasting impression.