Reimagining the Nonprofit Open House: A Case Study in Intentional Gathering
What if, after leaving an event, you felt invigorated, joyful, and inspired—instead of drained, disconnected, and wondering why you attended?
From a very young age, I've been drawn to the magic of gatherings. As a child, I reveled in thoughtful birthday rituals, and as an adult, I've channeled this passion into both my personal and professional life. Throughout my career, I've had the privilege of contributing to San Diego's cultural landscape, helping advance Art Alive, create Culture & Cocktails, and launch the sPark Awards in Balboa Park. These events evolved to engage audiences and create a sense of belonging. At home, I jump at the chance to convene with creativity—celebrating with friends and family in myriad ways.
A few years ago, I discovered Priya Parker's "The Art of Gathering," and her intentional approach to convening deeply resonated with my own values and professional practice.
The philosophy of reimagining traditional formats is gaining momentum across various sectors. Take this week's Democratic National Convention—they transformed a typically dull protocol (the roll call), into a vibrant celebration, with every state contributing to a group playlist of sorts featuring Lil Jon performing "Turn Down for What," on behalf of Georgia. Brilliant! This bold reinvention demonstrates the power of injecting creativity into established events.
It's this perspective that informed our approach at Outside the Lens when we applied similar principles to reimagine our Open House last year, transforming a standard showcase into a dynamic, mission-driven experience that reflected our commitment to creative youth development through media arts.
As we prepare for our upcoming Open House, I’m reflecting on our journey and the insights we gained along the way. These lessons continue to shape how we approach community engagement and event planning at OTL, aligning us with a broader movement towards more meaningful and creative gatherings.
Our Starting Point: A Question of Purpose
We began by asking ourselves: “How do we want folks to feel, when they leave?” Which led to: "How can we create an event that truly embodies our mission and engages every attendee in a meaningful way?"
This question became our north star, guiding every decision in the planning process.
Key Elements That Made the Difference:
1. Crystal Clear Objectives: We set three specific goals - fostering community connections, affirming OTL as a leader in media arts education, and amplifying youth voices. Every aspect of the gathering was designed to serve these aims.
2. Immersive Experiences: Instead of passive observation, we invited attendees into the world of OTL. Hands-on mini-workshops for all ages and abilities, a media lab with student videos, and a?“library” showcasing youth publications allowed guests to engage directly with our work.
3. Centering Youth: We ensured that young people were active participants, not just subjects. Student-led demonstrations and paid youth photographers capturing event images highlighted our commitment to youth engagement in real-time. Activities that delighted eight and eighteen-year-olds were equally enjoyed by eighty-year-olds, affirming the universal appeal of creativity and learning.
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4. Thoughtful Space Design: We activated every corner of our venue with unique engagement points. Our classroom became an Extended Reality (XR) playground, our media lab turned into a quiet, self-guided video room, while our co-working area was activated by mixed media projects. Even our DJ booth featured a gallery of youth- designed album covers.
5. Breaking Down Silos: By having staff and youth leaders develop and guide activities that were meaningful to them, we naturally facilitated meaningful interactions between donors, educators, students, and community members - connections that are often missed in traditional event formats. Instead of featuring the executive director as a key speaker, we let the event flow—everyone working was valued and encouraged to share their perspective and expertise.?
6. Authentic Storytelling: Throughout the event, we shared real stories of youth impact and transformation through media arts. These narratives, told by students and staff alike, brought our mission to life and helped attendees connect emotionally with our work.
The Outcome
The result was more than we could have hoped for. Not only did we showcase OTL's work, but we gave every attendee - from curious students to potential funders - a tangible experience of our impact. Both guests and staff were energized, and the connections made were genuine and lasting.
Looking Ahead
As we prepare for our upcoming Open House on August 29th, 2024, we're building on last year's success while continuing to innovate. A key focus this year is on data-driven engagement. Learning from our previous experience, we're introducing structured ways to gather insights and measure our impact:
These new tactics will help Outside the Lens collect real-time data, enabling us to refine our community engagement and better understand our impact. By implementing such feedback mechanisms, we aim to create an even more responsive and effective event that truly serves our community's needs.
We learned that approaching events with intention and a willingness to reimagine what's possible creates experiences that resonate long after the last guest has left. It's not just about showcasing our work; it's about creating a space where our mission comes alive and everyone feels welcome.
We're excited for you to join us at 125 14th St, San Diego, on August 29th, for a purpose-driven celebration of creativity and community. RSVP at bit.ly/OTLOpenHouse2024
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