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How to Organize an Event

A guide based on best practices from the commons movement.

Preliminary Steps​

Build Support and Legitimacy​

  1. Create a coordination document
  2. Define the event purpose, scope, and target participants
  3. Determine the type of event (meeting, unconference, workshop, etc.)
  4. Identify resources needed

Types of Events​

Meetings​

Small scope, project-specific or topic-focused. Can be local or virtual.

Best practices:

  • Use asynchronous coordination when possible
  • Record meetings for those who cannot attend
  • Follow up with clear action items

Workparties​

Fun, relaxed sessions where people co-create something together.

Best practices:

  • Start with a brief to present the problems to solve
  • Break into tasks and form groups
  • Wrap up with documentation

Large Events​

Presentations, workshops, hackathons, etc.

Best practices:

  • Plan well in advance
  • Get help with logistics
  • Document everything

Organization​

Publish and Invite​

  • Use all relevant channels
  • Post at least one week in advance
  • Engage your audience before the event

Organize the Physical Space​

  • Room setup according to participant count
  • Test A/V equipment beforehand
  • Plan for food and drinks
  • Print navigation signs

Organize the Virtual Space​

  • Test streaming equipment
  • Designate someone to handle streaming
  • Record sessions for later viewing

Important Roles​

  • Social media - Distribute the event before and during
  • Guide - Receive people, show them around
  • Presenter - Lead sessions
  • Logistics - Help with setup, food, materials
  • Harvester - Capture content and learnings

P2P Event Methodology​

Core Principles​

  1. Distributed participation - Contributions are voluntary and self-directed
  2. Peer interaction - Participants interact as peers
  3. Commons outputs - Knowledge and outputs are shared
  4. Participatory governance - Decision-making is transparent and collective

Steps​

  1. Clarify purpose and commons outputs
  2. Establish a core group
  3. Build collaborative infrastructure
  4. Invite role co-definition
  5. Define contribution ledger and accounting norms
  6. Co-create program content
  7. Enable participatory budgeting
  8. Facilitate real-time feedback
  9. Support reflection and post-event commons

Key Norms​

  • Equipotential engagement - Evaluate based on task relevance, not credentials
  • Permissionless contribution - Allow people to join without gatekeeping
  • Negotiated coordination - Manage conflicts through dialogue
  • Holoptism - Default to transparency