Table of Contents
- Documents folders (links to Google Drive)
- General Team Meeting documents
- Ongoing Projects doc
- How to Run NRJ Campaigns
- How to Run NRJ Events
General Team Meeting documents
Ongoing Projects doc
How to Run NRJ Campaigns
Research the Topic
- We usually start by creating a shared document (in the ‘Campaigns’ folder) in which we outline the main points for the campaign. For example, for the The Truth About Abortion in Canada campaign, we began by coming up with our main headings and questions. Then as we did research and learned more about what the relevant information/misinformation is, we added subcategories, like this:
- History of when abortion became legal
- What were the dangers before it was legal?
- How can you support continued/increased access to abortion?
- Can anyone get an abortion for any reason at any time?
- When is it most common to get an abortion?
- Who gets an abortion at 9 months?
- What does ‘late term’ abortion mean?
- Why fetuses don’t have human rights
- Whose rights should we be focused on? Indigenous people, disabled people, trans people
- Abstinence only education does not work
- Accessing abortion in Niagara
- Myths about abortion
- Abortion does not cause breast cancer
- Abortion is not dangerous — less dangerous than birth
- Then we began filling in the sections with quotes that we copy and pasted from relevant articles, information we found on websites, and links to good resources. We always make sure to embed links into everything we paste onto the document so that we can trace where we are getting our information from and keep track of what is our original writing and what is not.
Organize into Post-able Information
- Once we’ve done enough research to address each of our arguments and questions, we edit and organize the information to be easily understandable
- This often means summarizing our research and significantly reducing the amount of text we have. We want the information to be presented as clearly and succinctly as possible.
- We can use bullet points to summarize the information under each heading or just write it as small paragraphs. Some headings may only have one line of text
- Before we hand it off to the graphics team to be turned into graphics, we should make sure all the grammar and spelling is correct, citations are added, and that it is organized how we want it to be posted. So if there is a certain order the information needs to be presented in, that needs to be established now.
Give to Graphics Team
- The organized document will be shared with the graphics team (who may also have been involved in the research). Graphics are made using Canva.com
- NRJ’s brand kit is on Canva.com, and you can see a graphic detailing our fonts, colors, and logo on Canva here.
- Graphics should be easy to read and clear. Do not use inaccessible fonts, but also try to use some interesting visual elements (such as fonts, colors, etc)
- Font size depends on the font being used, but don’t go too small. It is useful to have someone else look at your graphics to make sure the font is readable and the size isn’t too small.
- GIFs and moving graphics do not work.
- For Instagram, you can make multiple images with the same theme/subject and have it “slide” over. For the equivalent on facebook, you can just post all of the images at once in a single post.
- Important information about using other people’s work:
- Put sources in a separate graphic, kind of like a references page
- When using quotes or specific information, it might be important to cite on the graphic itself
- Make sure that you aren’t presenting someone else’s information as ours, we don’t want to take away from someone else’s work.
Organize Posting Schedule
- Use the #socialmedia channel on Slack to coordinate with others responsible for posting
- Come up with a posting schedule. For one campaign we chose once a week, for others we have done three or more times a week. It depends on how much information you have and how long you want the campaign to be.
- Use the posting schedule doc to write out captions (which should always include the text on the graphic, and can optionally include other text as well) and hashtags.
- Typically, social media posts are made first and I copy and paste the text of the social media posts into zine form. You may have to make some changes in font size, etc. Zines and social media posts have different purposes and audiences, so keep that in mind.
- Page number should not be smaller than 12. Bigger is ideal.
- Use template in Canva. If you are having trouble locating it, ask Kate.
- You don’t have to fill all pages, if you have less material you can adapt it. Make sure its an even number of actual pages printed though.
- Make sure that your page numbers are correct and will print properly.
- Ensure that you don’t put text in margin area.
- To create PDFs of the zine:
- Press download in canva, download as a JPEG zip file
- Go to your files and decompress the file. Then make a copy of all of the images so you have Image 1, Image 1 copy, Image 2, Image 2 copy, and so on
- Create a Google document in NRJ’s google drive -> outreach folder
- Import all of the images into the Google doc at once
- It should automatically lay it out so that the first page is Image 1 and Image 1 copy, the second page is Image 2 and Image 2 copy, and so on
- Download the document as a PDF and upload the PDF to the Outreach folder
- Upload PDFs to website
- Contact whoever is in charge of the website to do this
- To print the booklets, open the PDF print dialogue and select Double Sided and Grayscale/Color (whichever you’re doing). JUST PRINT ONE FIRST AS A TRIAL
- It should print correctly. If it doesn’t, it’s probably because it’s flipping on the wrong edge. Where is says “Flip on long/short edge” underneath t he Double Sided setting, switch it to the other one
- Fold and cut. You’ll need to cut all 3 edges to make them the right size. Recommended to use one of those big cutter things
- If the booklet is long, you might consider putting a staple or two in the middle. Staple it with it faced down so the nice side of the staple is on the outside
If you have any questions about any of this information, Mo and Kate are good people to ask! You can also message in the #campaigns, #graphics, and #socialmedia channels of Slack.
How to Run NRJ Events
Initial prep work
Develop the concept and goals for the event. Use the #events channel on Slack to set up meetings to develop the idea.
Decide when, what time, and for how long you want to hold the event.
Attendees: who is your intended audience and how many attendees are you aiming for? Will they need to register for the event, and if so, how? (e.g. through Facebook, Eventbrite, by emailing or DMing NRJ)
Figure out if you will need a budget
- Potential expenses could be honoraria for speakers, supplies, venue, printing, food, etc
- If you do need funding, pitch the amount requested to the rest of the team. If we don’t currently have funds, come up with a fundraising plan.
Determine the venue. Will the event be online or in-person?
- If online, determine the platform (e.g. Zoom, Jitsi) and whether or not ASL interpretation and closed-captioning will be provided.
- If in-person, determine the location, keeping in mind:
- Accessibility (see Accessibility section below)
- What spaces do you have access to for free? OPIRG Brock may be able to help you gain access to spaces
- What are your equipment (e.g. tables, chairs, white board) and A/V needs?
Figure out what roles are needed for the event, such as:
- Tech/logistics person
- Chat/waiting room monitor
- Safer Space policy support
- Follow-up person
- Physical accessibility
- Wheelchair accessible
- Is it especially loud or dark here?
- Is this space known for being unsafe/hosting unsafe people?
- Is there a bus line nearby?
- Is parking free?
- Children: is this a child-friendly event? Will you be offering childcare?
- Will ASL interpretation and/or closed-captioning be provided?
- Will food and/or beverages be provided? If so, what allergens will there be?
- Where is the nearest accessible washroom?
- Will you make this a scent-free space for people who are sensitive to perfumes?
Creating promotion materials
- Write the description for the event, including how to register, and if we have partnered with any organizations (such as OPIRG Brock) that should be included in the promo.
- Figure out what materials you will need and when you need each of them by, and then request the Graphics team makes them using the description you’ve written.
- For example, you may need graphics for Instagram, Facebook, and the website, as well as a banner for the Facebook event, a banner for the Eventbrite (if using), and a poster to print or email.
- If you are using eventbrite for registration, create the event through NRJ’s eventbrite account and give the link to the social media team to use in the captions and put on our Instagram LinkTree.
- Send whoever is responsible for updating the website the event graphic and description to upload to the website.
Instagram and Facebook event
- Let the social media team know when they should post the event graphics and create the Facebook event.
- Decide if you want to send out an email promoting the event to NRJ’s contacts. If so, contact a member of the Internal Coordinating team to either do this or give you access.
- If this is an event that may be relevant outside Niagara and you are hoping to promote it across Canada, NRJ is part of a network of reproductive justice organizations administered by the Abortion Rights Coalition of Canada. We have access to their listserv and can send out an email to everyone.
- Decide if you’d like to print and hang up posters around town.
- Determine the printing budget, how you will access the funds, who will be responsible for printing and postering.
- Accessibility notes should always accompany event promo on Instagram, Facebook, the website, and Eventbrite, even if no accessibility measures are being provided. For example, if you are not providing ASL interpretation or closed-captioning, you should say that we cannot provide ASL interpretation or closed-captioning at this time. If the event is being recorded, you should say that. If the space is or is not wheelchair accessible, make sure to note it.
- All NRJ events are guided by OPIRG Brock’s Safer Space Policy and this should be stated in all the promo.
Land Acknowledgement: please use the Land Acknowledgement template to create a land acknowledgement for this event. If you’re not sure how to pronounce the names of the Indigenous nations, now is a great time to practice!
Decide if you’re going to do a go-around, and if so what questions you will ask.
Do a run-through the day before.
Ensure you understand how to use any tech that is needed.
Delegate tasks beforehand. For example, if you need another team member’s help describing an activity of the event, taking notes, or helping with some aspect, ensure they are notified and have agreed to it beforehand.
What follow-up is required? Did you promise the attendees you would send documents from the event? Did some attendees ask to get more involved with NRJ and you need to reach out to them?
Did you create materials during this event that should be added to social media or the website?
Do you need to debrief with the NRJ team? Did something go really right or really wrong that we should talk about?
If you have any questions about any of this information, Mo and Kerry are good people to ask! You can also message in the #events or #general channels of Slack.