Welcome to the Organizer Toolkit!

Let’s make your event happen.

Step 0: Meet with Mwan!

Hi, I’m Mwan! I support the growing network of action event hosts across the U.S. If you’re starting a new Action Team in your city, your first step is to schedule a 15-minute 1:1 call with me.

Otherwise, if you’re not starting an official Action Team, this 1:1 call is optional—everything you need to host is below!

Step 1: Open this event planning template

Use this Run of Show template document to bring your action event to life! It’s a detailed meeting agenda that takes the stress out of hosting. 

Keep it handy and fill out all the details of your event as you work through the Organizer Toolkit steps below. 

These templates distill best practices in event hosting, shaped by five years of Changemakers across the country hosting hundreds of Hours of Action and sharing feedback. We'll continue to optimize them over time!

Step 2:
Choose a date and location

PS. Already have an existing event in mind? Done! Just skim the tips here. 

QUICK CHECKLIST

🔲 Choose a date and time.

🔲 Choose a location.

🔲 (optional) Create an event page with sample language and graphics.

    • Choose a date 2+ weeks from now, so you have time to prepare and promote.

    • Avoid holidays when folks will be busy or traveling.

    • Budget  90-ish minutes for an  Hour of Action: ~60 minutes for action with prep and wrap-up on either side.

    • Look for a place with : 

      • Reliable, free WiFi

      • Seating areas for a  group of your size 

      • OK to pull out a phone, laptop, or tablet

      • Quiet enough to hear one another and/or make a phone call 

      • Access to public transportation

    • Get creative! Breweries, coffee shops, offices, campus common areas, personal living rooms, or backyards…

    • If relevant, make a reservation or give an on-site manager a heads up that you’ll have a volunteer group coming in.

    • For a virtual Hour of Action, use a video meeting platform can go for 60+ minutes.

  • If your event is public, consider submitting it to the Climate Changemakers event calendar! These events get promoted in the weekly newsletter, members-only Slack, and on social media.

Step 3:
Choose your climate action focus

QUICK CHECKLIST

🔲 Choose what to focus on during your event (just pick one of these 5 options!).

  • Best for adding a pinch of climate action to an existing event.

    Take action using this Call Congress webpage. It includes several suggested scripts to choose from, or you can draft your own.

    As few as  10 phone calls can get a member of Congress to pay attention. Yet, they often receive ZERO climate outreach from their constituents in any given week. A personalized phone call makes an impact in just a few minutes!

  • Climate Changemakers always has a timely, high-leverage Action Plan ready to use, relevant to anyone in the U.S. See the current Action Plan here. 

    Learn more about how we choose what climate solutions to focus on here.

  • Choose one of these climate solutions! “Quick Actions” that can be accomplished in 15 minutes. 

    Many come with a funny deep dive (30-45 minute) YouTube episode from Climate Town. Your event could be a watch party followed by action-taking! 

    There’s also a Quick Action Playbook for the current campaign, so you contribute to the momentum of the broader network in a short amount of time! 

  • Have some experience with campaigns? Chart your own advocacy path! 

    Choose a climate solution Issue Briefing and a specific civic Action Playbook(s).

  • BYO timely, meaningful climate solution where constituent engagement can move the needle. Not sure what counts? Take inspiration from what other local groups are working on!

    Then, create:

    1. An “issue briefing” that summarizes the problem and solution(s), including a clear ask of policymakers. 

    2. An “action plan” with the recommended civic action(s) – you can link to any relevant Action Playbooks! 

    3. Contact information and outreach templates for key decision-makers. Very important: Templates should include prompts for personalization! Identical messages are far less effective.

    If you want feedback, email info@climatechangemakers.org.

Step 4:
Promote your event

You’ve got the basics ready! It’s time to promote, promote, promote!  ➡️ Use these graphic templates and sample language throughout your promotion.

FYI: A ‘flake rate’ of 50-75% (meaning half or three-quarters of the RSVPs don’t attend) is normal. Factor it into your outreach!

QUICK CHECKLIST

🔲 Set a goal for how many folks you want to come. 

🔲 Draft a list of invitees and places to promote (online + IRL).

🔲 Send an invitation and start gathering RSVPs!

🔲 Follow-up 1 week and 1 day before the event.

    • Include as much one-to-one communication as you possibly can. Relationships are at the heart of good organizing. 

    • End with a direct question (“Can you make it?”) instead of a statement (“LMK if you can make it”) 

    • Pep talk: you’re not asking for favors; You’re offering an opportunity. Share in places where you’re already active. Coffee shops, run club, coworking space, Discords, Facebook groups etc. 

    • Reach out in the Climate Changemakers Slack community.

Step 5:
Prepare and practice your remarks

Remember, you don’t need to be a climate policy expert. Focus instead on grounding the gathering in a common purpose.

QUICK CHECKLIST

🔲 Prepare your remarks in your Run of Show document

🔲 Practice out loud!

    • Write out the 2-3 sentences where you introduce the action for your event, and practice them several times. You can always reference your notes during the event, and let the action resources (including Google!) handle the hard questions. 

    • For questions about advocacy tactics, why advocacy matters, how Climate Changemakers works, etc., draw from the Climate Changemakers FAQ.

    • Hearing your own voice = buy into being present and active.

    • Get to know one another as humans. That’s what will keep us all coming back.

  • You might find yourself fielding questions like, “can you tell me more about Climate Changemakers?” or “do you support policy X?”

    Here’s a quick guide to navigating those situations:

    • When in doubt, speak on behalf of yourself, not the organization.

    • Make clear that Climate Changemakers is not partisan. We meet people where they’re at, fellow advocates and policymakers alike. 

    • Keep respect, decency, and climate action at the front of all political conversations!

Step 6:
Host a stellar event!

You did it! You’ve planned your event, invited your people, and now you’re ready to host. Here’s what to expect. 

QUICK CHECKLIST

🔲  Remind guests to bring a laptop

🔲  Arrive 15 minutes early

🔲  Follow your Run of Show

🔲  Be present :)

Tips & Reminders for Event Day

  • Folks may show up to your Hour of Action with low energy They may be tired or just aren’t sure what to expect. As the host, you should come in at a 12 out of 10 (however that looks for you), and your enthusiasm is sure to be contagious.

  • Personal relationships and a sense of belonging keeps people engaged in climate action. Try to talk 1-1 with each attendee, and consider swapping LinkedIns/Instagrams. Bonus points for helping attendees connect with one another! 

  • Highly recommended: Take attendance duing your Hour of Action. As the event organizer, it’s very useful to track who shows up and who doesn’t. Here’s how to do it on Lu.ma.

    Remember: a ‘flake rate’ of 50-75% (meaning half or three-quarters of the RSVPs don’t attend) is normal. 

    See Step 4 for tips on how to maximize your attendance.

  • Whether it’s a Zoom screenshot or an IRL group selfie, don’t forget to take 👏 a 👏photo 👏 and  share it far and wide after the event.

    Post in the Climate Changemakers Slack and/or your social media — tagging attendees and @theclimatevote for a boost.

    Photos are the social proof that climate action is cool and help future action-takers say ‘hey, I could do that!’. They are an essential part of building a movement.

You did it!
Now, build momentum…

You did it! Now, it’s time to keep up the good work and make your advocacy a sustainable habit. Advocacy is not a one-time action. Persistence, follow-up, and relationship-building are what will move the needle over time.

QUICK CHECKLIST

🔲 *hug self*

🔲 Choose a next step!

  • Apply to join the Climate Changemakers Slack. Share pics of your event in the #pics-or-it-didn’t-happen channel and start connecting with a community of other changemakers nationwide.

  • Keep up the good work and do it again sometime! Persistence, follow-up, and relationship-building are what moves the needle. 

    Just rinse-and-repeat these steps with confidence.

  • Climate Changemakers supports a constellation of Action Teams across the country. Team leads host recurring Hours of Action in their city or town. If you and your attendees enjoyed your event and want to keep going, this is a great step for you!

    As a team lead, you will receive weekly resources to sustain and grow your community, as well as 1:1 support from Climate Changemakers.

    See which cities fellow team leads are hosting events!

    Interested? Click to email Climate Changemakers staff at hello@climatechangemakers.org to get started.

🎉You did it! 🎉

Do it again sometime!? Reach out anytime with questions: hello@climatechangemakers.org