Host a successful
Hour of Action

If you’re here, you should have completed Toolkit 1 on setting up your event and Toolkit 2 for event promotion.

Your event Run of Show

  • A host’s Run of Show is like their event agenda. A fully scripted Run of Show will include everything you could possibly need on event day. It’s a detailed meeting agenda that takes the stress out of hosting by telling you what to say and what to do down to the minute. It has your links teed up. Depending on your style, you can either read from it like a script, or you can just use it like a checklist to make sure you haven’t forgotten something important.

    For some hosts (particularly hosts of in-person Hours of Action), the fully scripted Run of Show is too distracting. If that’s you, you’ll prefer the one-page version. It helps you stay on time and remember all the important things without any extra information. Templates for both Run of Show styles are below.

  • It takes about an hour to create a fully scripted Run of Show, even using the template below. It takes about 10 minutes to create a 1-page Run of Show, using the template below. The Run of Show can be completed any time before the start of your event. It’s for your eyes and your eyes only, so no one needs to know if you were typing your final remarks as the first attendees arrive.

  • These templates offer a framework to make hosting simple. They distill best practices in event hosting and are continually updated as changemakers across the country host Hours of Action and offer feedback. If you have feedback, click here to share.

    You’ll need to personalize a few key elements each time, plus any additional tweaks you’d like.

    Templates:

    Each template includes a cover page with instructions.

  • Visual aids are very helpful.

    If you’re hosting an in-person Hour of Action, use these printouts on your table and around the venue. It’s also a nice touch to bring name tags and markers. Bonus points if you bring reusable ones that you hold onto between sessions!

    If you’re hosting virtually, take advantage of this welcome slide deck template.

    The Run of Show templates include these resources, as well as cues for when & how to use them.

Tips & reminders for Event Day

  • When folks show up to your Hour of Action, their energy is probably at level 3 out of 10. Maybe they’re tired after a long day, or just aren’t sure what to expect. We want to get folks up to level 7 out of 10 or higher, so you need to bring the energy! Come in at a 12 out of 10 (however that looks for you) and your enthusiasm is sure to be contagious.

    On a deeper level, infusing our climate action with joy, levity, and camaraderie is one of the most powerful antidotes to the “doom, gloom, and sacrifice” narrative that so often surrounds climate change and climate action. By hosting a punchy, fun Hour of Action, you are actively remaking the world into a better place.

  • Don’t forget to ask for verbal consent before posting!

    Whether it’s a Zoom screenshot or an IRL group selfie, don’t forget to take 👏 a 👏photo 👏. Pictures are the social proof that climate action is cool. They generate FOMO and help future action-takers say ‘hey, I could do that!’ They are an essential part of building a movement.

    After the event (see below), you’ll want to share the photo with the broader Climate Changemakers community in Slack, and/or post on social media tagging attendees and @theclimatevote for a boost. Pictures are also essential for generating momentum for a recurring Hour of Action — the next toolkit has more on that.

  • Good data is the backbone of good organizing.

    Why is attendance tracking useful?

    As the event organizer, it’s very useful to have a list of RSVPs where you can track who shows up and who doesn’t. To set expectations: a ‘flake rate’ of 50-75% (meaning half or three-quarters of the RSVPs don’t attend) is normal. See the promote, promote, promote toolkit for tips on how to maximize your attendance, including automated event reminders and 1:1 personal check-ins.

    The list of attendees is also very important for the Climate Changemakers staff, because it helps us understand the community’s health. Where are the most engaged changemakers? What are the aggregate attendance patterns? This engagement data is also vital for sustaining the organization, since donors want to see that their funds support changemakers across the country advocating for bold climate policy.

    How to collect and report attendance:

    • If you’re hosting virtually through Luma, attendance tracking happens automatically. So long as you’ve added Climate Changemakers as a host on your event, you’re all set. No action needed.

    • If you’re hosting in-person through Luma, you’ll need to use the mobile app to check in attendees in (see Run of Show) or devise an alternate system and submit the list of attendee names and emails in your post-event survey.

    • If you’re not using Luma at all, you’ll need to devise an alternate system and submit the list of attendee names and emails in your post-event survey.

  • These reminders are included in each Run of Show!

    • Don’t forget to fill out the (super quick) exit form linked in the Run of Show! Climate Changemakers Staff reads every form, helping us support you better as a host. This is where you’ll share attendance if you’re not using Luma.

    • Share your group photo in #pics-or-it-didn’t-happen channel in the Climate Changemakers Slack so the broader community can cheer you on. You can also post it on social media, tagging attendees and @theclimatevote for a boost.

    • Immediately after the event is the perfect time to send a thank you note to attendees. You can set this up in Luma in advance to go out 10-30 minutes after the event ends. It will automatically solicits feedback. It also lets you personalize your message.

      • This is a great place to reference some inside jokes from the session and remind people of how impactful their action was.

      • This is also the perfect spot to share your next call to action. Do you want people to join the Slack group? RSVP to the next event?

      • This is a great place to add your group photo!

Representing Climate Changemakers

As an Hour of Action host, you might find yourself fielding questions like, “can you tell me more about Climate Changemakers?” or “do you support policy X?” Here’s a guide to navigating those situations where you may be asked to represent Climate Changemakers and its positions.

Tip #1: When in doubt, speak on behalf of yourself, not the organization.

  • “In my opinion, ...” or “Speaking for myself,….”


Tip #2: Keep respect, decency, and climate action at the front of all political conversations!

  • Make clear that Climate Changemakers is not partisan. A simple “let’s keep the conversation focused on climate, not on political party” usually does the trick. 

  • Refer to all elected officials (even the climate obstructionists) with the respect that their elected office commands. That means “Senator Joe Manchin,” not “Coal Baron Joe.” 


Tip #3: Have the right resources at your fingertips.

Woohoo! 🎉 You’ve hosted a successful Hour of Action! Let’s host another one.

NEXT UP: Grow your community of advocates with the ’Build momentum for a recurring Hour of Action’ toolkit.