How to Plan a Relational Event on Impactive

  • Updated

Planning a Relational Organizing Event using Impactive 



Here are five steps to plan a successful relational organizing event using Impactive:

 

  1. Plan Your Event Agenda and Action

Use the template event agenda and checklists below to come up with your run of show, and

figure out roles for volunteers and staff, logistics, and materials. For your event action, have at

least one primary relational organizing ask for your volunteers to do on Impactive, with

secondary asks available if they complete the primary ask during the shift.

 

  1. Recruit

Remember that typically only 30-50% of people who RSVP for a volunteer event attend. So

plan to invite a 2x-3x more people than you actually need, and make sure to follow up to

confirm their participation ahead of the event. Additionally, remind RSVPs to bring their phones, and if possible download the Impactive app and join your campaign beforehand.

 

  1. Prepare Impactive

Make sure to prepare Impactive well ahead of time, including remembering to:

  • Draft content for Impactive including text and any photos or media for the action
  • Get proper internal review including legal review if needed
  • Make sure any necessary tags are created in Impactive to track report backs
  • If applicable, ensure your VAN/Salsa/PDI data sync is working (work with your local data manager if needed)

 

Additionally, a few days before the event, set up Impactive and test it by remembering to:

  • Set up the action as a private action first (by not setting a publish date) and sharing it

with the list of team members you want to test it

  • Test it out with your team to work out any technical issues. If you’re going to be using

the web app make sure the action works well on both phone and web

  • Have a plan for sending the action to attendees at the event—either through an

uploaded user list at the event or sending it individually if it is a smaller group. You can

also publish the action to be public for everyone if you want to give all of your

supporters on Impactive the ability to take the action.

 

  1. Follow Up & Report Back

Lastly, make sure to follow up one-on-one with each of your volunteers after the event to make

sure they’ve followed up with their contacts and recorded their responses in Impactive. You can

do this by contacting people through Impactive,,a phone call, or a text message.



Additional Resources

 

SAMPLE RELATIONAL ORGANIZING IMPACTIVE SHIFT AGENDA

Time: 60-120 minutes

Agenda:

  • Sign-Ins & App Download (10 minutes)

○ Make sure you track attendees and ask them to download the

Impactive app 

 

  • Welcome and Introductions (10 minutes)

○ Welcome the group and have each volunteer introduce themselves with their

name, gender pronouns, and a short icebreaker to get people energized. Here are some ice breaker questions to give you ideas!.

 

  • Introduction of the Ask (10 minutes)

○ Present the specific action that you’ll be asking volunteers to make of their

contacts. Be sure to explain why this ask is important and that your campaign, union, nonprofit, or organization won’t reach out to these people directly unless they

sign up separately with the organization.

 

  • Getting started with Impactive (10 minutes)

○ Ideally by this point everyone will have downloaded Impactive. If not, walk

through the process of downloading and signing up. 

○ Then walk through how to take the actions—this is easiest to do if you can

screenshare your phone on your Zoom, Google Meet, etc. 

 

○ Make sure your contacts understand who you are trying to reach through this

contact—for example if you are targeting infrequent voters they can use the info

in Impactive to filter their contacts by “Unmatched”, and can ask themselves

questions like:

■ Who do I know who may not have voted recently or may feel

disconnected from the political system?

■ Who do I know who recently moved?

■ Who do I know who just turned 18?

■ Who do I know who may have just had a major life change like getting

married or divorced, or having kids?

 

  • Reaching Out to Contacts (30-75 minutes)

○ Once everyone is ready, have them reach out to their contacts for the first ask.

Try to keep the energy up—play music, tell jokes, etc. You can incentivize the

outreach by setting goals and giving out prizes for anyone who hears back from

20 or more people, with a special prize for anyone who gets more than 40

people to respond. It’s also great practice to set a goal for the group at the

beginning of the shift and track progress on a thermometer on the wall based

on the numbers in Impactive. If you have experienced volunteers, increase the

goal!

○ If there are additional asks, have them do those as well once they finish the

initial ask.

○ You may need to troubleshoot for folks during this time.

 

  • Debrief, Tracking, and Follow Up Next Steps (10 minutes)

○ At the end, make sure all volunteers have recorded the responses they received

in the Messages section of Impactive under Fill report. Then take some time to

debrief how it went!

○ Finally, make sure your volunteers know when and how they will need to follow

up with the people they contacted during the shift. 

 

This includes:

■ Providing them a recap on how to fill reports out for the action

■ Telling volunteers when to follow up with the contacts to see if they

completed the action (depending on the ask this might be a few days

later or few weeks after the shift)

■ Guidance on how to get more support if they need it

 

  • Celebrate & Recommit! (5 minutes)

○ Make sure to take time to do a fun activity at the end to make sure people leave

feeling energized to come back for more. This could be something like giving

out prizes, singing a song, doing a chant, or sharing appreciations.

○ Always have the sign up information for your upcoming shifts ready and ask people to

sign up for their next shift and commit to bringing a friend before they leave.

 

RECOMMENDED ROLES:

 

If possible, try to have a group of at least 3-5 volunteers to plan your event. It will help make

the event go much more smoothly for you and everyone involved. Some of the roles you can

recruit are:

 

  • Event Lead: Ensures that the event is successful, acts as your primary point of contact,

and supports other team members as needed.

  • Facilitator: Responsible for preparing the agenda, presenting the necessary information,

and making sure the event runs well.

  • Recruitment & Registration Coordinator: Getting (and tracking) supporters and

attendees to come to the event. This includes doing outreach ahead of the event and

coordinating with the event planning team to reach out to their networks. Also

responsible for sending reminders and directions. During the day of they are

responsible for checking in volunteer.

  • Logistics Coordinator: In charge of space, food, and materials. This includes:

○ Scheduling the virtual meeting and being point of contact for questions on the day of the event

○ Ensure all materials for the event are ready (slides, potential prizes, etc.)

  • Impactive Coordinator: This can be the same as the registration coordinator but they

should have administrator access to Impactive and be ready to share your actions on

Impactive with all the attendees at the event after people have joined 

 

MATERIALS CHECKLIST

The Logistics Coordinator makes sure the materials are prepared ahead of time. 

Materials you may need for your relational organizing event include:

❏ Relational Organizing contact brainstorm list

❏ Swag or prizes to give out to the person who makes the most contacts (optional)

❏ Digital or paper thermometer to track overall contact goal number and progress (optional)







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