Host Handbook for Fabulous Online Events by Hey Lady!

Host Handbook for Fabulous Online Events

Hey
LADY!Your Travels - Let's compare how we think about travel and tourism
by Erika Clark + 9 participarin

Contents

Week 1
Planning Your Event
Week 2
Effective Communication
Week 3
Digital Skills
Week 4
Feedback & Continual Improvement

Welcome to Your Event-Hosting Journey!

This workbook will guide you through the essentials of preparing and hosting
successful events at Hey Lady! Whether you are new to hosting or an experienced host
eager to learn some new skills, you will find guidance, useful templates, practical
exercises, and opportunities to hone your skills as a Hey Lady! host.
The best part? The skills you develop as an event host inside Hey Lady! will not only
help you to communicate effectively in English, but these skills will transfer to your
personal/professional life too!

Skills Development Through Practice

Through this practice, you'll develop the skills to:

• plan and organise an effective meeting or event
• effectively lead a meeting and guide a discussion in English
• manage people and different personalities
• participate and contribute during meetings and discussions

You are setting a strong intention to improve yourself by completing this training, and
we are here to support you at every step of the way!
Let's do this!01

Planning Your Event

What to Expect: Event Planning

Planning and preparing for your event will help to ensure it is successful and enjoyable! This week,
you'll learn how to decide on participant numbers that suit the format and goals of your event,
learn the power of an intriguing title and how to write a clear description for your event, so
participants know what to expect.

1. What Topic? Choosing the Right Topic

Choosing the right topic is the key to a successful event. The more passionate and interested you
are about the topic, the easier it will be to engage with the participants.

Three Options for Selecting a Good Topic:

Hey Lady! Current Topic: It's a great idea to host
your event about the current topic because many
other members will be studying the lessons and
exploring this topic at the same time. Explore the
topic through casual conversations, host a study
group to complete the vocab lesson together, or
follow the Deep Dive for a deeper discussion.
Note: The Links to other Resources section includes
activities for you to practice at your events. Look here
for ideas/inspiration!

Links to Other Resources

• What is Critical Thinking? [Video]
• Discuss the Quotes [Speaking Activity]
• Superstition: The Good, the Bad, and the
  Ugly [Reading Activity]
• 5 Tips to Improve your Critical Thinking
  [Listen & Discuss]

Custom Topics: If you have a specific interest or
goal, consider creating your own topic to bring
new perspectives and new opportunities to
explore and discuss with your friends and study
groups!

Examples of Custom Topics

Examples could include:

• IELTS Study Group
• Psychology Discussion
• Cooking Club!
• Podcast Club

What Do YOU Want to Get Out of the Event?

What do YOU want
to get out of the event?
What is your goal?
For example:

• Practise a particular skill?
• Enjoy a deep conversation
  about a topic that you are
  passionate about?
• Learn something?
• Accountability?

Brainstorm Ideas for Your Event:

Brainstorm ideas for your event:
o
O
O
o
O
O

2. Who Should Attend This Event?

Deciding on who should attend this event is another critical success factor. You'll need to think
about the experience that you want participants to have during your event.
The number of participants can significantly impact the quality of your event. Selecting the right
size ensures that everyone can participate meaningfully.

Group Sizes for Event Participation

Small Groups (3-5 participants): Ideal for deep discussions and staying in the main room
without needing breakout rooms. This number allows for more intimate interaction and
relationship building. It also makes it easier and more enjoyable to participate in the discussion
as the host.
Larger Groups (More than 6 or unlimited): Suitable for events where you want to practise
group management skills, digital/technical skills and leadership. Larger groups require the use
of breakout rooms to ensure everyone gets a chance to participate and speak.

Recommended Participant Numbers by Event Type

The following table offers a good guide:

Event Type	Recommended number of participants	Notes
Casual conversation	3-5	If you have more than 5 ladies joining you for this discussion, you should use breakout rooms to make sure everyone has the opportunity to speak and share their thoughts.
Deeper discussion	3-5	If you have more than 5 ladies joining you for this discussion, you should use breakout rooms to make sure everyone has the opportunity to speak and share their perspectives.
Study Group	3-5	We recommend a smaller group if you are studying English skills together. If you are using a video or podcast, it may be possible to host this event for a larger (or unlimited) number of members. If you play the video/podcast in the main room and then send everyone to breakout rooms (2-4 ladies in each room) to discuss some questions, that could work well!
Large Group	6-20	If you would like to present some information or teach some vocabulary to a larger group, you will need to be well-prepared and organised. It is important to create opportunities for your audience to interact, ask questions or discuss together (it is usually quite boring to sit and listen to someone talk at you for an hour - like a lecture) Make sure you create opportunities for interaction.

Pro Tip: Backup Plan for Your Event

Pro Tip: Always have a backup plan for your event.

• Plan fewer activities/questions for discussion, but always have an extra that you can use if
  you finish earlier than expected or you have spare time.
• If your event requires a specific number of people, create one or two extra places (just in
  case some ladies don't show up)

3. Craft an Intriguing Event Title

Creating an effective event title is crucial as it plays a significant role in attracting attendees and
setting the tone for the event.
Take a look through the event list and look for events that have an exciting/intriguing title - I
guarantee you there will be lots of interested ladies attending!

Elements of a Good Title:

1. Clarity: The title should clearly explain what
the event is about.
2. Impact: Keep it short to ensure it is memorable
and displays clearly within the platform.
3. Engagement: Use intriguing phrases or a
relevant emoji to draw attention.

Questions to Consider for Event Titles:

Questions to Consider:

• Does the title clearly convey the
  event's value and purpose?
• Is it easy to understand at a
  glance?

Tips and Techniques for Creating Engaging Event Titles:

1. Using Power Words in Titles

These are words that evoke strong emotions and reactions. They can make your event title
more appealing and memorable. Think about what emotion you want to evoke in the
participants and choose power words that align with that feeling.
Examples: Understand, Unlock, Discover, Boost, Explore.

2. Posing a Question in Titles

A question can make your title more engaging by challenging the reader or sparking
curiosity. It invites them to think and interact, increasing the chance they will want to learn
more.
Examples: "Why is it so hard to break a bad habit?", "What's Holding Back Your
Confidence?"

3. Use Clear and Simple Language in Titles

Use simple, clear language that is easy to understand. A straightforward and clear title also
increases the likelihood that anyone browsing the event page will immediately understand
what the event is about, attracting the right participants.
Examples: "Myths about Introverts", "Let's talk about "Toxic Relationships"!"

4. Writing Your Event Description

A good event description is vital because this is where you get to set expectations and
communicate what the event is about. It helps attract the "right" audience and sets the tone for the
event, increasing interest and participation.

Information to Include in Your Event Description:

1. What is this event about?

Describe clearly what the topic and/or ideas you want to explore at your event. This helps set
the right expectations.

2. Clear Instructions for Participants:

Specify any actions participants need to take prior to the event. Whether it's reading materials,
preparing questions, or bringing specific items, clear instructions help attendees come
prepared and contribute to the event's success.

3. Discussion Questions for Engagement:

Include questions or ideas for participants to consider before the event. Encouraging
participants to think about the topic beforehand not only enhances engagement but also
makes them more comfortable participating in discussions.

Important! Meeting Participant Expectations

Important!
What you describe in your event description are what your guests are expecting at this event
when they join you. Remember that they are giving their time to be there with you too, so it's
important that you meet their expectations.
Make sure that you actually DO what you SAY you are going to do!

Consider: An Example of Unmet Expectations

Consider:
You attended an event where the host asked you to come prepared to share a picture and the
story of an inspiring woman in politics. But then, at the event, one of the other ladies explains
that it's a public holiday for her today, and the conversation leads into traditions and customs
in Korea. This is not what you were expecting, or what you prepared for!
You can see how some of your guests could be disappointed if the event didn't meet their
expectations (and they prepared for no reason!)

Pro Tips for Writing a Fabulous Event Description:

Begin your description with an intriguing statement or question to grab attention. This
could be a compelling fact about the topic, a provocative question, or a bold statement
that reflects the event's theme.
For example: "Have You Ever Wondered Why ... " / "3 Things I Would Tell My Younger Self" /
"They Never Taught Us This At School ... "
As the first sentence of the description, it will be visible to anyone viewing your event, without
opening the full description. This is your opportunity to capture their attention!

Event Description Example: The Miracle of the Brain

Group Event . Any level
Monday, May 27th 7:00 PM (UTC+8)
+4
The Miracle of the Brain
Erika Ges ...
Roxana T ...
View Event
Group Event . Any level
Date
Monday, May 27th
captivating
title
The Miracle of the Brain
Timo
7:00 PM (UTC+8)
Duration
45 minutes
Joined Mar
2023
Roxana Ter ...
Joined Jun
2023
Participants
2 places remaining
+4
Show all
Description
I will attend
Dear Ladies,
Share Event
interesting
and
informative
Have you ever wondered about the incredible mysteries hidden within
our brains? Join us for an engaging and playful quiz event where we will
delve into the fascinating world of neuroscience!
Our brains are extraordinary organs, controlling everything from our
thoughts and emotions to our actions and reactions. Understanding
how our brains work is crucial for unlocking their full potential and
enha ...
Show more
V
tag
interests
Related interests
Psychology