how-to Guide

how-to Guide
Whether you’re kicking off your upcoming social issue
actions or celebrating your year-long fundraising efforts,
Mini We Day is the way to go.
We Day is the manifestation of the movement for global
change. It’s all of us united for a better world, dedicated to a
life of purpose, committed to compassion and peace. Simply
put, the “we” movement is the movement of our time.
You can become a part of this movement by hosting your
own Mini We Day. It’s true, planning an event like this is
a lot of work. But on the day of your event, when you feel
the unparalleled buzz in the room and the excitement in
the audience, you’ll know it’s worth it.
This guide and our campaign webpage make it easy.
Check out for
resources like a video library, customizable PowerPoint
deck and appendix including key messaging, templates
and more. This guide and the webpage are your ultimate
source for all the tools, tips and tricks you’ll need to organize an epic celebration.
Events are extremely powerful tools—and they’re fun!
So while you plan and plot, communicate and coordinate,
don’t forget to have a blast.
Past We Day Speakers
NBA All-Star Shaquille O’Neal
Grammy award-winner Nelly Furtado
Actor and activist Martin Sheen
Me to We speaker and author Spencer West
Virgin Group Founder Sir Richard Branson &
daughter Holly Branson
Canadian paralympian Rick Hansen
Step 1: Get started
Putting together a Mini We Day might seem overwhelming at first. This is no regular assembly we’re talking about!
Sure, it’s a lot of work but we have made it easy for any student or educator willing to take a real leadership role in
organizing the event. Follow all the steps, tips and tricks and before you know it, your event will come to life in an
unforgettable experience.
Define what your event will look like. Will you invite
hundreds of guests or thousands? Will you host
it at school or at a venue within your community?
When would you like to host it? What will your
call-to-action be (a coin drive, food drive, etc.)?
When determining the date of your event, consider
if it will conflict with other events going on in your
school or community. Don’t forget to decide upon a
length. Will your event be 45 minutes, 1.5 hours or
half a day?
Once you have approval of the date and venue, find
out what other restrictions there may be for the event.
Check out the campaign webpage at for sample
questions to ask decision-makers.
Assemble a core team dedicated to overseeing the
event. At least two people should be responsible for
the success of the overall event, with smaller teams
then dedicated to overseeing the event’s main
components. This is an amazing opportunity for
students to take a leadership role, so think about
what you can delegate to make it easier to handle
during your very busy school year.
Check out the campaign webpage for ideas for
smaller teams.
When brainstorming the location, make sure that the
space can hold all of, or won’t be too large for, the
people you expect to come. Remember that you will
also want to set up a projector or TV to show videos,
and that you’ll need a PA system for the speeches
and performances. There should also be a stage so
that everyone will be able to see what’s happening.
the gym or auditorium. If not, make sure to reserve
the date at the venue you’ve selected, and speak to
anyone you are borrowing equipment from.
Once you have a date and time in mind, ensure you
have the proper sign-offs and permission. Speak
to your principal to see if you can host the event in
of youth describe
their experience with
Free The Children’s
programming as
Step 2: plan it
Planning is everything. We know you’ve heard it before, but if years of We Day events have taught us anything, it’s
that a solid plan is one of the most important elements of a smooth and successful event.
With the vision of your event in mind, meet with
the core team and decide on the content of the
event. There should be a variety of performances
and speeches that reflect the passions and talents
of young people in your school and community.
There should also be educational content about
different causes and issues. The most successful
events have a good balance of educational and
inspirational content across different mediums
(like video, music, speeches). Also, every We Day
event has a call-to-action. Decide what yours will
be. How can you reach your fund- and awarenessraising goals?
Everything in the event should tie back to why you
are all there. You want your audience, as well as
those on stage, to walk away inspired, informed
and excited to take action for your cause or campaign.
Check out
for a list of content building blocks, how to deliver
a great speech and sample event rundown.
Plus, included within this kit is a DVD with additional resources and a special video message!
You should now have the date, time and content for
your event finalized. Congratulations! Now it’s time
to plan the logistics. This is when you identify what
materials you’ll need, such as technical equipment,
seating, decorations, cameras and refreshments.
Then plan out how your team will acquire and set
up all these pieces before the event and how you’ll
take them down afterwards.
Create a check-list to help you remember everything. A sample check-list can be found on the
campaign webpage.
No matter how much planning and preparation you
put into your event, there may be bumps along the
road. Using the examples provided on the campaign
webpage, brainstorm and create a list of potential
issues and what to do if they occur. Then, share
the list with the core team and ensure everyone is
prepared and ready to handle any challenge that
may come their way. Just remember, no matter what,
focus on the bigger picture: your cause or campaign.
Since 2007, We Day has grown from a
single event with 8,000 participants
to seven events with 90,000 participants.
script WRITING
tips on making it great
Script writing is a lot different than essay or story writing.
There are several things that the writer needs to consider
before and while writing a script for an event like this.
For a great script that will keep the audience interested,
entertained and engaged, follow the below tips.
Example Script Layout:
Go to and check out videos from
past Free The Children We Day events. Make note of
what stands out, what phrases work really well, and
try to think of similar words and phrases while writing
for your event.
Using the latest version of the rundown given to
you by the core team, and based on the PowerPoint
presentation provided on the campaign webpage, create an outline for the event, noting what needs to be
Host says hello and introduces the event.
Hello everyone! Wow, look at all of you. Today is
about WE. We Day is the day we come together to
change the world. We’ve got great performers and
speakers lined up for today. They’ve all made the
commitment to get involved and make a difference.
Consider the audience when writing all parts of the
Always keep it simple: short, concise and to the point.
We generally speak in short sentences, using short
and simple words. You should therefore write in this
But, before we get started, let’s learn more about
why we’re all here today.
Take a look.
(Host turns and points to video screen.)
Wherever possible, try to explain things like a story,
not simply by stating the facts.
While writing, read the script out loud. After all, the
script will be heard by the audience, not read. Revise if
Item 4
Remember, this event has a time limit. Read each part
of the script as if you were the speaker and time yourself. Make sure that it fits in with the time allotted on
the rundown. If not, adjust accordingly.
Think about how the script will fit in with supporting
on-stage material, like pictures and the PowerPoint
Ask a friend to read the script. Having a second opinion always helps!
Remember, when writing anything, it often takes
several tries to get it right. Therefore, edit, edit, edit!
For reading ease and consistency, follow the example
layout when writing all elements of the script.
HOST introduces speaker BOBBY
Isn’t that inspiring? Now, let’s welcome our first
speaker of the day, Bobby!
Hello everyone! It’s so great to be here today! Today, I’m going to be talking to you about…
step 3: promote it
While you’re getting everything in order, the promotions and communications, outreach and media teams should
start promoting the event as early as possible. A successful promotion plan will ensure that your entire community
knows about your event: your mayor, local politicians, news outlets, family and friends and of course the team at
Free The Children. Spread the word and people will be happy to come out and support such a worthwhile cause.
If you are inviting talent from your community, start
contacting your chosen speakers and performers as soon as possible. Using the key messaging
and Event Invitation Template on the campaign
webpage, create a package to inform each invited
speaker or performer about your event, what they
could speak about and the impact they will have by
choosing to participate. Reach out to your Educational Programming Coordinator (EPC) for suggestions and to help locate talent and speakers. Also,
don’t forget the talent in your own school. Mini We
Day is a great opportunity for students (and staff!)
to take the stage and inspire with their words, poetry, music, dance. . . anything goes!
Promote the event in your community and within
your school. We have suggested some ways to advertise online, but the possibilities are endless! Ask
those outside of your school for help. Provide them
with the key messaging and posters and encourage
them to share these with their work colleagues and
friends. Get your school and community excited
about your inspiring event!
Create a Facebook event page and invite people in
your school to join. Then, help build excitement by
sharing photos, stories and videos of past We Day
events (available at
Use the campaign webpage and the posters provided with this guide to get started.
Remember, working with media is one of the best
ways to promote your event. Don’t be afraid to contact local newspapers, magazines and TV and radio
stations. Pay attention to what media sources your
friends, colleagues and community pay most attention to. Then, get their contact information online
and send them a media alert about your event. A
media alert is the best way to get information about
your event to community newspapers, radio and TV
stations. A Media Alert Template can be found on
the campaign webpage.
Step 4: make it happen
It’s almost time for the big day! The talent is booked, the rundown finalized, the promotion successful, the equipment
rented and the script complete. Everyone’s eager and ready to go!
Walk through the whole event from start to finish,
assessing each step. Use the checklist on the
campaign webpage as a start, but be sure to add
your own pre-event items to the list.
Do a full technical rehearsal with the video and
sound equipment and make sure the speakers and
performers have everything they need.
We Day
is the largest
event of its kind,
taking place in cities across Canada.
In 2011,
A leader of social change.
left We Day Waterloo
could be
Past We Day Performer: Musician Dallas Green
Step 5: reflect on it
Congratulations! Putting together an event like this is no easy feat, and you did it! You have set in motion a chain of
events that will better the lives of many people across the world. The following will help you keep your event’s attendees interested and engaged, and you motivated to make a difference.
Show everyone how much you appreciate their
help and support. Send a thank you note or e-mail
to all volunteers, speakers and special guests who
were part of your event.
You’ve put a lot of work into your event, and very
likely learned a lot of lessons along the way. Make
it easier for the next time by taking notes that can
serve as a roadmap for your next event. Keep your
notes in a kit so you know where to find them. You
can also collect any media coverage, video footage
or pictures that were taken at the event and store
them in your kit.
You must register for an online survey upon
completion of the campaign. Contact your EPC
for details about this survey which lets Free The
Children know:
How many students helped to run your
Mini We Day.
2. How many people attended the event.
3. If you used the event as a fundraiser, how
much money you raised.
If you’re not sure who your EPC is e-mail
[email protected] or call 416-925-5894.
Take advantage of the excitement generated by
your event by launching into your cause or campaign fundraising activities right away. Remind
people to stay involved with your campaign by
asking students to write an article about it and the
event in the school or local newspaper, put up photos from the event on a website or blog and more.
If media attended your event, invite them to return
to your school in a couple of months to report on
your fundraising progress.
In just five years, We Day has reached
160,000&5.4 million
audience members
television broadcast viewers
Tips & Tricks
In addition to the many resources at, use the following tips and tricks to
make your Mini We Day a success!
When creating your event team, choose students
and colleagues with different skills and abilities.
You’ll need people who are creative, organized,
good with technical equipment, master communicators and more!
Give attendees and media the online resources located
in the appendix on the campaign website so they
can learn more about Free The Children, Me to We,
We Day, Adopt a Village and sustainable development.
• Expect the unexpected. There will always be
surprises’ so the best thing you can do is have a
back-up plan for the common issues (and for the
uncommon issues). Just keep your cool and adapt
as best as you can.
When choosing speakers, bands and performers,
remember to showcase a variety of voices, issues
and perspectives. Be inclusive of gender, ethnicity
and all age groups.
Always proofread! Whether an e-mail, poster or
media alert, make sure to always double and triple
check spelling and grammar.
Have a designated photographer take pictures of
everything at your event, including the small stuff.
After the event, send the pictures to Free The
Children for use in future promotional materials!
You can also use the pictures as a reference for
future events and a look back on what you all created.
Honour those who helped with the event with a
special treat, like a post-event pizza party.
• Consider charging a small admission fee or asking the
audience to donate to your Free The Children goal.
• Keep the content varied. Your audience will lose
focus if there are too many speeches. Mix the event
up with music, short shout-outs and a few jokes.
Most importantly, teach the We Day dance to the crowd!
Check out for videos of past
We Day speakers and show one of these inspiring
speeches at your event.
How to Par
agriculture and
food security
When the campaign is complete,
fill out a survey at www.
Send in your donation, if applicable.
Free The Children
c/o (insert EPC name and school code)
Re: Mini We Day
233 Carlton Street
Toronto, ON, Canada
M5A 2L2
Alternative Income
and Livelihood
Connect with your EPC to get
more information on how to put on
a successful event.
If possible, send high-resolution
photos of your group’s campaign
involvement to your EPC.
Sign up with your school code