Host guide
How to host an event watch party
Thank you for hosting a watch party with Swing Left! Whether it's a debate, convention speech, election returns, or something else, bring your group together to take action while you watch. Moments like these are great opportunities to grow your group and build community to prepare for the months ahead.
Event goals
Continue building strong relationships among members, including welcoming new members to the group. (Encourage your members to bring friends!)
Take action together. Give your group members an opportunity to write Vote Forward letters while you’re watching and socializing.
Ask for commitments from group members. How will they show up for the rest of the cycle? (Remember, participating with your group is how they can turn their excitment–or anxiety–into action!)
Planning and promoting
Hold a planning meeting with anyone who will be involved in executing the event.
Determine where you’ll host the event and how you'll air the coverage.
Build action into your event! Combining this event with a letter party is an easy way to get folks writing while the programming is going on.
Consider when to start the event. If you’ll need time to do ice breakers, go over Swing Left strategy, run a short letter writing training, etc., build in 30-60 minutes before the debate/convention starts so you have time for your planned programming, and to catch some of the pre-event coverage.
Post your event on Mobilize. Once you’ve set a date, time, and location for your watch party, set up your letter writing event on Mobilize.
Use this link to post your letter writing watch party event on Mobilize.
Important: We recommend that you heavily customize the language to represent your unique event details, and let guests know what they can expect! Review each section of the Mobilize template and update it accordingly. For example, if the event is in-person, do guests need to bring anything? If the event is virtual, do they need to do anything to prepare?
Promote your event. A highly anticipated debate/convention is a great way to get existing and new members engaged with your group. As the reality of the election is setting in, capture that momentum to get your group together.
Share the event link with your existing group members by email and social media. Ask them to help spread the word!
Recruit new volunteers to attend your event by inviting your friends and co-workers, promoting your event on social media, and talking to potential volunteers by tabling in high traffic areas or attending large events such as marches, rallies, or summer community events. Check out our event recruitment guide for more tips, and use these promotional graphics.
Preparing to host
Plan your program. The debate or convention might be the main event, but make sure you're prepared with other parts of the agenda for the evening!
Will you do an ice breaker when guests arrive?
Are you planning any kind of listening game during the coverage?
Will you serve any themed food or drink items?
Will you print signs for volunteers to engage with during the program?
Letter writing materials: Do you need to print letters and prepare writing materials for volunteers?
If this is your first letter writing event (virtual or in-person), be sure to review the steps to ensure you have the materials you need. Check out the "Print letter templates and gather supplies" of this letter writing host guide and reach out to host@swingleft.org for support.
Confirm your volunteers will attend. Mobilize sends automated emails, but a personalized call or text from the event hosts can go a long way to making sure folks show up.
Gather your materials and prepare your space.
For in-person events, arrange the furniture and test the Wi-Fi and technology. Get snacks or beverages if you’d like, and gather supplies like name tags, pens, etc. Consider printing signs for folks to fill out and take photos with.
For virtual events, test your platform (Zoom, etc) – especially if you'll be sharing the live stream for the coverage.
Make a plan to capture signups for your next event. In the past, watch parties have been incredible opportunities to bring in new members. Have your next event planned, and encourage folks to sign up on the spot for your next canvass, letter writing party, etc. You can have a laptop/tablet for people to sign up on Mobilize, or even get creative and use butcher paper on the wall so it's visible for everyone to see each other's commitments!
Hosting tips
Be inclusive and connect with attendees. Creating real connections is the most important step toward building a strong team, so take the time at your event to get to know each other, to create a sense of shared purpose, and to build community. If you’re hosting in-person, consider leaving time to mingle before or after the presentation; if you’re hosting virtually, be sure to engage folks in the chat throughout.
Delegate tasks to other people. Having a role in the event increases the likelihood that people will show up. For example, ask for volunteers to bring a snack, or ask someone to lead a section of the agenda so you’re not the only one speaking.
Be positive and constructive. Keep the tone upbeat—this is an exciting, fun, and participatory event!
Get specific commitments for upcoming events.
After your event
Update the attendance on Mobilize. We always recommend keeping track of how many attendees you had, and who showed up, so you can accurately follow up.
Send a thank you email or text message to all attendees after the event. Share the plan and goals you developed, any relevant resources, and ask them to continue taking action by signing up for your next event.
Show everyone what volunteering with Swing Left looks like! Share a group photo, video, or anecdote from your event on Twitter, Instagram, or Facebook (or all three!) and tag @swingleft.
Resources for your volunteers
Share these how-to guides with your volunteers and group members:
Ask your campaign or Swing Left contact for guides like this: