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Five Steps for Coordinating a Vigil to Remember Lawrence King
Vigils are sometimes put together in a matter of days. In other cases you have weeks to plan. If your timeline is short, it is recommended that you do much of this simultaneously. No matter your situation you should follow the first tip before moving on to anything else.
- Select a Date, Time & Venue
Decide whether you want your venue to be outside or inside. If you are having a vigil outside, check with your city to find out if you will need a permit. Getting a permit may prolong the process so plan ahead if you can. Do not advertise until you have confirmed your venue. Make sure your venue is accessible. It should be easy to get to; in an area where people will feel safe and accessible to persons with disabilities. Since you won’t be getting RSVP’s, try to find a location that accommodate various sized groups.
- Solicit Sponsors
Contact organizations in your local area and ask them to sign up as co-sponsors. Make sure you reach to a diverse group of partners. Be specific about what you want; in this case you may not be asking them for a financial contribution but you want to list them on your advertisements and you want them to reach out to their constituents. They may also be able to provide volunteers to pass out, light, and collect candles, distribute information to passers-by or guide people towards the vigil.
- Develop a Program
- Decide how long you want your event to be:
This time will be based on how many speakers and performances you want to have (30 min – 1 hour is the suggested time. That should be enough for no more than 3 speakers and 2 performances.) Choose an MC (master of ceremonies) for the event to move the program along
- Solicit speakers:
Speakers with expertise on safe schools issues is a must but you may also want speakers who can show the support of the broader community. Diversity among the speakers will show that all communities are affected by these issues. Make sure you give the speakers a time limit. Contact potential speakers as soon as you have a date, time and venue confirmed.
- Performances:
Many vigils include singing. Decide if you want to lead the audience in a song or if you want to have someone perform. Some vigils include dance and poetry readings as well.
- Marching:
Some vigils involve a group marching from one point to another with a short program at the end. If you are going to march, make sure you advertise your route. You may also need to get a separate permit from your city for a march.
- Create "Take Aways":
Create materials that can be distributed to attendees and passers-by. These materials should provide a brief summary of the Lawrence King tragedy as well as some things the recipient can do next (attend a meeting, visit a web page, etc.) as well as information about GLSEN and local organizing opportunities.
- Gather Supplies:
Try to get your supplies donated. You will need: candles; something to catch the wax (Dixie cups are recommended): lighters; signs (mainly used in outdoor vigils; make these ahead of time or on the spot); sound amplification equipment, and digital and/or video cameras (take lots of pictures!).
- Advertise / Pubicize
Post your Lawrence King Vigil on www.rememberinglawrence.org. Send an email blast to all of your contacts and ask them to forward it to their contacts. If you are allowed, make flyers and post them around your school and work place. Also ask local businesses and organizations to post a flyer. Do outreach to local media. Even if you don’t have a press release, provide them with the time, date, place and major speakers. Identify one person to be the contact for any media that shows up. This should probably not be the emcee or anyone else who has many other duties during the vigil. Advertisements should include a contact in case somebody who wants to attend has special needs (such as an interpreter for the hearing-impaired. Investigate such services ahead of time in case they are needed.
- Follow Up
Send thank you emails to all your sponsors, speakers and volunteers.
What are you going to do to end the silence?
Register and BE COUNTED!.
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