Onero Institute

Events Guide

Planning an Onero event, start to finish

This dashboard tracks where each stage of your event stands and points to what needs to happen next. Jump to any stage from its card, or use the sections on the left.

    Researching Topics

    Look at your team's own research and interests first. Did a team member write something that performed particularly well? Did something come up in the news recently? Let new developments and interests guide the conversation.

    Global Politics & Diplomacy / Current Onero Research

    • Current international conflicts and resolutions
    • Peacebuilding and conflict prevention
    • International organizations (UN, NATO, WTO, etc.)
    • Diplomacy strategies and negotiation tactics
    • Regional geopolitical dynamics

    International Security

    • Cybersecurity and digital threats
    • Terrorism and counterterrorism
    • Military strategy and defense policy
    • Nuclear proliferation and arms control
    • Humanitarian crises in conflict zones

    Global Economics & Development

    • International trade policies and agreements
    • Economic sanctions and their impacts
    • Global development programs and aid
    • Climate finance and green economy initiatives
    • Emerging markets and international investment

    Human Rights & Social Issues

    • Refugee and migration crises
    • Gender equality and women in leadership
    • Minority rights and social justice movements
    • Humanitarian law and international legal frameworks
    • Health crises and global health policy

    Environment & Climate

    • Climate change policy and international cooperation
    • Sustainable Development Goals (SDGs)
    • Environmental diplomacy and global treaties
    • Renewable energy initiatives
    • Conservation and biodiversity efforts

    Technology & Innovation

    • Artificial intelligence and ethics in global affairs
    • Emerging technologies in defense and security
    • Tech diplomacy and international regulations
    • Social media influence on international relations

    Journalism & Media

    • Reporting on international affairs
    • Media ethics and responsible journalism
    • The role of journalism in diplomacy
    • Crisis reporting and journalist safety abroad
    • Youth engagement in international news

    Leadership & Career Development

    • Career pathways in foreign affairs and international organizations
    • Networking and mentorship for young professionals
    • Leadership skills for diplomacy and global policy
    • Internships, fellowships, and professional opportunities

    Regional / Area Studies

    • Middle East politics and economics
    • East Asian security and trade
    • African development and governance
    • Latin American social and political issues
    • European integration and international relations

    Interdisciplinary & Emerging Issues

    • Global migration and urbanization trends
    • Cultural diplomacy and soft power
    • Ethics in international decision-making
    • International law and treaties
    • Global health and pandemic response

    Communicating with the Onero Events TeamMandatory

    Before you start outreach to speakers, you must complete the Event Request Form — nothing later in this guide can proceed without it.

    Open the Event Request Form ↗

    Opens in a new tab — this guide can't embed the form directly here.

    Why this matters This form gives the Events and Communications team the details they need to plan budgeting, promotion, logistics, and overall coordination. Please complete it as fully as possible — accurate, thorough details are what let us support your event effectively and get resources and approvals in place in time. Questions about the form or your event go to events@oneroinstitute.org.

    1. Performing Outreach

    Overview & best practices for reaching out to speakers, in order.

    1. 1
      Start early. Reach out 2–3 months in advance so speakers can check their schedules, respond thoughtfully, and prepare. For very high-profile speakers, allow 4–6 months.
    2. 2
      Personalize your message. Tailor the outreach to each speaker by highlighting their expertise and why their perspective matters to your audience. Mention specific work, achievements, or projects — avoid generic messages.
    3. 3
      Be clear and concise. Front-load the essentials (use the Event Breakdown Doc for all the details): event topic and purpose, date/time/format, expected audience size and demographics, duration and moderator details, and any media or promotional opportunities.
    4. 4
      Provide context and credibility. Include brief information about Onero and past events — linking to prior programs or notable initiatives helps establish legitimacy.
    5. 5
      Offer flexibility and support. Indicate willingness to accommodate their schedule, and offer to handle logistics like travel, tech setup, or prep calls.
    6. 6
      Follow up politely. If you don't hear back in 1–2 weeks, send a courteous follow-up. Avoid excessive reminders, but keep showing enthusiasm and professionalism.
    7. 7
      Express gratitude. Always thank the speaker for considering the invitation, regardless of their answer — it keeps the relationship open for future collaborations.

    Template — Speaker Outreach

    Template — Co-Sponsor Outreach

    2. Event Breakdown Document

    One document per event, shared with everyone involved so the whole team is working from the same details.

    Before you start Make a copy of the template for each new event (File → Make a Copy). Title it [Name of Event] Breakdown, and share it with the Events team — Sara Uren (GW chapter events head) and Eleanor Schackne-Martello (Tufts chapter events head).

    Event Overview

    Name
    [Event name]
    Date
    Month Day, Year
    Time
    X–Y AM/PM
    Location
    [Venue or virtual platform]
    Description
    Example: The [event name] will feature [speaker name(s)] and will discuss [event topic]. The [event type — panel, talk, presentation, discussion, chat, etc.] will run [duration] from [start time] to [end time] and will be hosted at [location]. Add any relevant info like partner orgs, special accommodations, or important biographical info.

    Run of Show

    Example:

    6:30Speakers arrive
    6:45Doors open
    7:00Program begins promptly
    7:55Moderated discussion for exactly 55 minutes
    8:00Closing remarks by an Onero leader

    Space Setup

    Example — please check with the space managers at your university/location on available venue resources:

    • Podium
    • 4 white chairs
    • 2 regular chairs for moderators
    • Large LED projector
    • 1 handheld mic for the moderator (they can share)
    • 4 lapel mics

    Logistical Questions for Tech Team

    Example:

    • Is the audio at high enough quality to be used for podcast usage?
    • Would lapel mics or handheld be better for quality?

    Blank breakdown skeleton

    Copies a blank version of the fields above — paste it into your new Breakdown Doc and fill it in.

    3. Co-Sponsored Events

    A co-sponsored event is a program, panel, or activity that Onero plans and hosts in collaboration with another organization — a student group, university department, nonprofit, or external partner. Both organizations share some combination of responsibility, resources, and visibility: funding, sourcing speakers, managing outreach and registration, or joint promotion.

    For Onero, co-sponsorships expand impact and audience reach while staying true to our mission and standards — strengthening relationships, diversifying programming, and giving members access to new perspectives and professional networks.

    Important note Many members are active in other campus organizations, but when you bring Onero into a partnership, you're representing Onero's values and reputation throughout. If at any point your primary responsibility feels like it lies with the partner organization rather than Onero, reconsider Onero's involvement. All co-sponsored efforts should reflect our standards for professionalism, mutual respect, and excellence in planning and execution.

    Guidelines checklist — all co-sponsored events must meet these requirements

    1. 1
      Registration. A formal registration process is required, so Onero can track participation and engagement.
    2. 2
      Branding and promotion. The Onero logo appears on all promotional materials (flyers, digital graphics, websites, programs); Onero is tagged or mentioned in all partner digital promotion; Onero posts about the event on its own channels once materials are approved.
    3. 3
      Financial arrangements. Any shared costs (space or food) must be pre-approved by Onero leadership or the events team at least three weeks in advance, with a written agreement outlining all financial responsibilities.
    4. 4
      Staffing and on-site support. Onero provides staffing assistance for check-in, coordination, and guest management as needed, and a confirmed, accurate check-in list is maintained for data integrity and follow-up.
    5. 5
      Program involvement. Onero staff are visibly involved — delivering welcome or closing remarks, moderating, or providing staffing support throughout.
    6. 6
      Speaker sourcing (if applicable). Onero may help source and vet guest speakers for alignment with our mission and values; speaker bios and topics are shared with Onero staff for review before any announcement.

    4. Registration Form Process

    Overview of the registration platform. Registration is set up by the Events team — members don't do this themselves.

    Request registration through the Events team Email events@oneroinstitute.org or your chapter's events head to get registration set up:
    1. 1
      Custom RSVP forms. Our event registration platform manages registration and attendee communication in one place. When you set up an event, you can create a custom RSVP form to collect names, emails, and any additional details you need.
    2. 2
      Automatic communication and tracking. The system sends confirmation emails on registration, reminders before the event, and follow-ups afterward. All RSVPs and attendee info are tracked in a dashboard, so it's easy to manage registrations, check attendance, and plan resources.
    3. 3
      Attendee lists. We'll provide team leaders with attendee contacts and make sure they're added to the right lists for future communications.
    4. 4
      Check in once it's live. Once registration is set up, check in on it regularly and share the link with your networks — find your event on the Onero Events page ↗.
    5. 5
      Request social media promotion. Fill out the Social Media Request Form ↗ so Communications can promote your event.

    Planning Timeline

    Pick an event type and date — the prep timeline below builds itself backward from it.

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    No event date set yet

    Choose an event type and date above to generate its planning timeline.

    Post-Event Checklist

    Everything to close out after the event runs. Checkmarks are saved in this browser.

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