Autism isn’t something that only affects a family. With prevalence rates on the rise, it affects an entire community. The success of the person with autism depends on the support of others in their community, from educators and therapists to community members.
As part of my job with an Education Service Center in Texas, I organize an event called the Annual Autism Extravaganza. The 20 Education Service Centers provide joint leadership training, special education services, and technical assistance to school districts and parents in their regions. The center where I work serves 13 counties.
The extravaganza is a great opportunity for people in our region to come together for awareness, education, and acceptance of individuals with autism spectrum disorder (ASD). Attendees spend the day listening to a featured presenter, visiting community resource booths, and networking with those who share the same purpose and passion. This event brings together families, educators, medical experts, and many autism agencies to network with one another. It is during this event that families learn they are not alone on their journey.
This type of community-centered event can be hosted anywhere with deliberate planning and coordination. If you want to plan a similar event, here are some tips:
- Start early. Depending on the size, location, and number of participants you want to have, create a planning timeline that reflects the time required to finalize logistical plans, secure presenters, and spread the word. It typically takes six months or longer to coordinate everything. If possible, establish a planning committee and assign specific responsibilities (e.g. contacting and securing presenters, marketing and media coverage, grants and sponsorships, etc.).
- Choose a topic and find presenters. Choose an overarching theme for your event. You can determine what that is based on current trends, stakeholder needs, community interest, and buy-in. Whatever you decide, try to choose a topic that creates a sense of hope and provides education for and about individuals with ASD. When implemented, focus on ways that people in your community can collaborate to provide a successful environment. Once you’ve decided on your theme, identify key experts who can address the needs and drive the goals of the community event. Invite these presenters early on (months in advance) and offer them honoraria for their participation. Inviting them early shows that you respect their time and will give them enough time to prepare.
- Involve the community.
- Solicit donations. Once you’ve decided on the event theme and structure, start fundraising. Getting grants can take two to six months or longer. Look for grants and donations through private businesses, hospitals, rehabilitation facilities, universities, and nonprofit organizations that seek to support local causes and are willing to sponsor the event. Check their Web sites for contact information and available grants. Be creative in your search. For example, you can tap into local support groups, agencies that provide services to those with ASD, and clubs like Junior Achievement. There are volunteer organizations that are always willing to help as well.
- Set up a resource fair. Invite agencies and support groups to set up tables and share information with participants. These exhibitors can be charged a small fee to help offset speaker and venue costs. More importantly, these exhibitors can give families the opportunity to see what ASD services are available in their neighborhoods. Remember to invite agencies early on around the same time that you start contacting potential speakers. In fact, some partnering agencies are sometimes willing to recommend speakers for you to invite.
- Set up speaker panels. This year the topic for our extravaganza was the sibling perspective, so we organized a panel of siblings to talk about their personal experiences and answer questions. The speaker panel fosters discussion among all stakeholders and encourages community members to become more engaged.
- Enlist volunteers. Contact local colleges or universities to partner with you. We used student volunteers to help with set up, for example.
- Spread the word. Send flyers to schools, agencies, and support groups and add the date to community calendars. Contact your local TV, newspapers, and radio stations to promote and cover the event. If you invite the media to report on the success of the event, provide contact information or a Web site where interested community members can read additional information on how to get involved in the future.
- Provide gifts to attendees. Offer something for participants so they can remember the day. This can range from something as simple as handmade bookmarks to colorful sibling workbooks (graciously donated by OAR this year). Give all attendees certificates of participation too.
- Gather information. Give participants several opportunities throughout and at the end of the event to complete evaluation forms. Use their feedback and future suggestions to reflect on areas that were strong or needed improvement.
- Say thank you. Be sure to publicly recognize those who have helped make the day possible: speakers, agencies, sponsors, volunteers, and attendees. For the sponsors, add their names to your program, give them reserved seats, and run looped PowerPoint presentations with their names and logos during breaks and throughout the day to show your appreciation for their involvement. When the event is over, mail thank-you notes with turnout results. Notify sponsors of your tentative plans to hosting the event again if you plan on doing so. This gives them an opportunity to consider being involved again.
Remember to build relationships in your community and don’t be afraid to ask. You might be surprised how eager people are to support community events. Most people want to help and are just waiting to be asked.
You’ve heard that “it takes a village to raise a child.” I believe it “takes a village” to create a successful educational event that impacts an entire community.
Lisa White is a speech-language pathologist with over 20 years of public school experience. She currently serves as a consultant in the areas of autism and speech pathology at an education service center in Texas. She spends her time training and working closely with educators, students and parents on creating successful environments for individuals with autism spectrum disorder.
