BRANCH & CAUCUS RESOURCES

Event Planning

To avoid scheduling conflicts, we encourage all groups within the Association to share details of their planned events as early as possible. Please email the event name, a brief description, and the proposed date to events@pha.org.nz during the planning stages. Our team will review the schedule and notify you of any potential overlaps with other PHANZ or partner events.

Please provide the following details for your event:

• Event Description

• Event Type

• Organising Team

• Key Contact

• Maximum Numbers

• Cost

• Budget

For major events, the Event Info Request should be submitted to events@pha.org.nz at least four months in advance, and for most other events, at least one month prior. The PHANZ website offers support for managing event registrations.

Event Sponsor

All PHANZ events must be sponsored by a caucus, branch, special interest group, or staff member. The sponsoring group or individual is responsible for developing a plan, budget, and risk assessment to ensure the event is credible and professionally delivered.

Event Promotion

Events can be promoted through our monthly pānui, social media channels and website. To promote your event through any of these channels, please contact admin@pha.org.nz.

Social Media

To request a post on our social media channels, email admin@pha.org.nz with the post text (160 characters or less), any accompanying images, and the preferred posting dates and times. Posts will be shared on Facebook and LinkedIn. Consider including relevant hashtags to enhance your post's reach.

Sponsorship

The PHANZ office manages all national sponsorship relationships. If you have suggestions for national partnerships or sponsorships, please contact ceo@pha.org.nz.

Branches are welcome to develop local sponsorship relationships, provided they align with the PHANZ Fundraising and Sponsorship Policy.

Event Registration

The PHANZ website can handle event registrations on your behalf. To list an event on our Upcoming Events page, please email the details to events@pha.org.nz. Allow up to five working days for the event to be published on the website.

Please provide:

• Event Title

• Location

• Start Date & Time

• End Date & Time

• Description (100-400 words)

• Images 

• Cost - for members and non-members

• Maximum number of registrations

• Contact Details

We can also include:

• Session details - if you have concurrent sessions running

• Dietary requirements - if you are providing catering

• Special needs

If you wish to include images, please ensure all photos are:

• Clear, clean, professional, appropriate to the article

• Attached as a separate file in the same email as your article

• File format: GIF, JPG, JPEG; Maximum file size: 1MB; Quality: Low Resolution (Web quality) 200 dpi

We can also include pdf downloads and/or links to other sites.

Evaluation

We encourage all groups within PHANZ to evaluate their events and share the findings to foster collective learning and improvement.

Branch and Caucus Officers can use their respective PHANZ Office365 account to create and distribute brief surveys to event participants quickly and efficiently.

To create a form in Microsoft Teams:

1.       Go to your branch or caucus channel in MS Teams where you want to create the form.

2.       Click the plus sign to add a new tab.

3.       Find the Microsoft Forms app and click it.

4.       Choose "Create a shared form that your team can edit and see results."

5.       Give the form a name and click Save. Alternatively, you can add Forms to a Teams channel or chat by searching for the Forms app and selecting it.

For most events, we suggest that you limit survey to 10 questions or less.

The evaluation questions should be sent at least 5 working days before your event. The survey will be sent out once a final attendance list is received. The results will be sent to you within 15 working days.

Should you require any support with creating your survey please contact events@pha.org.nz.