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History Club Startup Guide  ©2007 LPH

  1. The Overview:
    1. Define the club’s interests and goals
    2. Determine when and where meetings will be held, esp. the first one
    3. Create club charter and management structure
    4. Spread the word about club formation
    5. Meet to:
      1. create event ideas together
      2. introduce club charter
      3. assign responsibilities
    6. Ongoing publicizing
    7. Meet regularly to:
      1. update and plan
      2. share history knowledge
      3. have fun working together on projects
    8. Critique and improve club effectiveness


  2. In Detail:
    1. Define the club’s interests and goals
    2. Determine when and where meetings will be held, especially the first one
      1. Boys & Girls Clubs have free meeting rooms by appointment
      2. Church or school facilities may be available on Saturdays
      3. Public parks are nice in the summer time
    3. Create club charter and management structure
      1. (Attached is an LPH Club Charter)
    4. Spread the word about club formation
      LPH will soon offer free specialized member networking resources similar to Care2.com upgrades. The LPH networks will be national, with regional or local chapters. Until then, here are some suggestions to get you started:
      1. Word of mouth is free! Start talking to friends, family and co-workers.
      2. Find forums and online groups to announce to.
      3. Run newspaper ads. This requires an out of pocket expense.
      4. Join local parades, or other opportunities for costume & signage display. Small town parades often do not require participation fees.
      5. Send or post invitations to churches, museums and schools, if applicable. Request announcement inclusion in the organization’s newsletter(s).
    5. Hold the First Meeting:
      1. Every participant should come with a planning calendar, paper and pencil, and any interesting props or costumes they already own (this generates excitement and helps initiate conversation among strangers).
      2. A membership roster should be prepared in advance so that members can sign and provide further contact information and permission for inclusion in a group directory.
      3. Brainstorm activity idea(s), and determine purpose (fun or profit)
      4. Approximate timeline for the creative process, as well as the activity date(s) and location(s)
      5. Approximate budget for publicity, props, site rental
      6. Develop fundraising ideas and strategy, if necessary
      7. Brainstorm together for preliminary list of responsibilities, including research (everyone?), publicity, prop creation or attainment, site reservation, photography & documentation, newsletter, treasurer, etc..
      8. Elect officers.
      9. Introduce and review charter
    6. Ongoing publicizing
    7. Meet regularly to:
      1. update (report, give accountability)
      2. share history knowledge
      3. have fun working together on projects
      4. plan event program(s) / delegate (use the History-Based Event Planning tool at www.squidoo.com/playhistory/ for greater detail and critical recommendations)
        1. location: visit site, see restrooms, evaluate capacity and parking, find out safety codes and regulations, perimeter security, electricity and water, shade or rain contingencies, #of directional signs needed and where, seating options, lighting, ambiance, noise, smells, possible challenges to setup / tear down, mud or dust, etc.
        2. speeches and tours: who, what, how long?
        3. food and beverages, including alcohol license, if applicable
        4. name tags or other identification strategies
        5. event activities: novelty reigns supreme
        6. publicity: event logo and product sales, posters, flyers, programs, phone calls, guest list (including media), media kits
        7. vendors?
        8. hired services?
      5. Critique event outcome
        1. How did event go in relation to our goals?
        2. How well did we follow the agenda and stay on schedule?
        3. What should be done differently next time?
        4. What were some of the challenges we faced? Were they resolved?
        5. How well did we utilize our member expertise?
        6. What areas need more focus next time?
    8. Critique club effectiveness
      1. When meetings are not enough, circulate a survey among members


      The LPH Club Charter following is not required to start a club. It is required if you would like the affiliation of LPH.

      For official affiliation, please send LetsPlayHistory.org/.com a copy of your group’s finalized charter, along with the contact information of the club President.

LetsPlayHistory.org/.com Club Charter  ©2007 LPH

  1. Name: XYZ Group
  2. Statement of Purpose: The purpose of this organization is to:
    1. Authentically reenact __________ history as a form of history preservation. In cases where some of the historical material may be publicly offensive or sensitive, the XYZ Group will exercise moral decency and utmost discretion with all due respect, taking no excessive liberties.
    2. Educate people about __________history.
    3. Spread the joy of naturally learning history from a single point of interest.
    4. Promote LetsPlayHistory.org/.com (LPH), and uphold the LPH mission.
  3. Affiliation: The XYZ Group shall be an official chapter of LetsPlayHistory.org (LPH)
    1. Through this affiliation the XYZ Group is entitled to all rights and benefits conferred upon them by LetsPlayHistory.org as an official LPH Club chapter, including:
      1. Recognition by LPH as an officially affiliated LPH chapter.
      2. Legal rights to use the name “LetsPlayHistory.org/.com”.
      3. Permission to use materials copyrighted by LPH and/or provided by LPH.
      4. The right to promote LPH and other LPH Club chapters at functions.
      5. Advice and help in running an LPH Club.
    2. The acting president of XYZ Group shall present LPH with a report at the end of each year detailing the activities of the XYZ Group during that year, and explaining how those activities do or do not uphold the mission statement of LPH and the statement of purpose of the XYZ Group.
    3. The XYZ Group shall undergo an annual evaluation, based on said report, at the end of each year to determine the extent to which the activities of the XYZ Group have or have not upheld the mission statement of LPH and the statement of purpose of the XYZ Group.
    4. The LPH Board of Directors shall have the authority to revoke affiliation with the XYZ Group, at their discretion, should:
      1. The activities of the XYZ Group and / or leadership at any time violate the mission statement of LPH or the statement of purpose of the XYZ Group.
      2. The president of the XYZ Group fail to submit a report at the end of each year detailing the activities of the XYZ Group during that year and explaining how those activities do or do not uphold the mission statement of LPH and the statement of purpose of the XYZ Group.
      3. The annual review by LPH concludes that the leadership of the XYZ Group is not upholding or is not prepared to uphold the mission statement of LPH or the statement of purpose of the XYZ Group.
    5. Should affiliation with LPH be revoked by either party at any time, the XYZ Group shall no longer have any of the rights and benefits conferred upon them in section III A, 1-5.
  4. Membership:
    1. Any LPH member or non-member interested may officially join the XYZ Group.
    2. Only LPH members may hold office in the XYZ Group.
    3. Only XYZ Group officer shall spend the organizations funds.
  5. Events, Meetings, and Promotions of Views:
    1. The acting president shall determine XYZ Group meeting dates and agenda.
    2. The XYZ Group shall host events, speakers, and discussions according to statement of purpose.
  6. Officers:
    1. The organization shall have three (3) officers:
      1. President and Director of XYZ Group.
        1. Shall have a modest to good knowledge of the history period of interest.
        2. Shall use and convey this knowledge whenever necessary at events, meetings, and promotions.
        3. Shall be the official spokesperson for the club on issues related to history point of interest.
        4. Shall oversee and take responsibility for club activity success, evaluation and management.
        5. Shall publicly adhere to and abide by the statement of purpose of the organization.
        6. Shall present LPH with a brief report at the end of each year detailing the activities of the XYZ Group during that year, and explaining how those activities do or do not uphold the mission statement of LPH and the statement of purpose of the XYZ Group.
      2. The Vice President.
        1. Shall have a modest to good knowledge of the history period of interest.
        2. Shall use and convey this knowledge whenever necessary at events, meetings, and promotions.
        3. Shall assist the President in duties, and be the official spokesperson for the club when the president is unavailable.
        4. Shall publicly adhere to and abide by the statement of purpose of the organization.
      3. Treasurer.
        1. Shall keep books and manage funds of the club.
        2. Shall be accountable to the President and Vice President of the club.
        3. Shall publicly adhere to and abide by the statement of purpose of the club.
    2. Failure of any officer to uphold the duties of their office are grounds for removal from office.
    3. An officer may be removed from office, or elected to office by a 2/3 vote of all XYZ Group members.



 


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History-Based Event Planning Guide  ©2007 LPH

  1. The Overview:
    1. Define event objectives
    2. Decide date and location
    3. Meet to:
      1. Develop budget
      2. Delegate responsibilities and set up task reporting
      3. Create guest list (i.e., public, media, or members only, etc.)
      4. Creatively plan the program
    4. Disseminate information to all group members
    5. Get insurance
    6. Direct the event
    7. Group critique results and suggest improvements for next event
  2. In Detail:
    1. Define event objectives
      For fun or for profit? Group or public? Adults and children? Guests in costume, or just members?
    2. Decide date and location
      Visit site, see restrooms, evaluate capacity and parking, find out safety codes and regulations, perimeter security, electricity and water, shade or rain contingencies, number of directional signs needed and where, seating options, lighting, ambiance, noise, smells, possible challenges to setup / tear down, mud or dust, etc.
    3. Hold Meeting(s) to:
      1. Develop budget
        Site, lodging, administration, audio/visual, hired help or entertainment, exhibition, décor, food and drink, insurance, labor, marketing, phone, postage, signage, transportation, etc.
      2. Determine fundraising strategy, if needed Registration fees, admittance charge, sponsorships and advertising, booth sales, merchandise sales, audio/video/photo sales
      3. Creatively plan the program
        1. Speeches and tours: who, what, how long, and what order?
        2. Food and beverages, including alcohol license, if applicable
        3. Name tags or other identification strategies
        4. Event activities: novelty reigns supreme
        5. Publicity: event logo and product sales, posters, flyers, programs, phone calls, guest list (including media), media kits (below)
        6. If public is invited to come in costume, how will you direct how-to information to the public in advance?
        7. Vendors?
        8. Hired services?
      4. Create guest list (i.e., media, public, members, adults, children?)
      5. Determine need for insurance
      6. Delegate responsibilities and set up task reporting (accountability)
        1. Secure insurance?
        2. Finalize site procurement / know the contract
        3. Create / set up directional signage
        4. Direct traffic
        5. PR, each facet including name tags, media kits, posters, flyers, phone calls, advertising, media contact during event, etc..
        6. Setup / tear down / clean up
        7. Technician services
        8. Cash box
        9. Direct vendors
        10. Direct hired help
        11. Newsletter or other information dissemination
        12. Food and drink, including liquor license, if necessary
        13. Chair rental / pick up / drop off
        14. Anything else? Brainstorm.
    4. Disseminate information to all group members
    5. Get insurance (?)
    6. Direct the event
    7. Group critique results and suggest improvements for next event
      1. How did event go in relation to our objectives?
      2. How well did we follow the agenda and stay on schedule?
      3. What should be done differently next time?
      4. What were some of the challenges we faced? Were they resolved?
      5. How well did we utilize our member expertise?
      6. What areas need more focus next time?

How to Prepare a Media Kit  ©2007 LPH

  1. Members of the media look for the following:
    1. Industry trends - reenacting is gaining appeal for its educational, entertainment, and cultural value.
    2. Statistics, if any (related to today or history)
    3. Information on do-it-yourself material
    4. Useful advice
    5. New product or service information
    6. Human interest stories
    7. A one page club or LPH bio including structure, staff, and revenue sources. They do not want executive officer bios!
    8. Complete product or service information, including photos, distribution methods and pricing (LPH or club event photos, LPH website, how-to guides priced from $3-10 on average, LPH 3 Squares a Day fundraising blog, LPH www.squidoo.com/playhistory lens)
    9. Contact information (Club leadership)



 


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Historical Party Plans - Checklist  ©2007 LPH

  1. The Overview:

      Choose a theme
      Budget
      Secure a site
      Plan activities and games
      Photography
      Shopping
      Create invitations
      Develop guest list
      Secure set up / clean up / hosting help
      Arrange for plenty of coolers
      Shopping the day before, or day of
      Cooking and decorating the day before, or day of
      Host

  2. Checklist Detail:

      __Grab a notebook and pencil, and put your plans in writing…
      __Choose a theme - your daydream. Brainstorm props, costume and decoration ideas. Decide if guests will be invited to come in costume.
      __Budget for site rental, props and decorations, invitations and postage, food (provided by you, or catered, or pot luck?), cleanup, entertainment and music, games and prizes or gifts, hired help, rentals (chairs?), photography, and 10% miscellaneous. Create a shopping checklist with rough estimates.
      __Secure a site as early as possible. Public parks are generally reserved through county offices. Knowing where the party will be held will help you determine how many guests you can reasonably invite, and what kind of props can be utilized. You may need to visit a site or two to ascertain amenities, including shade.
      __Game ideas - do a little online research. You may want to reinvent familiar games to fit your theme, or actually utilize games that would have been played at the time.
      __Photography. You will want pictures! If you can't be taking them yourself, ask one of your guests, a student acquaintance, or hire a photographer. Instant cameras are always the most fun at parties, but plan about a buck ($1) per shot for the film.
      __Shopping for, and creation of props and costumes. Don't procrastinate... hop on it early just in case it turns out to be more difficult than you originally imagined.
      __Create the guest list, complete with current mailing addresses.
      __Create and send the invitations. You can purchase ready-made cards, or you can create your own using a computer, or printer-ready stationary. It should include who, what, where, when, and why. RSVP requests generally get answered when you include a SASE and reply card in your invitation. Don't forget to note cover charge, if any, and age requirements, if any. Some people prefer to be notified if alcohol will be served. If guests will be invited to come in costume, add a slip in the invitation that gives costume store, or second hand store locations & contact information. You will also need to create an insert with driving directions to the site.
      __Ask a friend or family member for help. You will need set up and clean up, as well as hosting help, especially if you're doing the cooking.
      __ Secure coolers, yours or borrowed. Get 'em cleaned up in advance.
      __Shopping the day before: ice, drinks, chair rentals, food, decorations. Use your shopping checklist(s).
      __Cooking and decorating the day before, or day of
      __Host - have fun!