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Field playbook · roles/01c-house-party-playbook.md

House party playbook — execution manual

Use this when you are hosting or captaining a small in-home or private-space gathering (typically 10–20 people). Pair with Events · hosting playbook inside seven days.

Types (pick one primary purpose)

FormatPrimary outcomeTypical size
Meet-and-greetIntroductions, story, light Q&A10–15
FundraiserCompliance-approved ask; treasury rules8–40
Listening sessionNotes to leadership; minimal “speechifying”8–15
Volunteer recruitmentSignups to /volunteer and lane placement10–20
Student / campus-adjacentShorter program; student hosts8–15

What good looks like

  • Guests know date, address, parking, and expected length before they arrive.
  • Host feels supported — not solo on signup, room setup, or follow-up.
  • One primary ask (RSVP, volunteer shift, or compliant donation path — not three competing asks).
  • 72-hour follow-up completes for every new face.

Phase A — host recruitment (T-21 to T-14)

  • Name a host with suitable space, temperament, and local credibility.
  • Confirm host availability and any house rules (shoes, pets, accessibility).
  • Draft guest target (e.g. 12 confirmed / 18 invited) and relational owners (who invites whom).
  • Schedule a 15-minute host brief with Events lead: purpose, run-of-show, compliance touchpoints.

Phase B — guest list and invites (T-14 to T-7)

  • Build list: 60% relational (named invites), 40% strategic new faces — adjust to reality.
  • Send first invitation (email or text) with save-the-date + RSVP path.
  • Assign P5 invites: each coordinator invites their five with personal lines.
  • Track RSVPs in a simple sheet: name, invited by, dietary/access notes, follow-up owner.

Phase C — reminders (T-7 to T-1)

  • T-7: gentle “hope you can make it” nudge from inviter, not mass blast.
  • T-3: confirm catering / snacks; buy or delegate.
  • T-1: send 24h reminder with parking, start time, what to bring, host phone.
  • Print or cue signup QR + spare paper consent paths if needed.

Phase D — room setup (T-2 hours)

  • Flow: entry → nametags → drinks / food → chairs in semicircle or small clusters.
  • Signup station near exit with lit phone / tablet and paper backup.
  • Quiet corner for one-on-one conversations after the program.
  • Photo policy visible; default to opt-in group photo only.

Phase E — run-of-show (example 75 minutes)

  • 0–10 — Host welcome; land acknowledgement if your community uses one; house norms.
  • 10–25 — Kelly or surrogate: short why I’m here + one local story (factual, kind).
  • 25–40 — Listening block or Q&A with ground rules (respect, brevity, no pile-ons).
  • 40–50 — Single ask: volunteer table shift, next event, or compliant fundraising path.
  • 50–60 — Mixing; coordinators tag two follow-up owners Live.
  • 60–75 — Thank-you; repeat date for next action; clear exit cue.

Donation ask (fundraising variant)

  • Treasurer / HQ approves language and mechanism before invites go out.
  • Host never improvises matching claims or legal disclosures.
  • Use printed or linked compliance footer; capture employer/occupation if required.

Invitation scripts (short)

Relational text:
“I'm hosting a small gathering for neighbors who want to hear [topic / Kelly] in a living-room setting — [date], [time]. Can I count you in? I'll send the address when you RSVP.”

Second touch:
“Quick nudge — we're at [X] RSVPs and I'd love you there if you're free.”

Follow-up workflow (within 48–72 hours)

  • Thank host publicly (appropriate channel) and privately.
  • Every attendee gets a bucket: volunteer, donor-prospect, introduce-to-precinct, or nurture.
  • Log outcomes in dashboard or shared sheet — feeds Events KPIs.

When things go wrong

  • Low RSVP: shrink room, shift to coffee-hours format, or merge with another micro-event within 10 days.
  • Noise / neighbor tension: keep volume down; end on time; debrief upstream.
  • Host fatigue: rotate captains; never burn one address repeatedly without relief.

Related playbooks

  • Events · hosting playbook — day-of timing for generic gatherings.
  • Events · fundraising receptions & county parties — larger money events.
  • Weekend Community Immersion — multiple small gathers in one weekend.
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