While core events are amazing, reliable, and always follow a fixed format, it's good to spice things up a bit! Special events are the perfect opportunity to let loose, get creative, and have some fun. We've got all the juicy deets on how to plan the best event ever, including format ideas that are sure to get everyone hyped!

4 Types of Special Events

1. Outreach Events - Organised by the Ambassador team

2. Satellite Events – Organised by an Ambassador for up to 100 participants of a specific language culture.

3. Parties – Organised by an Events Manager up to 4 times per year

4. Test Drive – Organised by an Event Manager up to 2 times per year to cover the cancellation of a core event

🎤 Inclusivity Guidelines

In line with the Mundo Lingo Philosophy we aim to keep it chill and let people be themselves! Everyone should feel comfortable and included which is why we don’t do ‘obligatory participation’ like ask them to dress a certain way, sing karaoke, or do anything that creates a ‘collective peer pressure’. Everyone should be able to relax and enjoy the night on their own terms.

We also can’t make events promoting an aliegence to a nation, religion, cause, or collective in accordane with Branded Solidarity.

Parties are given some flexibiliy. For example you could hire a DJ, have neon lights and loud music. If it’s a Halloween theme we can give out optional masks to pick up on their way in.as long as we provide all the materials for free.

💸 Finances

• Outreach Events (Option 1) free and don't accept sponsorships. We keep it simple and meet in public spaces without any commercial aspect.

• Satellite and Party events (Options 2 and 3) sponsored by the host venue and entry is free.

• Test Drives (Option 4) sponsored by the host venue and entry is free of charge.

Donations and cover charges. Profiting from the public through “donations” using our brand is prohibited. Nonetheless, sometimes basic materials are needed in order that Satellite Events may flourish. Flexibility is given in the concept of donations up to and not exceeding 5 USD per participant and not exceeding 200USD total for the event. If you suggest donations you must post receipts to your Embassy and report any resulting profits. Any profit made as a result is re-invested into the next satellite event.

1 · Outreach Events

Take Mundo Lingo to the streets! This is our way of giving back to the local community. From picnics to flash mobs; we set up in public plazas, monuments, parks, and landmarks and offer Mundo Lingo for free to the general public.

It’s a great way to create a buzz that really gets people talking, and the social networks trending.

→ Pic Nics, Flash Mobs, public gatherings

Where - In a public plaza, monument, park or landmark, preferably far from traffic, building sites or other major sources of noise or danger. Be careful not to block passage of pedestrians in tight areas such as bridges.

Activity - Like any Mundo Lingo event but outdoors and we can encourage participants to bring food and drinks. Flags and cards are distributed, and a photographer is there to record the event. Our very public crowd attracts the interest of passers-by who we invite to join.

Preparation - A Green-light should be requested first and sometimes authorisation is needed from the authorities depending on your local laws.

→ International Meet and greet

Location - Meet and greet international visitors at the airport or major transport hub.

Activity - Put on your Mundo Lingo flags and welcome lost tourists as they exit the arrival hall. Start with a friendly “Hi, is it your first time here?” and follow up with “Where are you from?” Offer help with finding a reliable taxi, bus or train, as well as suggestions for sim cards, money exchange or local food and cultural activities. Your multilingual skills will come in handy when communicating with the tourists. Once you've provided assistance, hand them a Mundo Lingo card and introduce them to our community.

Preparation - It’s best to call the airport first. Let them know that we are guides that want to greet tourists and help them for free, just so we can practice our languages.

2 · Satellite Events

Satellite events are weekly events run by Ambassadors based on their language of choice. For example, a Spanish cookery class would be conducted entirely in Spanish.

The Manager provides full training and necessary resources but the Ambassador is responsible for everything from negotiating with the venue to creating the event on Meetup. Just like our regular events, satellite events must be strictly free and finances treated the same as our usual events.

Examples of potential events:

• Spanish Asado (BBQ) 
• Coffee or Icecream in Italian
• Japanese Afternoon Tea
• Spanish Salsa class.
• Dim Sum and Chinese
• French Original Language Cinema night
• Arabic Afternoon Tea

3 · Party Events

Party Events help mix things up, drum up extra publicity and bring our community together for one big night. We hold up to four pre-scheduled parties throughout the year, each with its own unique theme and atmosphere. From Halloween and Spring parties to summer barbecues and rooftop soirees, there should always something to look forward to.

🎤🎧 DJ’s and Karaoke are okay!

→ End Of Year Party

Obligatory? Yes for cities over 12 months old.

When - Between December 20th and January 7th. Preferably between Christmas and New Year’s Eve - You may think it's counterintuitive, but while locals are busy with their families in other parts of the country, many foreigners stay behind and crave some company. That's where we come in - spreading joy and warmth during the festive season!

Where - Shake things up and try a new venue! With the potential for a larger crowd than your regular events, use this to your advantage in negotiations. Not only does it add a novel spin, but it also allows you to see how the venue handles your event, potentially positioning themselves as a future Mundo Lingo venue.

Event Description Example: The most international crowd in <CITY> meets for the last time this year and boy what a year it's been! The Mundo Lingo team wants to celebrate that a new year of linguistic and cultural exchanges is starting and to show our gratitude to all of you for your support during 20XX, we invite you to come and party with us on <DATE> in a beautiful new location. This is a chance to meet up with all the folk you've met over the last 12 months in ML and celebrate 20XX together.

Saturday December <DATE> -Free Entry -Free pizza for the reception at 9pm -Happy Hour until 1am -Live DJ's

We'll be starting out like a normal Mundo Lingo event with easy music and conversation and as the night progress we'll be eased into party mode. Of course, like all our events entrance is free.

→ Worldwide Anniversary Party

Obligatory? Yes for events over 12 months old.

When - 1st – 14th of July.

Where - See ‘End of Year Party’ above.

Event Description Example: This week Mundo Lingo celebrates X years of linguistic and cultural exchanges! Your Mundo Lingo team want to celebrate this great milestone and to show our gratitude for your support during all these years we’d like invite you to come and party with us. We're starting at 9pm with a free gourmet tapas so you don't skip dinner followed by a healthy slosh of Happy Hour until 2am. Of course, like all our events entrance is free. We'll be starting out like a normal Mundo Lingo event with easy music and conversation and as the night progress we'll be eased into party mode. Of course, like all our events entrance is free.

→ Halloween Party

Obligatory - No.

When - Halloween is on. Halloween parties are held within a few days before or after the 31st of October, preferably the same day as your normal event.

Where - Up to you but usually in one of your normal venues.

Event Plan - If you want to do something different this could be your opportunity to do something weird. Face painting, zombies, mask party, there’s all kinds of options. However, you must provide the materials, requiring participants to wear costumes isn’t okay for the above mentioned reasons.

→ Other Party Events

Obligatory - No.

When - Whenever you like but with at least a 2-month buffer from other Party events Where: Up to you. Event Plan: Okay, finger-wagging time:

• No Religious events (See ‘Branded Solidarity’)

• As mentioned above, no events requiring special action on behalf of the participant such as bringing costumes.

• No competitions; ask us for more explanation in person if you like.

• No branded events, that includes the bar’s brand.

• No sporting events.

4 · Test Drives

Did your long-term venue let you down? Time to flirt with other potential candidates in your city 💞. During the year you’ve been adding other venues to your venue map. It’s time to call them up, drop by, give them the venue guide and ask if they want to try us out for just one night. It’s a one-off thing, no strings, but if it goes well, who knows, maybe we’ll work together in the future.

···→ Same rules apply (20%, music, lighting, seating).

···→ 1 Test Drive per Venue, 4 Test Drives per year

✅ Party Event Check-List

🎉 Ready to party? It's time to make some noise and show your city what Mundo Lingo is all about. This is a great opportunity to boost Mundo Lingo’s profile in your city. Many new regulars first learn of Mundo Lingo when a friend takes them to a Mundo Lingo Party. First impressions count so it’s important that it goes well.

You will need:

• Flag stock – However many you need, double it!

• Flaggers – At least 2 Flaggers

• Access to the venue 1 hour prior

• Make sure the bar is set up.

And last but not least, make sure the bar is set up and ready to go. We know it's technically not our job, but trust us - a poorly organized bar will ruin the whole night (and reputation). Better safe than sorry!

🚶‍♂️Walk-in Check List

Before you open the doors, make sure you go through this quick checklist to ensure everything is in place:

• Fully stocked fridges are switched on and ready to go (-1 hour)

• Surfaces are clean, bathrooms are stocked with toilet paper, and the floors are clean (-1 hour)

• Tables and chairs are positioned properly for maximum mingling (-45 minutes)

• Flags laid out and organized (-45 minutes)

• Lights set up, ambience perfected (-30 minutes)

• Any food that needs to be cooked is prepared, and the ovens are turned on (-30 minutes)

• The bar is fully stocked, and the ice and bar staff are ready to go (-15 minutes)

• Ambassadors are briefed and ready to help out with anything that comes up (-15 minutes)

• Do a final run-through of the venue, checking lighting, temperature, cleanliness, bar, toilets, chairs, and tables (-10 minutes)

Once everything is checked off, you're ready to open the doors and welcome the Mundo Lingo community!