Event organiser, make the Talk to Someone New theme part of your event

Find out about the different models for encounters that can be used to facilitate meeting new people and starting a conversation at events. The event can be organised around a model, or the models can be incorporated as part of different events, such as a picnic or a trip to nature.

Models for Encounters 

• Story Sharing Café
• Speed Friending
• Theme Café
• Cocktail Party
• Vaasa Bingo
• Friendship Book

Story Sharing Café

The Story Sharing Café is a welcoming event where people from different backgrounds can meet and share everyday stories and experiences. It is important to create a safe and respectful atmosphere where all participants feel welcome and heard. Participants are encouraged to support each other and respect different experiences and views. Participants are also encouraged to listen to each other’s stories with an open mind and try to put themselves in the other person’s shoes.

The idea of the Story Sharing Café is to share stories and memories in small groups around coffee tables (about 4 people per group). Place a stack of topic cards on each table. Each person around the table takes turns to tell a short memory or story (about 2 minutes). An event organiser/facilitator may sit at each table to keep track of time and ensure that everyone has a chance to speak and is listened to. When the person telling the story speaks, others listen. The event organiser/facilitator at each table can start by sharing their own story as an example.

For example, stories can be shared for 30-45 minutes, followed by a break, after which people can switch tables to meet new people.

Different tables can also share stories in different languages, so that Finnish is spoken at one table and English at the other, for example. Some tables can even have a mixed conversation in, say, three different languages, if everyone at the table understands all of three. You can mark the languages used at each table with labels.

At the end of the discussion, participants may be invited to share one of the stories or memories with the whole group (open mic). You can also invite special guests to share their stories or provide music and snacks to participants.

Materials 

Printable question cards (Finnish / Swedish / English)

Discussion cards (Finnish / Swedish / English) and 1–2-minute hourglasses can also be booked and borrowed from the Integration Services kotouttamispalvelut@vaasa.fi

Keskustelukortit – Opin portailla (diak.fi)

Theme Café

In a Theme Café, different tables have different topics and questions to support the discussion. One table may be dedicated to music, another to films and a third to sports, for example. Participants may switch tables, and topics, after a while.

Materials 

Printable topic cards (Finnish / Swedish / English)

Speed Friending

The purpose of speed friending is not to find potential spouses, but to get to know your fellow Vaasa residents.

Arrangements:  The participants sit at a table or on chairs, always two people facing each other. The organiser sets a time limit, for example 5 minutes, for participants to chat before moving on to the next person. Question cards can be used to stimulate discussion.

Switch: When the designated time is up, the organiser asks the participants to move on to the next person. Participants move to the next table or seat or wait for a new participant to join them.

After the structured speed friending chats some time can be scheduled for informal chatting and small snacks. After the structured chats, it is easier to continue the conversation with others once you already know a bit about the other participants and have some topics for discussion.

Materials 

Printable question cards (Finnish / Swedish / English)

Discussion cards (Finnish / Swedish / English) can also be booked and borrowed from the Integration Services kotouttamispalvelut@vaasa.fi

Keskustelukortit – Opin portailla (diak.fi)

Cocktail Party

The cocktail party can feature snacks, and people are encouraged to stop and talk to as many new people as possible.​ Organisers may distribute question cards or a list of questions to participants to help them start the discussion.

Materials 

Printable question cards (Finnish / Swedish / English)

Vaasa Bingo (Finnish / Swedish / English)

Vaasa Bingo

The point of the Vaasa Bingo is not to get four ticks on the bingo line as quickly as possible, but to approach new people and make it easier to start a conversation. Participants can tick a box on the bingo card when they have asked another participant a question and received an answer. The bingo can be incorporated into many types of events.

Materials 

Vaasa Bingo (Finnish / Swedish / English)

Friendship Book

The friendship book is a simplified version of the friendship books we all remember from our childhood; it is a low-threshold tool for meeting new people.

Materials 

Friendship Book (Finnish / Swedish / English)

It is important to create a safe and respectful atmosphere where all participants feel welcome and heard.

At the beginning of the event, the organisers may want to highlight the spirit of the event and to urge participants to respect different experiences and views, listen to each other with an open mind and try to put themselves in the other person’s shoes. The organisers should also remind the participants not to pass on any personal information shared at the event.

The organisers can also talk about the principles of safer spaces and encourage participants to report inappropriate behaviour.

Principles of safer spaces:

• We respect each other’s physical and social space
• We listen to each other and give everyone a chance to participate in the discussion
• We speak respectfully about all people and groups of people
• We let everyone speak for themselves and don’t make assumptions about each other
• We deal with disruptive behaviour collectively

• The organiser/facilitator reminds participants of the rules and what is expected of them. Emphasise the need to respect the views of others and to engage in constructive discussion.
• The event organiser/facilitator may ask the disruptive person to step aside and tell them that their behaviour is unacceptable and will affect the experience of other participants.
• If necessary, the organisers may inform the individual that they may be removed from the event if their disruptive behaviour continues.
• If the situation does not improve and the disruptive behaviour continues, ask the participant to leave.
• Be supportive of participants who may feel uncomfortable or harassed by a participant’s disruptive behaviour.

We can support small Talk to Someone New events with 50€ gift vouchers (subject to availability). The vouchers are intended for events organised by smaller associations or groups, in particular. The event should support encounters and discussions between people who don’t know each other from before. Communication about the event should indicate that it is part of the Talk to Someone New campaign.

Declare your need for support here (link to the survey).

You can also apply for grants for organising events for events taking place in 2025 (site is in Finnish):

• the application period for events taking place from 1 January to 31 May 2025 is from 1 to 31 October 2024
• the application period for events taking place from 1 June to 31 December 2025 is from 1 to 31 March 2025

• Announce your event in the Vaasa Region event calendar – we highlight events linked to the ”Talk to Someone New” campaign in the City of Vaasa’s information channels.
• Add ”Talk to Someone New” to the event title, for example like this:   ”Talk to Someone New Picnic” or ”Taste the World (Talk to Someone New)”
• Use the following text in all event communications: ”This event is part of the Talk to Someone New campaign” and include a link or a QR code leading to the campaign website.
• Use the campaign logo in communication
• Put up a campaign poster in the event space and hand out campaign stickers

Campaign materials are available here: https://kuvapankki.vaasa.fi/

Pick up posters and stickers from the Integration Services at Korsholmanpuistikko 44 / kotouttamispalvelut@vaasa.fi.

Other recommended means and places to communicate about your event, in addition to the event organiser’s own channels, include

• Local social media channels
• Posters on poster stands on the promenade and at library branches, for example, and sent directly to associations for information.

Free Events and Activities sections in local newspapers are important information channels, especially for older people and those who do not use digital devices.

Instructions to eventorganisers (vaasa.fi)

You can ask for feedback on the event with a simple printed smiley face form. A printable form is available in the campaign materials. Please provide feedback on the events in the campaign feedback survey.

You can also share a link to an electronic feedback questionnaire: https://link.webropolsurveys.com/S/95BA37EB3198DC8C.