ASSEMBLE GUIDANCE
CONTENTS
OVERVIEW
Assemble is a chance to understand the beauty of Charity Week, to understand why it is better for us as individuals, why it is better for institutions and why it is better for the orphans and children in need, why WE ALL UNITE together in Charity Week and beyond.
It is a chance to INSPIRE all. To prove to their hearts that UNITY is the answer to the problems we are facing everywhere.
Assemble is a great way to introduce Charity Week to your institution/community. It’s usually done around a month before Charity Week and provides a chance to understand the beauty of Charity Week, to understand why it is better for us as individuals, why it is better for institutions and why it is better for the orphans and needy children, why WE ALL UNITE together in Charity Week and beyond. It also gives an opportunity to build your Charity Week team!
It is a chance to INSPIRE all. To prove to their hearts that UNITY is the answer to the problems we are facing everywhere.
Assemble GOals
This is the most important part. If we don’t fulfill these goals, we may have hosted an event—but we haven’t served the Vision.
- We bring Institutions to Assemble to inspire them to unite. Above All people should get a taste of Unity.
- Making sure our Mission Team members can perform their role and connect with institutions on a better level.
ASSEMBLE AGENDA
Please note timings are advisory, and of the mandatory components of Assemble. You may consider to add other components such as an ice-breaker, break time.
| Purpose | Duration | |
|---|---|---|
| Quran Recitation | Starting off in the best ways with the words of Allah SWT | |
| Host Welcome | Introducing yourself, giving CW a face that people can approach throughout the day | 5 mins |
| Icebreaker | Making sure people can get connected and get to know one another in a fun and easy way. Setting the tone for interactions of the event. | 20 mins |
| “What If” Talk | Introduction of this year’s theme Keeping CW fresh Applying case study to Charity Week to make the concept of Unity more relatable. Make people understand unity and how to unite. |
25 mins |
| Essentials Workshop | Providing an overview of Essential information our Institutions need to know as they plan their Charity Week | 25 mins |
| Projects Workshop | Giving Institutions an insight into the projects they could fund this year and highlighting their impact throughout the years. Practically showing what unity means and how a united project is different to a project, people do by themselves. Make sure people understand the VALUE of unity in money and impact. |
30 mins |
| Projects Talk | Allows our institutions to understand why we need to unite, and how by uniting we don’t need to make those difficult decisions to choose one child over another. Emotionally convey the Value of unity. Make sure people understand that unity vs no unity is the difference between lives saved. |
20 mins |
| Workshop 3 | Workshop 3 can be tailored completely for your country/ region. Refer to the Workshop 3 guidance here. [link down to Workshop 3 section] | 30 mins |
| Vision Talk | The aim of this talk is to inspire our Institutions to unite inside and outside of CW. By helping them understand the true impact they can have, they’ll return to their Institutions even more motivated to organise their best Charity Week yet, inshaAllah—and may even be inspired to re-evaluate how they work as a team overall. |
25 mins |
pre-event actions
- Finalize format (Online/in person, national/regional), Date & Time
- Book the venue
- Finalize assemble itinerary
- Send invitation to Institutions
- Finalize speakers & host
- Finalize food & refreshments
- Finalize other roles
- Finalize the plan for the Day
Online Registration / Ticketing
Once your venue and date/ time is finalised, please add the details to the Knolling Document and email the details to admin@charityweek.com to allow us to create the Ticket Tailor registration links accordingly.
POSTER
- Make a copy of the poster – do not edit the above link directly. To make a copy, select “File” > “Make a Copy”.
- Use the poster with the event title that is applicable to your country
- Edit the copy and add the details of your events
- Please keep colours and fonts as they are to keep the branding consistent.
Please note:
- Pages 1-3 are for UK, South Africa, Malaysia, Ireland, Pakistan, Malaysia and Norway
- Pages 4-6 are for Germany
- Pages 7-9 are for USA
- Page 10 is for Qatar
TALKS
Hosting Tips & Guidance
Talk 1: What If
Talk 2: Projects
P.S. This talk is the same as last year
Talk 3: Vision
Workshop 1 [Essentials]
Workshop 2 [Projects]
PHASE 1
VENUE BOOKING
| General advice | Consider venues you have used previously - we don’t need to reinvent the wheel if we have used a venue in previous years that worked well for the format of the Assemble. | ||||||
|---|---|---|---|---|---|---|---|
| Layout/ Type of Space Available | Consider the format of Assemble while picking your venue. Assemble is split into several talks and workshops. The venue should be able to accommodate a theatre style layout as well as supporting interactive workshops. Some regions have used lecture halls for the talks but an open room at the university to support the workshops; others have used classroom style formats or available space in the local IR office. **Make sure you also have a suitable space for prayer and somewhere to set up food/ refreshments |
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| Location | Decide on a city that is central in your region, don’t choose somewhere that is difficult for everyone to attend Choose a site that is near to a car park/ close to local transport links. Consider the availability of parking. |
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| Capacity | Calculate the number of attendees based on the number of Institutions taking part and the number of people expected to attend per Institution. Some Institutions bring their whole committee and some will only send a handful of representatives - work with your Vision and Mission team to understand this better. |
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| Budget | Finance will finalise this- call your finance rep, build that relationship up with them. Base it on last year’s budget Do not spend unnecessarily- know how much is too much! Set yourself limits |
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| Other | Refreshments - will the Venue allow you to have snacks/ refreshments? | ||||||
AV Considerations
Unlike the Annual Dinner, we won’t need to hire external AV for the Assemble. However, we should still keep the following in mind:
- Screens: The venue must have a sufficient number of screens so all attendees can clearly see the presentation and workshop content.
- Microphones & Speakers: Ensure the audio setup is loud and clear enough for everyone in the room to hear the speaker comfortably.
- Ethernet Cables
- Power Plugs
- Wifi
Setting the date/time
We recommend scheduling Assemble during the last two weekends of September. This timing allows Institutions enough space to reflect on what they’ve learned and begin applying it to their own Charity Week preparations.
When finalizing the timing for Assemble, please take into account travel time for attendees and the overall duration of the event.
PHASE 2
HOSTS AND SPEAKERS
It is the Shura’s responsibility to allocate a Host and Speakers for each of the talks and workshops at Assemble. This is more than just filling roles—it’s a valuable opportunity to identify and train future leaders within your team.
As you make your selections, please refer to the guidance below to ensure each person is well-suited and prepared to deliver with impact.
- Host – The host should be an approachable and welcoming presence. They help set the tone for the entire room, as the audience often mirrors the host’s energy and reactions.
- What If Talk – This role requires a charismatic and compelling speaker who can deliver with passion and conviction.
- Projects Talk – Like the What If Talk, this should be delivered by a passionate and persuasive speaker. If your local Islamic Relief representative is attending, they may be a great option to present this session.
- Vision Talk – This is your make or break moment. If you want attendees to leave the room fired up and ready for Charity Week, your vision speaker must deliver an unforgettable, high-energy talk that brings the mission to life.
With these roles, training is absolutely essential. Standing on stage and reading from your phone does not fulfill your Amaanah. The words you speak can inspire someone to give an extra day, an extra hour—or even join the Charity Week team next year. Your delivery can be the difference between life and death for our brothers and sisters in need.
So, train seriously. Prepare with intention. And if you’re unable to give this role the dedication it deserves, it’s better to pass it on to someone who can do it justice.
Recordings of the talks and workshops have been provided as a guide, but you are strongly encouraged to adapt them and deliver in a style that feels authentic to you.
Please update the Knolling Doc – Events tab with the speaker details for each section of Assemble. Speakers will be added to centralised Whatsapp groups to allow us to deliver Speaker Training.
Finalise itinerary
Refer to the Assemble Itinerary provided above. Allocate timings within the time constraints of your event.
General Guidance
- Salah Time – Make sure to plan in Salah times accordingly and ensure we have made the accommodations for Salah.
- Breaks – Allocate time between sessions for attendees to rest, refresh, and stay energised. These breaks aren’t just practical—they’re also a valuable opportunity for your team to connect, engage, and build relationships with Institutions throughout the day.
- Allocate at least 30 minutes for registration. Your event start time will be the start time of registration
- Allocate time for ice breaker as per your customized plans i.e if you are planning for an activity different from the one suggested by the board
- After each session, take into account 5 min for movement of speakers, AV/tech issues, particularly for breakout rooms where the audience will be expected to move around to different spaces
- Be mindful of prayer times, make it efficient & useful. Training video on planning Prayer Times
- Consider Lunch & Refreshment breaks
- Make sure enough time is allocated for each session
Defining Workshop 3
Workshop 3 is your opportunity to provide added value to your participating Institutions. Utilise the feedback from your Mission team to understand what kind of session will provide the most value to them. We have provided some of our ideas below:
- How to Auction
- Sponsorship Market place (invite potential sponsors to hold a stall for institutions to go and talk to them)
- How to ignite Unity in your Institution events
- How to use AI to boost your work
- How to avoid burnout/ How to foster Unity in your Team
- How to set up a Unity Team to make your events feel of higher value
- How to host events
- Balancing your ISOC finances
- How to make your Auction Dinner not just any Dinner
- How to find sponsors
PHASE 3
Plan for the day
While planning for the Assemble, visualize the event end-to-end from the start to the end; categorize your activities as pre-event, during the event and post-event. Consider the Assemble Framework we have created to help with some direction. We miss out on the 1:1 opportunities at Assemble. This year to distribute resources, why not set up a production line where institutions visit each table to collect their T shirts/ buckets/ other resources. Whilst they collect resources you can answer any other questions and provide other support!
1. Pre-Event
- Once you have the venue booked, the food & refreshments plan sorted and the agenda finalized, you can move on to the next step
- Invitation & Registration – Send registration forms to the teams requesting their attendance, Since this is an internal event, ask for mainly their names and dietary preferences.
- Assign roles for the day – We have the complete list of roles we recommend in the Assemble framework. The roles can be divided amongst shura and events teams including seasoned members of Charity Week who have attended Assemble multiple times
- Activities as per role for the day – Assign activities based on the roles individuals were selected for. In the framework, we have identified activities as per the roles which can be followed.
- Prepare a list of resources at least two weeks before the event so you have enough time to purchase or assign one of the volunteers to bring the items. We have a few items listed out in the Assemble framework
- Have a pre-event team meeting at least 2 days before the event and have a walk-through of the day from start to finish ensuring all activities and expectations are covered. Everyone should know their roles & responsibilities for the day. It would be ideal to have a Watsapp chat with all the event organizers present.
- Plan for a Team Huddle at the venue at least 2 hours before the event so everyone has time to set up the registration desk, main room, AV set up, Workshop rooms, signage, etc
2. During the event
- Ensure everyone is feeling comfortable and welcome. Actively approach all the attendees and have conversations.
- The event starts on time & ends on time
- Have your phones nearby for supporting each other due to unforeseen delays/circumstances
3. After the event
- Ensure you leave the premises clean
- Any leftover food should be distributed
Roles on the day
Roles on the day include:
- Vision/Mission Team – They are the heart of the room. Their job is to interact with Institution members, make them feel seen, valued, and inspired. This might be the most important task of the day—because how people feel at Assemble shapes how they view Charity Week. A warm, welcoming experience can be the reason the Institution chooses to take part in CW again next year!
- Registration Team – This team is responsible for registering the Institution members as they come in as it’s important for us to track attendance and know which Institutions we have represented in the room. It would also be a nice touch to provide namecards/ name labels for our Institution attendees.
- Snacks/ Refreshments – Organising snacks and refreshments for the attendees
Food & Hospitality
When planning Assemble, be mindful of the event’s duration and the journey many attendees may have made to be there. A long day can feel even longer without proper refreshments.
🥐 Refreshments & Snacks
- Ensure food is available at appropriate intervals, especially if the day runs long.
- Consider dietary needs and label items clearly (e.g. vegetarian, nut-free, halal, etc.).
- In the RSVP forms, its best to get dietary preferences (vegan, vegetarian, non-vegetarian)
- Make sure to have serving spoons
- Have Napkins. Pay attention to Hygiene
🧁 Snack Tables
- Get creative! Ask your team to bring homemade cakes, bakes, or snacks.
- Consider theming the snack table with CW colours (orange & blue), branded labels, or decorative signage to keep the CW energy alive even during breaks.
Remember, hospitality is part of our adab—and a key way to make attendees feel valued and included.
Bringing the fun to cw
This may be the first time we’re meeting Institution members in person—and their first real exposure to Charity Week. It’s a powerful opportunity to make a lasting impression beyond the talks. So how can we bring the spirit of CW to life in the room?
✨ Decor Elements
Transform the space—especially if it’s a plain university lecture hall or room. Use CW-themed decor to brighten the atmosphere and reflect our identity.
- Ideas: Balloons in CW branding colours (orange and blue), CW letter balloons, bunting, table signs, or welcome banners.
🌍 Projects Showcase
Set up a visual display featuring images and stories from past projects CW has funded. Highlight the diversity, impact, and global reach of our work to show attendees the real-world change they’re contributing to.
📝 Interactive Elements
Create simple, engaging touchpoints throughout Assemble to help attendees feel part of something bigger. Some of our ideas include:
- A Dua Wall where we invite attendees to write heartfelt du’as for those we aim to serve through CW
- “Why I CW” board where people can write what inspires them to get involved.
- Leadership Reflections Board to showcase Qur’anic verses, hadiths, and short reflections on the leadership traits of Abu Bakr (RA)—humility, courage, sacrifice, accountability, etc
- CW Intention Cards (Niyyah Station) to encourage attendees to write their intention for this CW on a card or slip, rooted in sincerity and service.
Culture
- Start the day with the team uniting. Coming together making dua.
- Remember our culture of Mercy throughout.
- Enjoy yourselves! If the team is tense, the guests will feel it
- End the day united. Come together for a final dua.
NASHEED AUDIO
LIVESTREAMING
FOOD
- Order for quantity based on estimated guests and within budget
- Have an efficient system for food distribution to avoid long queues
- Make sure it is set up in a presentable manner
- Have Napkins. Pay attention to Hygiene
- Have Food labels so it’s easy to identify different options
- Have serving spoons, tongs etc