Events Checklist

Defining the event

The first step of holding an event is knowing the answers to the following questions:

	why? - what is the purpose of this event? What goals do you expect to meet? The more people you want to consult, the longer it will take to answer this question.
	who? - what is the intended audience for this event? who are the intended participants?
	what? - what are the different elements and activities of the event?
	when? - timing can be critical. You may want to consider other events going on, timing of media deadlines, when your volunteers are available and other aspects.
	where? - location is also very important. Make sure that you choose a location that's good for your intended audience and participants.

Planning a timeline

Use a large sheet of paper and write down a list of tasks in a rough sequence of when they need to be done. Start at the projected date of the event and work backwards to assign exact dates for completing each of these tasks. Assign a person to be responsible for completing each of those tasks by that time. Your group should meet on occasion to see if this timeline is working out.
 
 

Confirming the event

You may need to confirm the proposed event with:

	other groups - to ensure it doesn't conflict with other plans
	officials - to get permits or permission
	locations - to make sure the space is available when you want it
	speakers/presenters - make sure they're available

Budget

After you've confirmed the event, you will have a good idea of the total budget for:

	space
	advertising (flyers/newspaper ads etc.)
	renting equipment
	staff (planning/day of the event/speaker's fees etc.)
	transportation
	childcare
	translation

Work out how you will pay for this:

	ask for donations in return for an acknowledgement
	write a grant proposal to fund the event - check your timing of the event with the granting agencies' deadlines.
	charge admission or ask for donations
	ask other groups to co-sponsor the event

Publicizing your event

	Posters, flyers and cards - can be delivered or faxed out. Written materials will probably take you at least one week to layout, approve and print.
	Local media - let them know about two weeks in advance, possibly more if you want them to interview you about the event. Send a press release about the event. You will probably have to send them a notice for listing in a free calendar closer to the date of the event. Always consider asking TV stations, radio stations and newspaper to co-sponsor your event (usually, this means that they just provide better free publicity for the event).
	Community groups - other allied groups may have members interested in your event. Call them, visit their meetings, put an article in their newsletter and publicize your events here.
	Word of mouth - is very effective. Knowing the details of the event early gives people time to hear about it from their friends.

Preparing details

The details are what matters, this is the toughest time in organizing. Also, last minute problems and decisions will come up now. Will the bakery donate the food like you had hoped? Can you get a discount on the sound equipment? Have the speakers been confirmed? Discuss some alternate plans in advance if you suspect complications will come up, this will help you respond to changes more effectively at the time.
 
 

Implementing the event

The day of the event brings a dozen tiny jobs. Be sure you have lots of people on hand to help out - even if only a few of you have done most of the event planning. You simply won't be able to be in more than one place at a time.

Have written materials to hand out to people to avoid repeating instructions. Arrive early. Make a checklist of things to do. Go over the steps with other participants.
 
 

Follow up

Evaluating your event is very important. Ask for feedback from participants and have an open meeting for people to discuss their thoughts about the event. This is valuable information for next year.

Thank you notes should be sent out to speakers, volunteers, funders and any other participants.

Return any borrowed or rented items.

If the event had a long-term purpose, have follow-up activities planned. Publish a book about the conference, send people your newsletter and let them know what happened to the money you raised, have follow-up workshops based on feedback from the event and assist in new groups and networks that may have been formed out of the event.

by Regan McClure