EVENTS CHECKLIST

THE NATIONAL SOCIETY OF LEADERSHIP AND SUCCESS

THE NATIONAL SOCIETY OF LEADERSHIP AND SUCCESS

HOW TO USEThis guide is a supplement to the Facilitator’s Guides available for each NSLS event.

• The Facilitator’s Guides are specific to what the facilitator will actually do during an event.

• This checklist covers a broad selection of logistical tasks that must happen before and after atypical event.

Review the Overview Section of this guide to get a sense of the milestones you will need to accomplish. From there, review each section’s checklist and highlight the items that are specific to this event.

With that done, you just need to check the tasks off as they are completed to keep on top of your event organization.

PLANNING EVENTS: OVERVIEW While each event is unique and has its own particular challenges, most event planning follows the same basic outline for success. Below are brief descriptions of the steps to create a successful event of any kind.

DEFINE PURPOSE: Every event occurs for a reason. The planners of any event should define what the purpose is, and what audience the event is intended to serve. This audience can include members, Advisors, Executive Board, students, faculty/staff, the community at large, etc.

SECURE VOLUNTEERS: It’s important to know who will be doing what, and to assure each team member has all the tools and resources s/he needs to be successful in a role. Your volunteer roles will vary from event planning and coordination, to day-of logistical needs and facilitators, and a variety of other roles depending on the type of event.

CHOOSE A DATE/TIME/LOCATION: Planning the date and time requires more coordination that is often thought. Check the NSLS calendar to make sure the members are not too overloaded in one space of time,and when possible check the campus calendar to avoid scheduling against popular events or holidays. It is important to keep in mind how easily students can find and access your location, whether it has access to the technology you need for your event, if the room requires a key, and whether your location will work in the event of poor weather. Once you have decided on your preferred location reserve it as early as possible, including extra time for set-up and break-down before and after the event.

LOCK DOWN LOGISTICS: Every event has a number of moving pieces. Be sure your budget, refreshments, set-up/tear-down, technology, materials/handouts, and other items from the checklist are set up for each event.

PROMOTE: With a great event planned and ready to go, you are just missing one thing: attendees! The promotion techniques that work best will depend on your campus culture – view the checklist for ideas that have worked at other chapters in the past.

EVENTS CHECKLIST

THE NATIONAL SOCIETY OF LEADERSHIP AND SUCCESS

EVENTS CHECKLIST

CHECKLISTSEvent ManagementPre-Event

Event Task Assigned To Assigned To

Define the purpose of your event

Identify your target audience

Determine the event budget

Determine volunteer needs. Most events will include:

• 1 Logistics Coordinator (sets up technology, works with facilities staff, coordinates settingup/tearing down event space, refreshments, etc.), and 2+ people to help with logistics

• 2 people to man the registration table(take attendance, give handouts, answerquestions)

• 1-2 people to welcome attendees and get them settled

• Facilitator to do the “public speaking”before/after Nation-al Office Video segments of the event

• Speakers: could be members giving testimonials, a keynote speaker, someone to tell a story that engages members. Varies per event, but usually has at least one and sometimes several

Set Date/Time for event and add to chapter calendar

Reserve event location for date/time, including an extra hour before and after anticipated times (for set-up, tear-down and Q/A)

Compare location capacity against target audience; be sure you have enough space, or put an RSVP/ticket system in place if your space is limited to a small number of participants

Review event tips with Chapter Support Manager at the Na-tional Office, and share with appropriate team members

Choose Facilitator and email Facilitator’s Guide for use

Schedule at least one meeting with entire team (can be done on Skype if in-person is too difficult) to review event details, task accountability, and flow of event as a group

Send Event Review to National Office

Evaluate event with Executive Board

Update Event Attendance Online

THE NATIONAL SOCIETY OF LEADERSHIP AND SUCCESS

EVENTS CHECKLIST

Volunteer CoordinationPre-Event

Event Task Assigned To Assigned To

Reach out to potential volunteers and secure each needed role

Confirm delegated tasks and timelines with each volunteer

Assure each volunteer has tools/resources to complete role

Make sure everyone has contact information for pre-event and also day-of in case challenges arise

Check in at least once on progress of each volunteer, and offer help if things are not on track

Post-Event

Event Task Assigned To Assigned To

Send a personalized thank you email to each volunteer

Offer a chance for volunteers to give feedback about the event, their experience, what went well and what needed improvement

Send volunteer feedback to Executive Board and Advisor

THE NATIONAL SOCIETY OF LEADERSHIP AND SUCCESS

EVENTS CHECKLIST

LogisticsPre-Event

Event Task Assigned To Assigned To

Make a list of all materials and technology needed, and if there are budget needs for them (such as printing fees or renting a projector)

Secure technology needs in advance (laptop, projector, speakers, etc.)

Do a “dress rehearsal” with technology prior to event

Download back-up videos when available in case internet stream does not work

Print any handouts, attendance sheet, etc.

Set up welcoming/attendance table outside event area. Include: attendance sheets, handouts, refreshments

Set up room with technology, chairs, materials, anything that needs to be physically done for the event to run smoothly

Post-Event

Event Task Assigned To Assigned To

Tear down the room set-up and leave it as clean as you found it

Write thank you emails to any campus staff that helped with your event

Send an event review to Executive Board and Advisor cover-ing what went well and what needs improvement for future event logistics

THE NATIONAL SOCIETY OF LEADERSHIP AND SUCCESS

EVENTS CHECKLIST

PromotionsPre-Event

Event Task Assigned To Assigned To

Place posters announcing the event around campus

Make announcements during other events around campus: be sure to ask permission first

Invite other campus departments, fraternities/sororities, and student groups to collaborate on the event

Customize provided templates and send an email notice to your intended participants

Post your event on Facebook

Ask professors to promote the event to their classes and offer extra credit for attending

Use quarter-page leaflets to promote your event and hand out at busy spots around campus

Post-Event

Event Task Assigned To Assigned To

Send an email thanking professors that got involved and giv-ing them event highlights

Take down posters that are still up on campus

Review what was done, how many attendees came, and the return you got from your efforts

Send post-event review to Executive Board and Advisor letting them know what went well and what needs improvement, and suggesting strategy for next event’s promotions (could be the same if things went well, or offer suggestions for changes to promote larger turn-out)