Any events that aligns with our theme “Emerging Technologies and Human Experience” and looks to provide positive outcomes to today’s problems, is a good event. This can be
Do you have an account with us? (If you organized an event in previous years, you have an account).
Create an account by sending email to us here
* ❑ Establish event goals and objectives
❑ Select date
❑ Identify venue and negotiate details
❑ Develop Event Master Plan
❑ Get cost estimates (e.g., room rental, food & beverages, equipment, speaker fees, travel, etc.) and create a budget
❑ Recruit event committee, event manager or chair and establish sub-committee chairs
❑ Create and launch publicity plan & brand your event (ensure staff and/or volunteers are identified to manage specific tasks – e.g., media relations, VIP coordination, printed material design & printing coordination, signage, online /social media, etc.)
❑ Identify and confirm speakers/presenters/entertainers
❑ Identify and contact sponsors/partners
*start your planning as early as possible.
❑ Speaker/presenter/entertainer liaison: e.g.:
o finalize presentation/speech topics
o get bio information, photo
o travel & accommodation arrangements
o have contracts signed if appropriate, etc.
❑ Financial/Administration: for example, determine:
o Registration fees
o Set up/enable online registration
o Sponsor levels/amounts
o Identify items to be underwritten and accounting tracking details
❑ Venue/logistics planning, e.g.:
o Investigate need for any special permits, licenses, insurance, etc.
o Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc.
o Review security needs/plan for the event with venue manager
❑ Publicity: Follow publicity plan, e.g.,
o Develop draft program
o Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.)
o Develop publicity pieces — e.g., newsletter articles and/or ads, radio spots, print blog posts articles for submission to other publications and/or ads, etc.
o Request logos from corporate sponsors for online and printed materials
o Develop and produce invitations, programs, posters, tickets, etc.
o Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit materials (e.g., speaker info, photos, etc.)
o Create event page on your website
o Enable/create email event notifications
o Create a Facebook event page
o Develop a promo video and post on YouTube and your Facebook page
o Register your event on a variety of online event calendars
o Create some buzz on your blog or member forums
o Determine VIPs and create invitation & tracking document (e.g., spreadsheet)
❑ Send reminders to contact list re registration/participation
❑ Presenters/Speakers: e.g.:
o Confirm travel/accommodation details
o Request copy of speeches and/or presentations
❑ Sponsorship: Follow up to confirm sponsorships and underwriting
❑ Publicity:
o Release press announcements about keynote speakers, celebrities, VIPs attending, honorees, etc.
o Post your initial event news release on your website and circulate to all partners, affiliated organizations, etc.
❑ Confirm media attending
❑ Ensure all signage is in place
❑ Ensure registration and media tables are prepared and stocked with necessary items (e.g., blank name badges, paper, pens, tape, stapler, etc.)
❑ Ensure all promo items, gifts, plaques, trophies, etc. are on-site
❑ Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits for VIP guests, seating charts and guest lists with you
❑ Check-in with each Committee Chair to ensure their team is on track
While you need to conduct a thorough evaluation and update your budget, there are post-event publicity, fundraising and member development opportunities that you can take advantage of with just a little pre-event planning. Here are some of the activities you might consider once the event is over:
❑ Financial status: gather all receipts, documentation, final registration data, etc. and update budget
❑ Send thank-you’s and acknowledgement letters to:
o Sponsors
o Volunteers
o Speakers/presenters
o Donors
o the Media
❑ In your thank-you notes, be sure to remind the recipients of the event’s success – and how they contributed (e.g., dollars raised, awareness – number of
participants, etc.).
❑ Post-event publicity – see publicity section that follows
❑ Conduct a Post-Event Survey – to learn what people enjoyed about your event, and where you have room to improve.
❑ Follow-up Communication with Event Participants
❑ Reach out to event participants – thank them for participating and promote your ongoing programs and how they can support you throughout the year by joining, volunteering or making a sustaining donation.
❑ Conduct a thorough evaluation
We hope you found this checklist helpful in getting started with event planning. Use this as a starting point to identify or assign activities to various volunteers or staff; or print this off so you can literally check-off items as they are assigned or accomplished.
