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Event Planning Checklist

Locate and book a suitable venue

Arrange for a seating area that fits the expected number of attendees

Plan for adequate parking space for steering committee members

Prepare clear directions to the venue including public transportation options, if applicable

Arrange catering for breakfast and lunch

Consider a variety of dietary preferences and restrictions (e.g., No dietary preferences, Halal, Kosher, Vegetarian)

Ensure a constant supply of water and other beverages

Design promotional flyers

Distribute flyers through email, social media, and community partners

Use Qualtrics to track registrations

Send out reminders as needed

Identify and invite potential presenters from various teams

Establish deadlines for presenters to submit their PowerPoint presentations

Ensure compatibility of presentation files with the available technology at the venue

Arrange for a run-through with presenters, if necessary

Determine the number and roles of hosts needed for smooth facilitation

Define and communicate responsibilities of hosts (e.g., introducing speakers, keeping the schedule, managing Q&A sessions)

Select and order appropriate giveaway items

Ensure physical accessibility at the venue, including wheelchair access, if needed

Purchase certification paper and plaques for awards

Map out distances traveled by all award recipients

Plan for a post-event survey or feedback form to understand attendees' experiences

Arrange to send out 'thank you' emails or messages to attendees and presenters

Discuss and analyze feedback with the event team for improvements in future events

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