Keep track of the big picture. Events require vision, enthusiasm, commitment & a lot of attention to detail. Here is a checklist to help you keep track of both the big picture & the nitty gritty of planning your program. This checklist attempts to be as universal as possible so read it with an eye for your chapter’s specific needs and situation. The sequence of steps may vary depending on your campus and program.
Campus Event Planning – General
[ ] Identify Program Goals
[ ] Develop Program Plan
o Invite guest speaker(s)
o Identify potential Co-Sponsor(s)
o Draft budget
o Establish measures of success
[ ] Seek and Secure Funding
[ ] Develop Outreach Strategy
o Publicity
o Press
[ ] Refine Program Plan
o Finalize details and reassess if it sticks to your goals
[ ] Prepare Materials
o Refreshments
o AV or other Equipment
[ ] Reconfirm
o Venue
o Guest speaker(s)
o Co-Sponsor(s)
[ ] Clarify Organizers’ Roles and Expectations
[ ] Document the Event
o Designate a photographer, note taker
[ ] Plan for the Future
o Before the event, start planning your next steps to build on the momentum
[ ] Reflect and Evaluate
o Evaluate the event based on measures of success
o Elicit feedback from multiple people – audience, guest speakers, co-organizers
o List concrete ways to improve for next time
Campus Event Planning – Detailed
2 Months Before
[ ] Think about the goal of the event. What are you trying to achieve by planning this specific event and what will the event lead to? If appropriate, begin planning the next event as well.
[ ] Look for funding for the event – You can often find funding from Student governments, Hillels & outside organizations
[ ] Form a planning committee to share the event planning responsibilities (different people could be responsible for logistics, outreach, financial management, volunteer coordination, etc.)
1.5-2 Months Before
[ ] Find location and set time (see When & Where for more information)
[ ] Solicit potential Co-Sponsors
1 Month Before
[ ] Check due dates AND required formats for submissions to campus calendars, online calendars & Hillel newsletters
[ ] Investigate formatting, cost of advertisements and due dates in campus & local media
3 Weeks – 1 Month Before
[ ] Start outreach plan (see Top 10 Recruiting Tips for Events for more information)
[ ] Design flyers
[ ] Print flyers and get campus approval (if necessary)
[ ] Distribute flyers and electronic announcements to contacts. Some suggestions:
o Progressive student organizations
o Local Jewish organizations (Community Center, Federation, Chabad, Hillel)
o Campus/Community/ Business notice boards
o Appropriate campus buildings (related department buildings, student unions, libraries)
o Professors who could potentially announce the event to their classes
[ ] Follow up on flyer distribution via telephone where appropriate
[ ] Send out announcement to group listserv
[ ] Ask listserv members and co-sponsors to forward to their own networks (list-serves and hard copy)
[ ] Post event to online campus calendars and media calendars
[ ] Send out hard copy to community members, especially those without e-mail (optional)
[ ] Draft a press release/press advisory
2 Weeks Before
[ ] Solicit volunteers to:
o Make phone calls inviting students and supporters to event
o Staff the information table
o Gather materials for distribution at event
o Hang up signs at event location to direct attendees to the right room/location
o Bring material for distribution to event
o Explain ZFA and the campus group before activity, make a pitch for people to get involved, announce next event & any current campaigns
o Introduce Activity
o Circulate and Collect sign-in sheets
o Welcome people as they walk in
o Moderate and lead discussion, dialogue and the question & answer period (campus faculty are often well-suited for this role).
o Enlist twice as many volunteers as you have tasks to ensure that you are covered. If tasks run out, they can always greet and mingle.
[ ] Make a time-based grid of volunteer assignments that can be easily e-mailed out and printed for reference
1 Week Before
[ ] Provide the moderator with guidelines for successful facilitation and time limits
[ ] Reconfirm with volunteers
[ ] Send reminder announcement to listservs and all other places the event was publicized which include travel instructions
[ ] Replenish flyers as needed
[ ] Ask listserv members to send announcements to personal lists of friends and peers
[ ] Send out press release/press advisory to targeted media that you would like to attend the event (make follow up calls where possible)
[ ] Send reminder to group listservs and all contacts
[ ] Make personal reminders by phone or e-mail
[ ] Send reminder e-mail to group listserv
The Day Before
[ ] Gather materials
[ ] Check in with volunteers
[ ] In the morning, resend the press release/press advisory to all the same places
On the Day-Of
[ ] Remember to enjoy the day & share your enthusiasm with others
[ ] Double check materials:
o Sign-in sheets – consider making checkboxes for “get involved” or “inform about events”
o Latest campaign materials (ASK PEOPLE TO SIGN UP ON THE SPOT)
o Clipboard
o ZFA information (brochures, articles, etc.)
o Flyers for upcoming events
o Table and chairs
o Pens and pencils
[ ] A few people arrive early to set up and get ready
o Set up information table
o Assist with security personnel
o Ensure there is enough seating available
o Check the sound system and other equipment
o Greet people as they arrive
o Do anything else that needs to be done
[ ] Give yourself a moment and take a deep breath before the event begins
[ ] Document your event by photograph and recording device and send copies to ZFA to post on our site
[ ] Make sure you leave the room in the same condition it was found
Post-Event Follow-Up
[ ] All coordinators (and any other members of your group who are interested) should evaluate the event no more than seven days later
[ ] Call/e-mail those who attended events to:
o Thank them for attending
o Ask for feedback on their experience at the event
o Invite them to your next meeting
o Remind them of future events
[ ] Call/e-mail event sponsors to thank them for their participation
[ ] Write a brief but detailed account of the event to include in your next e-mail or on your group website
[ ] Assess how this event helped move your overall efforts on campus forward