Checklist for Planning an Event

Consider attendees with disabilities.

Be sure to keep the USDA - NRCS non-discrimination policy in mind when planning any event. The non-discrimination policy states "The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, and marital or family status." Consider this when choosing event locations, distribution of public information, transportation, and other items. Be aware that persons with disabilities may attend public meetings. Make an attempt to discover what special considerations may be needed in this case. The Building and Site Accessibility Check List will help you to plan what will be needed for meeting attendees with disabilities.

Set up a committee to plan the event.

Be organized, keep minutes of meetings and delegate responsibilities to all members of the committee. Write down the person responsible for each item in this checklist (or the committee and chairperson responsible) and the date each item is due. Communication is crucial to keep everyone up-to-date about progress the committee makes. 

Set goals.

Developing goals can help to keep everyone on the same page when planning any event. The committee should ask these questions before planning. What do we hope to achieve with this event? What should the participants come away with after attending this event?

Determine the target audience.

The event will only be successful if the right people know about it and the publicity activities appeal to their interests. The following questions may help the committee describe the target audience. Who do we want to reach with this message? What are their common characteristics (occupation, demographics, and interests)? What issues are of interest to them?

Determine the program agenda.

• Make an outline of key program areas and topics to cover.
• Choose key topics that can be presented in the amount of time available during the event.
• Keep your target audience in mind! Is this the information they want or need?
• Select presenters for all topics to be covered.

Contact prospective speakers.

• Discuss subject matter of their presentation.
• Find out what audiovisual equipment is needed.
• Get speakers’ biographies for introductions.
• Provide any needed background material to speakers.

Arrange for needed equipment.

When setting up the equipment, make sure it all works properly and that everyone in the audience can see or hear the information. A backup plan should also be available. For example, have transparencies of a PowerPoint presentation so that an overhead projector can be used if needed.  The following is a list of equipment that may be needed.

• Overhead projectors, projector screens
• Computer presentation hardware
• Easels and flip charts
• Dry erase boards, chalkboards
• TV/VCR
• Microphone, speaker/sound system, amplifier, lighting
• Electrical cords, plug adapter, outlets, internet connections
• Pagers, walkie-talkies, cell phones, headphones
• Photocopiers, fax machines, and other office equipment
• Tables and chairs
• Staging, platforms, a podium

Select the event date.

Consider the time of year and the time of day that would best suit both your audience and your organization.

• Is there a “slower” time of year when your audience may have more time to attend an event or conference away from the office or home?
• Transportation may be a factor if certain times of the year are prone to inclement weather.
• Meeting facilities may be difficult to reserve at certain times of the year.
• Setting an event date at the peak time of year within your organization can make planning difficult, as staff may not have time for the added work.
• Is there a certain time of day that the target audience is more available?

Select an event facility.

Keep in mind such things as parking, nearby hotel accommodations, proximity of restaurants, and the size of meeting rooms.

Make arrangements for refreshments.

Is a meal necessary or will a snack be enough? Will the meal be catered or will participants make their own plans? How much food do you need? A basic rule of thumb is to plan for enough food to feed 1.5 times the number of attendees you estimate. The following are a few more things to plan for.

• Arrange for payment
• Seating arrangements, tables placed for easy flow of traffic
• Utensils, plates, napkins, cups, table cloths
• Condiments for both food and drinks
• Drinks
• Trash receptacles

Plan and implement the marketing campaign.

There are many ways to promote your event or conference to your target audience. Choosing a combination of marketing methods may be the most effective and efficient way to reach them. Consider the following when planning your marketing campaign:

• Print ads in newspapers, magazines, etc...
• Direct mail (flyers, brochures, invitations, registration materials) to prospective participants
• Articles or ads in your organization’s newsletter or those of related organizations
• Press releases
• Signage (billboards, posters)
• Web site
• Word of mouth
• Radio or TV public service announcements

*For more information on these marketing methods and how to implement them, see "Tips for Working with the Media.”

Prepare handouts

• Prepare the agenda/program.
• A central theme may be used for the event. If so, tie presentation titles in with the theme.
• Plan for set-up/tear down time to set up tables and chairs or to switch equipment between speakers.
• Presentations should be in blocks of no more than 2 hours, with periodic breaks for “stretching” and/or refreshments.
• Prepare factsheets.
• Prepare brochures.
• Collect other already printed materials needed.
• Put materials together as an information packet, hand them out during presentations, or arrange them on a table for participants to pick up.

Set up a registration area.

This area may be used for several things including:

• Writing and distributing name tags
• Handing out event or information packets
• Answering participants’ questions or giving directions

Finalize and confirm all arrangements with:

• Event facility
• Caterer
• Presenters

Take pictures

Pictures can be used in many ways.  For example, photos are a valuable tool when planning a marketing campaign, and photos from last year's successful event are helpful.

Special considerations for an outdoor event:

• Post signs showing directions to event locations, if needed.
• Seating arrangements for audience
• Parking facilities
• Restroom facilities
• Transportation to/from location
• Tables for showing displays, laying out brochures, registering participants, or eating and serving refreshments
• Trash receptacles

After the event:

• Survey participants

You may want to include a short survey in the information packet that participants can fill out and hand in before leaving the event. Survey questions should concentrate on the effectiveness of the event and suggestions for improvement.
 

• Thank you notes

Notes can be to speakers, volunteers, staff, and any others that helped during the event.

If you encounter any problems with the files provided on this page, please contact Webmaster at 406-587-6945.

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Checklist for Planning an Event (PDF; 68 KB)

Building and Site Accessibility Check List (PDF; 155 KB)

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