Aau Event Planning Checklist (Page 2 of 4) in pdf

Establish a time line.



To run a successful event, you must have a plan. Create a time line that leads up to the

event and shows each task that must be accomplished, the deadline for accomplishing

it, and the person responsible.

Select a date.



Select a date and time that are convenient for your target audience. Avoid religious or

government holidays or dates when other community events, including those at local

colleges and universities, are scheduled. This date may change depending upon your

location and the availability of speakers.

Choose a location.



Choose an accessible site that will attract your target audience, such as a school or

community center. Be sure the location is wheelchair-accessible.

Brainstorm about ways to save money.



Ask speakers if they will donate their time. Create relationships with local copy shops

and discuss the possibility of getting free printing in return for advertising the shop’s

name on the back of your brochures or flyers. Ask a local college or community center

to let you hold the event at no charge. Be innovative!

NEXT STEPS

Appoint committees and committee chairs.



At a minimum, you should appoint committees for programming, coalition outreach,

community and media promotion, and registration. If you are serving refreshments,

appoint a committee to be responsible for that part of the event. Prepare checklists of

committee responsibilities to make sure everyone understands her or his duties and to

avoid task overlap.

Select and invite speakers, panelists, moderators, and other participants.



Whenever possible, choose nonpartisan, credible individuals who will bring media

attention to the event. Speakers should represent a variety of ages, ethnic backgrounds,

and physical abilities. Participants could include a coalition partner, legislators, or an

expert on women’s issues. Invite participants well in advance of the event and be

specific about what you want them to do. Ask if they will appear at no charge, but if you

want them badly enough, be prepared to offer to pay travel, hotel, and dining expenses

or a stipend. Be sure to confirm and reconfirm with them before the event.

Aau Event Planning Checklist Page 2