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

AT THE EVENT

Check the location.



The day before the event, have someone check the location to be sure everything is set up

correctly, including all rooms and equipment. If that is not possible, be sure to arrive as

early as possible to check the setup.

Assign someone to meet, brief, and escort each speaker.



Have water available for them during the event.

Have a sign-in sheet to capture information about attendees who show up at the last



minute.

Be sure someone is available at all times to answer logistical questions and welcome



latecomers.

Someone should be tasked with answering questions such as where is the restroom, where

is the elevator, where is the exit, how can I become a member of AAUW, and the like.

Acknowledge speakers, sponsors, and contributors.



In the welcome or wrap up, acknowledge and thank the speakers, sponsors, and

contributors.

Prepare a few questions in case the group is slow to warm up after a presentation.



This gives members of the audience time to think of their own questions.

AFTER THE EVENT

Thank speakers, sponsors, coalition partners, and others who contributed.



Thank all event participants, sponsors, and contributors in writing immediately following

the event.

Follow up with the media.



Call all media contacts to see if they have any questions or need additional information

or quotes. If they do, be sure to reply and send materials immediately. Send a media kit

and follow-up press release to those who did not attend.

Follow up on action strategies.



Work with the event committee and coalition partners to follow up on any action

strategies that result from the event. Follow-up should occur as soon as possible after

the end of the event.

Follow up with potential AAUW members.



Use the registration list as a mailing list for future meetings and to contact potential

AAUW members. Follow-up should occur as soon as possible after the end of the event.

Aau Event Planning Checklist Page 4