Sample Event Planning Checklist Template

Event Planning Checklist (SAMPLE)

Highlight value membership in the League –



Goals of every event/activity:

who & by what date



Welcome all, including non-members –



Increase the visibility/profile of LWV –

who does this & when

who & how

Provide invitations/opportunities to be involved –



Identify and engage new leaders –



who does these, when

who & by what means

Important reminder: We want to be visible all year. But, it may be better to do fewer events and maximize ALL opportunities around them than to do a series of “less intentional” events.

Before the event

At the event

After the event

 Have members personally invited





Is the sign-in sheet out?

Have you followed up with the names on the

Direct



Is there some “take away” item (e.g., flier about

friends/colleagues to attend?

sign-in sheet?

Outreach

 Have membership ambassadors been



next event, copies of the Voter)?

Have you thanked volunteers?



Is the moderator prepared with an “ASK”?



identified and trained?

Are the membership materials restocked for

 Do you have a kit of membership materials



(to individuals

Are the membership ambassadors mingling?

next event?



Is there League “signage”?



Did you evaluate how it went – i.e., did we meet

prepared (e.g., a totebag with brochures,

or a group)



sign-in sheets, etc that can go each event)?

Are League members wearing pins?

the goals above?

 Have you utilized the League’s vehicles to



Are there membership materials and/or “give and

take” cards?

promote the event (e.g., website, email list,

Voter)?

 Can we build on someone else’s efforts (e.g.,



 How do we follow up with the allied organization

Allied

Is LWV visible (if we are cosponsoring on

another group’s event)?

a standing event)?

to strengthen our relationship with them?

Outreach

 Who would be a good partner to cosponsor



 Did we ask key members of the org to join?

Have we made a membership pitch (from podium

(to those org.

 Can we advertise our next event through them?

with us?

or through materials) that speaks to what the

sharing LWV’s

 Who can veradtise our event through their

 Did we evaluate how it went?

audience cares about?



networks?

Did we offer ways for them to be in relationship

non-partisan

 Who else would be interested?

with LWV (e.g., membership, next event)?

goals re: the

 Who do we know that can make this happen?

issue )

 Have you identified who would be the “right”

 Did you talk to any press present? (Help develop

 Did you send out a follow up press release or

Media

fit (e.g., the reporter who is on this beat) to

relationships by welcoming them too)

letter to the editor?

Outreach

 Was LWV a true part of the focus of the event so

 Did you send thank you note to media that

cover the event?

 Have you identified the right approach to

that it “has to” get covered by press?

attended? (Again building good relationships).

 Do you have stories/quotes ready?

 Did you invite media to next event?

engage the reporter (e.g., deskside chat,

(TV, radio,

 Did you take photos of the event?

phone call, fax)?

shoppers,

 What alternative media options are there?

newspapers)

 Did we get the event listed in the “community

calendar” section?

 Are there non-print media opportunities?

 Who else can you engage in planning this

 Can you highlight the personal value in being a

 Did you thank League leaders?

Leadership

League leader – e.g., showcase opportunities, fun,

 Did you ask the organizers what else they

event?

Development

 Is there someone who can “shadow” the

needed – e.g, training, resources, volunteers?

etc?

 How can you acknowledge and value League

 Did you send on the list of attendees to the

organizers?

 Are there some small tasks to engage some

(Invite to board

volunteers/leaders publicly?

Nominating Committee?

 Is there someone who can “shadow” those in

 Did you observe an area for training, mentoring

potential future leaders?

& planning

charge of the event?

or other areas of organizational growth?

meetings, work

 Did you note what League members were present

 Are there notes/records in place for the next

side-by-side on

(and interested in the issue/topic/event)?

leader about this event?

 Who else can you invite to this event – i.e. what

 Did you follow up with anyone that you invited?

small tasks)

potential leader?