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
Is there some “take away” item (e.g., flier about
friends/colleagues to attend?
sheet?
 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)
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,
 Can we build on someone else’s efforts (e.g.,
 How do we follow up with the allied organization
Is LWV visible (if we are cosponsoring on
another group’s event)?
a standing event)?
to strengthen our relationship with them?
 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?
Did we offer ways for them to be in relationship
 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
fit (e.g., the reporter who is on this beat) to
relationships by welcoming them too)
letter to the editor?
 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)?
 What alternative media options are there?
 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?
League leader – e.g., showcase opportunities, fun,
 Did you ask the organizers what else they
 Is there someone who can “shadow” the
needed – e.g, training, resources, volunteers?
 How can you acknowledge and value League
 Did you send on the list of attendees to the
 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?


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