Envision
Event Preparation Thinking Tool
Centralizes all the early decisions necessary for creating a great event experience. Helps populate the Session Organizer template.
Early in event development, use it to work with your team to establish key event details early in the planning process.
If you have already designed your event, this tool may not be needed. You can also use it as a cross-check to ensure everyone envisioning the event is on the same page.
Platform Comparison
Helps you decide which platform is best for your event.
After you know what you want to have happen and any technology limitations that you may have.
Decide how you want your event to function and pick the platform that best supports that vision.
Invent
Permission to Record/Post
Standard approval any time recording a meeting/seminar. Many states are “Two Party” states, which means both parties need to agree to being recorded.
Before the event, send this standard approval any time you plan to record a meeting/ seminar.
Participants join with no concern about the meeting be recorded and the group putting on the meeting can get a quality recording that they can reuse effectively.
Produce
Facilitator Agenda (Run of Show)
Creates a detailed outline of your event plan with enough specificity that even someone who is not familiar with your event could run it in an extenuating circumstance.
Complete this outline after you have envisioned all elements fo the event.
This tool overlaps with the project planning smartsheet and the session organizer. You can use all these tools in a comprehensive approach, or pick the ones that align most closely with how you/your team think about event planning.
Housekeeping Slides
Helps your audience feel comfortable using the platform features to engage with you, the presenters, and fellow audience members.
When you prepare the “walk-in” slides or welcoming slides for the audience.
These slides contain the important information for your audience platform features, asking questions, etc. Customize this template based on the level of interaction you have designed for your event.
Dress Rehearsal Checklist
Keeps track of everything you need to have before the event. Works with the facilitator agenda.
During your practice session, ideally a week before the event.
Use it for notes: e.g.; Dr. S is going to be 5 min late, Sammy had problem w/ her mic and needs to use headset, get everyone’s cell numbers and confirm their location on the day of.
Project Planning Smartsheet
Reminds you of keys tasks to make sure that everything has been accounted for. Works together with the Session Organizer.
As soon as you know enough to start filling it out. We typically start 4 months before an event. Earlier is better!
Timelines can be shorter for smaller events (30 days prior for a 1-hour webinar with one speaker vs a 3-day conference with 20 speakers).
Session Organizer
Gathers information in one place so that team members have what they need to run the event. Works together with the Project Planning Smartsheet.
Starts at project kickoff; it evolves over time as details solidify.
Keeps information in once place so team members can manage breakout rooms, tasks, timelines, and troubleshoot tech issues.
Improve
Event Evaluation
Gives you valuable insights from your audience about what resonated with them, what worked, and what didn’t.
Use the sample questions in your preferred survey platform and send a link to the audience at the conclusion of the event via chat and in a follow-up email.
You can take this feedback into an After Action Review process with the team and set intentions for your next event.
Model for Improvement/ After Action Review
Captures immediate lessons learned to help plan future events. What worked? What didn’t? What should we change?
Start the draft during project planning and add things you don’t want to forget.
Start a draft in a place where the team can add comments (Box, Google Drive, etc.) and plan a debrief call within one week to discuss.