Introduction

Executive Summary

Genesis/Planning

Components

Lessons Learned

Meeting Logistics

Planning | Adult Learning Principals | Marketing | Timelines

Checklist
Here are some points to remember:

Four to Six weeks

• Design the series format
• Identify and request speakers/panel members
• Reserve rooms for sessions
• Create a registration form
• Implement a marketing plan
• Send confirmation letters to speakers/panel members
• Inform your support staff of upcoming program
• Provide a sign in sheet for call-in registrations
• Distribute a news release to local media
• Reserve AV equipment
• Order refreshments (confirm one week prior to event)
• Invite local officials and internal organizational staff to observe
• Create a participant packet
• Design an evaluation sheet

One week

• Gather supplies: pencils, sign in sheet, and participant packets
• Print name-tags according to registration list (optional)
• Create room direction signs

Day of event

• Take supplies
• Hang up directional signs
• Set up refreshments

Post Event

• Compile evaluation feedback
• Write thank you notes
• Reconcile account
• Distribute a post news release: number that participated, information taught, etc. (optional)

Room Arrangements
The time spent preparing a welcoming and comfortable learning environment is time well spent. The atmosphere is important. Always arrive early to check on the seating design. Program activities will determine the seating and arrangement for each session. Seating of participants in a U-Shape with tables and chairs. This will help ensure that group members can see each presenter. Providing a microphone for speakers will ensure that all participants can hear each presentation and discussion. Adjust the room temperature to a comfortable setting. Set up and check the audiovisual equipment. Is it working properly? Do you have back-up bulbs and extension cords? Set up refreshments. Have a contact person if the room is too hot or too cold. Know location of rest-rooms, pay phone and emergency exits.

As participants arrive here are some tips to make them more comfortable: Speak to them. There is nothing as nice as a cheerful hello. Smile at people. It takes 72 muscles to frown only four to smile. Call people by their name. The sweetest sound is a person's own name.

Planning | Adult Learning Principals | Meeting Logistics | Marketing