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Coach Week 2004 -- “New Year. New
View. New You!”
Event Planning Checklist
Phase 1 (as early as possible):
q
Create a list of themes you are passionate about. Use the
Coach Week theme – “New Year. New You. New View!” -- in any
way you like.
q
Partner with a coach you know well, or who shares the same
interests, to develop a program – for example, in 2001, in New Jersey,
Maria Sariego
and Michele Carbone began with a vision of creating an event on career
transition, enlisted a couple of other coaches, and created a workshop
that attracted 150 people.
q
Test the waters with your local café, local library, a
bookstore close to you, your Chamber of Commerce, your local school, a
college, your friends, neighbors, etc.
q
Assess what you truly can do and get back to the venues
you chose.
q
SEND AN EMAIL TO:
o
LINDA
BUGGY – ICF-CT Marketing Chair, at lbuggy@optonline.net
with information about your event, using the following sample from last
year’s New Jersey calendar as a guide:
Feb. 1, 2003 (Saturday) – 2:00 – 4:00 p.m.
Topic: Moving Forward in the
Land of Change
Speakers: Carole Oliver, Edmond
Antoine, and Mary Ann Ulrich, Professional Coaches
Location: Borders Bookstore, 530
West Mount Pleasant Ave., Livingston
Questions: Contact Mary
Ann Ulrich at 908-653-9550 or maulrich@ecpcoach.com
Please
be sure to include the full street address and contact information.
q
Finalize approval of event (DATE – TIMING – SPACE -
EQUIPMENT NEEDED)- with the people in charge of your venue.
Phase 2 (3-4 weeks before event):
q
Create and send announcement notices to local media. Use
the press release template provided for you.
q
Write or suggest an article to local media.
q
Invite your clients, friends, associates, and relatives.
q
Announce the event in your newsletter.
q
Ask speakers to publicize the event in their newsletters.
q
Develop and post flyers in local communities (post
offices, community centers, supermarkets, merchant establishments,
churches, synagogues, etc.)
q
Prepare a sign announcing the event and supply of flyers
(100-200) to venues that are hosting the event for them to post &
hand out to customers (if they permit this).
q
Contact venue manager for coordinating logistics
q
Identify and meet the coordinator for the event on the day
you are having it
q
Review agenda and timing
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If permitted, post a sign and leave handouts with the
venue to handout to customers
q
Recheck meeting space
q
Determine location of book display area (if books are
available). Determine titles and availability of featured books – are
at least 30 available for the featured author’s books?
q
Arrange for a table for displaying brochures, flyers and
business cards – where located?
q
Arrange for any special needs for the speakers – is a
podium/table and flip chart stand available (you’ll probable have to
bring your own flip-chart stand and paper)?
q
Identify location of restrooms, café, phones
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Ask the manager if they have any questions and leave your
contact information (and get their contact info.)
One week before the
event:
q
Prepare final agenda and timing – send to all speakers
and volunteers
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Prepare introductory remarks (ICF-CT, agenda, and speakers)
q
Prepare 60 copies of the Evaluation Form – use sample
provided for you
q
Contact all volunteers for the event and identify roles
and time to meet
q
Greeter
q
Check-in
q
Collect
Evaluation forms
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Timekeeper – will signal 5 minutes before end, and at
end of presentation
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Photographer (optional)
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Note taker (optional)
Bring to the event:
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Blank name tags/bold pens
q
Personal brochures, business cards, flyers (holders for
each are suggested)
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Evaluation Forms
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Speaker Handouts
q
Complimentary Coaching Sign-Up Forms
q
Flip chart stand, paper, and markers (optional)
q
In-basket for Evaluation Forms
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Signs for tables and stands to hold signs (or make tent
cards)
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Chapter Brochures (will not be available this year)
q
Camera (optional)
Day of the Event:
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Speakers and Event staff arrives 30 - 45 minutes before
event for set-up
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Setup:
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Check-in with coordinator
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Set-up of chairs and speakers podium
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Reception table and name tags
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Book sales and signing tables
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Coordinate activities of all volunteers
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Go over time signals with all speakers (five minutes, two
minutes, end)
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Passing out and collecting Evaluation Forms
q
Announcements
q
Location of restrooms, cafe, phones
q
Turn off ringers on cell phones, beepers
q
Intro/Acknowledge volunteers
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Stay until end of presentation
q
Agenda/Timing
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Book sales/signing
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Ask attendees to complete evaluation forms at end
q
Invite attendees to sign up for complimentary coaching
session
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Introduce speakers and ensure good flow and adherence to
timetable
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Pass out evaluation form
q
Collect completed evaluation forms
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Collect Complimentary Coaching Sign-Up Forms
After the Event:
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Write thank-you note to speakers
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Attend wrap-up meeting with other Team Leaders and develop
lessons learned
q
Summarize evaluation forms, provide input/feedback to
ICF-CT Marketing Chair for reference when planning future
Coach Week programs
q
With other speakers, determine best fit for assigning
coaches for complimentary coaching session
Reward yourself for leading an extraordinary event!
***Many thanks to the New Jersey Professional Coaches Association
for sharing these Public Relations materials. Adapted by Melissa
Thornton, President and WebMaster, ICF-CT |
