Planning an EVENT (IDEAS project)
As you are planning your team event, it is important to routinely discuss the points below with team leadership, team members, and any other relevant parties who are helping with facilitating the event. It is important that the whole team feels involved in the planning and facilitation process, so be sure to include the whole team in initial event brainstorming and the final decision of the event. The IDEAS model will be a great tool in brainstorming.
In the initial stages of planning, it is wise to have team leadership come up with a few example types of events to share with the team members (and/or have team members come prepared with ideas for the planning meeting). Ideas for health-related events can be easily found online. Team members can then contribute ideas for modifications for these events or contribute their ideas for new events.
Success starts with planning!
Use this checklist to guide the planning your IDEAS project. It is recommended that you record the answers to these questions and any other materials you acquire during the planning process (contact information, receipts, marketing materials, etc) so you can easily replicate the event or evaluate areas for improvement.
I-Identify the problem
What is the purpose of this event?
What do we want people to know or be able to do that they didn’t know or weren’t able to do before?
What health need specific to our community will this address?
What will the lasting implications be of this event?
D-Design a solution
When and where will the event be held?
Is the venue easily accessible by the intended participants?
What steps do we have to take to make sure that we are able to use this space at our desired time?
How will we know that our intended participants will be available for this event?
Who will be responsible for making sure these steps are taken?
How will we inform our intended participants of the event?
What types of advertising will we use for the event, and who in the club will be responsible for creating and distributing these advertisements?
What materials will we need to make the event successful?
Who do we need to contact to make sure we have these materials when we need them?
Will these materials cost money? How much money are willing to spend, and how much money is too much? Where will that money come from (see “How to Plan a Fundraiser” for more ideas)?
Who will be responsible for ensuring that each item needed for the event will be ready at the venue?
How do we want the event to run?
How do we want the venue to look?
Are these expectations clear to all event volunteers?
How will we ensure that the expectations of our participants are made clear (learning outcomes, codes of conduct, activity instructions, etc)?
Who will be responsible for ensuring that these expectations are properly conveyed?
Who will be needed at the event to help facilitate?
Is there a need for greeters, activity facilitators, keynote speakers, subject matter experts, or general volunteers?
Who will be responsible for contacting volunteers that are not already club members?
What other resources or information can we leave available for event participants to enable them to continue taking responsibility for their own well-being after this event (resource directories, pamphlets, registration in online courses, registration in club email list, etc)?
Are there any other special considerations for our specific event? Is someone directly responsible for these other considerations? Have we thoroughly addressed these considerations?
E-Enact the solution
What sort of obstacles do we expect to encounter while preparing for this event?
What sort of obstacles do we expect to encounter during the event (weather, low turnout, high turnout, lack of availability for first-choice Subject Matter Experts, etc)?
What is our plan for dealing with possible setbacks?
A-Assess the solution
How will we get feedback from our event participants?
What opportunities will we provide for them to give their opinions? How will we use, monitor, and track this feedback?
How will we know if this event was a success? What measurement are we using to determine this (attendance, money raised, participant evaluations, etc)
- What did we not anticipate in our planning and how can we prepare better for this in the next event?
- Are we using our resources (money, volunteers, time, physical items, venue, etc) efficiently? Is there a way we could be less wasteful?
S-Sustain, scale, or scrap
- What about this event worked and what could have been better?
- If we were to do this event again, what aspects would we keep? What aspects would we scrap?
- What does our participant feedback recommend?
- What changes can be made to address the issues in participant feedback?
- Did we reach our initial goal? Was our event successful according to the metrics we set ahead of time?
- If yes, what steps can we take to meet an even larger goal?
- If no, what steps should we have taken to meet our original goal?
- For our next team IDEAS project, will we do this event again/keep this program running, use this type of event to address another health issue, expand this event to a wider audience, or do a different type of entirely?