Event Planning Guide

Step-by-step guidance for planning and executing successful virtual and in-person events that engage our community and advance our climate mission.

Contents
Planning PhaseLogisticsPromotionExecutionFollow-up
Planning Phase (8-12 weeks before)

Define Event Goals

  • • What do we want to achieve? (awareness, engagement, fundraising)
  • • Who is our target audience?
  • • What is our success metric?
  • • What is our budget?

Event Type & Format

  • • Webinar (educational, scalable)
  • • Panel Discussion (expert perspectives)
  • • Workshop (hands-on learning)
  • • Networking Event (community building)
  • • Fundraiser (donor engagement)
  • • Volunteer Meetup (team building)

Secure Key Resources

  • • Speakers/panelists
  • • Venue or platform
  • • Budget approval
  • • Team members
Logistics & Setup (4-8 weeks before)

Virtual Event Setup

  • • Choose platform (Zoom, Hopin, Eventbrite)
  • • Set date and time (consider time zones)
  • • Configure registration page
  • • Test audio/video quality
  • • Create backup plan

In-Person Event Setup

  • • Book venue
  • • Arrange catering
  • • Plan layout and setup
  • • Arrange transportation/parking
  • • Prepare materials and signage

Speaker Coordination

  • • Confirm speaker availability
  • • Collect speaker bios and headshots
  • • Share event details and timeline
  • • Conduct tech check
  • • Prepare speaker introductions
Promotion & Outreach (6-2 weeks before)

Multi-channel promotion ensures strong attendance:

Email Campaign

  • • Save-the-date (6 weeks before)
  • • Event announcement (4 weeks before)
  • • Reminder #1 (2 weeks before)
  • • Reminder #2 (1 week before)
  • • Final reminder (2 days before)

Social Media

  • • Post 2-3x per week
  • • Share speaker bios and highlights
  • • Use event hashtag
  • • Create shareable graphics
  • • Encourage early registration

Other Channels

  • • Volunteer network outreach
  • • Partner organization promotion
  • • Press release for major events
  • • Website banner/announcement
Event Day Execution

Before Event (1-2 hours)

  • • Arrive early for setup
  • • Test all technology
  • • Greet speakers and volunteers
  • • Do final walkthrough
  • • Have contingency plans ready

During Event

  • • Start on time
  • • Welcome attendees warmly
  • • Follow agenda closely
  • • Monitor engagement and questions
  • • Manage transitions smoothly
  • • Take photos/videos for promotion

After Event

  • • Thank speakers and volunteers
  • • Collect feedback via survey
  • • Compile attendance data
  • • Send thank you emails
  • • Share event recap
Follow-up & Evaluation

Immediate (Within 48 hours)

  • • Send thank you email to attendees
  • • Share event recording/slides
  • • Post event recap on social media
  • • Thank speakers and partners

Evaluation (1 week)

  • • Review attendee feedback survey
  • • Analyze attendance and engagement metrics
  • • Calculate ROI if applicable
  • • Document lessons learned
  • • Share debrief with team

Key Metrics to Track

  • • Registration rate
  • • Attendance rate
  • • Engagement (questions, polls, chat)
  • • Satisfaction score
  • • Social media reach
  • • Conversions (signups, donations)
Event Planning Templates

Event Planning Checklist: Comprehensive timeline and tasks

Budget Template: Track all event expenses

Promotion Calendar: Social media and email schedule

Attendee Feedback Survey: Measure satisfaction and impact

Event Debrief Template: Document lessons learned