Women in Ag Farm Management Course PLANNING CHECKLIST

Transcription

1 Women in Ag Farm Management Course PLANNING CHECKLIST Course Name: Session s: Start and End Times: Registration Fee: $75.00 Facility Name: Complete Address: Counties/Regions Involved: County Professional Name: Contact Info: Farm Management Specialist Name: Contact Info: Statewide Sponsors: Local Sponsors: Notes: EVENT PLANNING CHECKLIST 4 to 6+ months out Establish Partnerships guidelines Contact Madeline Schultz Review WIA Farm Mgmt. course planning Identify interested counties Identify county extension professionals Choose one county contact for course Identify farm management specialist Agreements -- written or verbal If more than one county involved consider: 1

2 - How will costs be divided? - Profits divided? - Losses divided? Host Steering Committee Meeting - Determine possible local sponsors - Determine possible local speakers - Determine possible participants - Determine program focus Determine Budget Review WIA Farm Mgmt. annual course budget Identify funding sources - sponsorships, grants Charges/costs Room rent Speaker cost Travel costs Handout costs Refreshment costs Overhead costs Secretary (OA) costs Identify Venue/Site Handicap accessible? Room darkening needed? Possible? Technology needed? Booking Cost Getting key Returning key Locking up arrangements Time Needed to (Including set-up and tear-down time) Place for food Interactive seating arrangement Establish Registration Process Review WIA Farm Mgmt. registration guidelines Complete course submittal form at 2

3 guidelines) available) When course is approved: - This triggers prep of marketing materials - This triggers prep of online registration Determine registration fee ($75.00) Registration deadline ( 1 week prior to start) Phone registrations and pay at the door? (See Where to send registration (ANR Services) Min/Max number for meeting (10/25) Who doesn't pay Any reduced cost registrations (scholarships Will refunds be allowed (Yes) Program Develop Specific Course Agenda, include Farm Mgmt. and County contact information, send copy to Madeline Schultz Face to Face Speaker Vetting (See guidelines) Obtain bio and program information Is overnight lodging needed? Other needs? Confirm speakers, make sure they have full information on the class, share pre-class survey results 2 to 4 months out Initiate Marketing/Publicity Efforts Write talking points Distribute brochure, flyers, posters, others Write and distribute media releases Media Contacts Radio / PSA / Interviews TV interviews Trade media Paid newspaper/radio advertising Displays prepared and set up Conduct media events Identify cross marketing opportunities 3

4 Social media Promote on Web sites Write newsletter article Make Presentations Record Video Refer to Extension Program Marketing Planning Guide for additional assistance al recruiting Post s on Calendars ISU Extension and Outreach Calendar Trade Calendars Media Calendars Partner Calendars Participant Materials Order and/or prepare course notebooks Gather yours and speaker s ppt slides Prepare Name Tents Prepare for online or paper surveys, prepare code sheets Contact Food/Refreshment Providers Determine availability, budget, menu Identify their needs - tables, when need final #s Identify who will provide table service, etc. 4

5 1 to 2 months out Identify Audio-Visual Needs Booking/reserving equipment Delivering equipment needed Payment for equipment (if needed) Easel/pad Screen Podium TV/DVD Internet access Digital Camera Sound system Extension cords Computer (laptop or other type) LCD/table White board Determine Room Arrangement Prefer 4 to 6 round/square tables with 25 chairs - When can it be done? Cost? - Clean up/tear down arrangements? Order/Reserve Organizational Marketing Items Nametags ISU Extension and Outreach table cloth Folders Banner display Appropriate publications Name of publications and order number o o o Need order by when? (Allow for back orders) 5

6 Promote/Recruit attendees Distribute brochures, flyers, posters, etc. Design and deliver newsletter articles Place newspaper articles, ads Updating and maintaining mailing list(s) Updating and maintaining list(s) al letters messages, recruit and remind Phone calls s for mailing newsletters Update Web sites Conduct social media conversations Post video 1 to 3 weeks out Finalize Catering/Refreshments What? When? By whom? Coffee pot Other refreshment containers Napkins, plates, etc. Food needed Food ordered Prepare Handouts/Gather Supplies Welcome signs for doors How many handouts needed? Source of publications? Who makes copies? - (centrally or in every county)? White copy needed? Colored copy? Prepared in-house or commercially? Cost for duplicating materials? Supplies needed? Pencils, markers, pens, paper Determine Staffing Needs during event County staff attend meeting? 6

7 How many staff are needed? o- When? How long? To do what? Registration/Participant Check in -- who? Days of Course Final Details Handouts to location Justice statement poster at location Registration forms to location Evaluation forms to location AV equipment to location AV set-up Room arrangements setup, take-down Refreshments - What? When? By whom? ISU Extension and Outreach branding materials displayed First Session s - Collect pre-course surveys - Send to Arlene de la Mora at RISE - Pass out course agenda and notebooks - Begin weekly follow-up s to participants Recognize and thank statewide and local sponsors Mid-Session s - Confirm spelling of names with Brent Pringnitz for certificates - Gather immediate feedback with Things I Learned/Need to Know cards Last Session s - Hold graduation activities, distribute course certificates - Collect end of class surveys and send to Arlene de la Mora - Take class photo - Provide news release to local papers about course completion - Return unused materials to state coordinator (Madeline Schultz) Recognize and thank statewide and local sponsors 7

8 Week Following Event Accounting Pay bills Send invoice for reimbursement request to Madeline Schultz Pay ourselves Pay partners (ISU others) Prepare and share accounting report Accountability calendar o Office Assistant(s) time o Regional Director time o Prog. Assistant time o Prog. Specialist time o Prog. Specialist time Add numbers to ISU Extension and Outreach Evaluation Follow-up public relations Evaluations -- summarize, write report Gather impacts were changes made, were goals of program met? - Who will write, video impacts? Distribute evaluation summary and impacts Write/share success story Write and send thank-you s Follow-up meeting needed Y/N? Make arrangements for meeting if needed Planning for future event(s) o What worked? - What did not work well? 8