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Event Planner's Checklist

This is by no means an exhaustive list, rather it is meant to get the juices flowing. We recommend your event leader creates a checklist for your event. It can be distributed at committee meetings as a check-in.

  • Recruit a committee and establish the event leader
  • Decide on an event and set goals
  • Alert the alumni office
  • Develop your promotion plan
  • Develop your event plan
  • Figure out what jobs need to be done and if you need additional volunteers

  • Recruit volunteers to assist with specific jobs
  • Line up speakers
  • Set-up the registration process
  • Begin promotion (York alumni website posting, email, social media, mail, etc.)
  • Make local arrangements for the meeting place, speaker’s hotel accommodations, etc.
  • Invite Alumni Office staff members

  • Get to the location early to work out any hiccups that arise before people begin to arrive
  • Make sure you have your camera and a willing volunteer to be photographer for the event
  • Bring any supplies you think you may need: pens, paper, list of attendees, contact information of volunteers

It’s over.
Now what?
  • Meet with the committee and volunteers to discuss:
  • What worked really well?
  • What were the hiccups?
  • What was the final attendance?
  • Ideas for the next event—keep the moment
  • Send the Alumni Office your post-event report [PDF]