Training Event Planning Template
www.learningtotransform.org
To edit click “file” -> “Make a copy” -> “Entire presentation”
Logistics [Lead: ___________ ] | ||
| Person Responsible | Date to complete |
Determine structure (online / in-person / hybrid) | | |
List dates for event | | |
Set application deadline | | |
[for online] List available platforms | | |
[for online] Choose platform | | |
Write save the date | | |
Send save the date to list | | |
Put save the date on website | | |
List available locations for retreat & classes | | |
Check availability of locations | | |
Choose location | | |
List food / catering options | | |
Choose food option | | |
Create Budget | | |
Set cap for # of participants & diversity criteria | | |
Set pricing, including accessibility option | | |
www.learningtotransform.org
To edit click “file” -> “Make a copy” -> “Entire presentation”
Logistics [Lead: ___________ ] | ||
Choose registration platform | | |
Create registration/application form | | |
Assure invoices are received from all contractors | | |
Follow-through on payment for invoices | | |
Marketing [Lead: ___________ ] | ||
| Person Responsible | Date to complete |
Write content for training landing page on website | | |
Find high-resolution photos for posts | | |
Put up content for landing page | | |
Write content for social media posts | | |
Create posts for social media (Pre-Launch example: “Save the Date” or “Exciting announcement coming soon…”) | | |
Create Facebook event or similar | | |
Create one-pager / brochure PDF (write and create design) | | |
Send brochure to list | | |
Send article description to relevant media outlets | | |
Consider other platforms/ influencers & create plan for each | | |
Post registration to social media & other platforms, as needed | | |
www.learningtotransform.org
To edit click “file” -> “Make a copy” -> “Entire presentation”
Outreach [Lead: ___________ ] | ||
| Person Responsible | Date to complete |
Write Call to Action for previous participants to recruit for event as appropriate | | |
Create list of prospective organizations/participants | | |
Assign each team member a specific org/individual | | |
Create email template that highlights benefits of participation to individuals and organizations | | |
Assure consistent follow-up for those who don’t respond | | |
Design [Lead: ___________ ] | ||
| Person Responsible | Date to complete |
Use Learning to Transform Training for Action Template to set content for training | | |
Conduct learning needs assessment with prospective participants | | |
Create step-by-step facilitator instructions and materials for each session | | |
Select outside materials (such as readings, videos, etc.) | | |
www.learningtotransform.org
To edit click “file” -> “Make a copy” -> “Entire presentation”
Facilitation [Lead: ___________ ] | ||
| Person Responsible | Date to complete |
Create list of potential facilitators for each session | | |
Approach each facilitator & secure at least one for each session | | |
Design “Training of Trainers” for facilitators OR one-to-one prep | | |
Conduct prep with all facilitators | | |
Obtain materials request from each facilitator | | |
Communicate materials needs to logistics lead | | |
Logistics during event [Lead: ___________ ] | ||
| Person Responsible | Date to complete |
[if online or hybrid] Review outline with facilitator’s prior to event to anticipate use of Zoom features | | |
[if online or hybrid] Lead tech for small groups–polls, slides, etc. | | |
Assure all printed materials & tools are present at time of the event | | |
Point-person for retreat center staff | | |
www.learningtotransform.org
To edit click “file” -> “Make a copy” -> “Entire presentation”
Accessibility [Lead: ___________ ] | ||
| Person Responsible | Date to complete |
Determine which languages must be present | | |
Confirm interpreters (simultaneous) | | |
Confirm translators (written materials) | | |
Secure interpreting equipment | | |
Send written materials to translators prior to event | | |
Communicate materials needs to logistics lead | | |