What are the steps to organizing the Regional Summit?

We now have a time tested Process that can easily be followed in 4-6 months.  From identifying early coordinators to Thank You cards after the Summit, this section will link you to the overview and specific Workplan Templates to organize your Regional Summit.

Quick link to:

4-Month Workplan Template

Six Months in Advance

•    Review existing models and documents of previous Regional EE Summits
•    Think about your region – what is special, what is unique, what are the issues, who are the leaders (official and natural), what are the demographics, who needs to be at the table
•    Who are 3-4 key leaders in the area that could be the nucleus of forming a Steering Committee? Are there 2-3 groups, agencies or organizations that might lend early support to the effort?
•    Begin to consider who should be part of a Steering Committee
Link to: Forming A Team

Four Months in Advance 

•    Begin to assemble your leadership teams – Steering Committee and Advisory Council    Link to: Leadership Roles
•    Begin to develop a vision and goals for the event
•    Map out a timeline, duties and responsibilities
•    Hold a VIP Briefing for those community members who would be helpful in attracting a diverse audience   Link to: 1st Meeting Structure
•    Select date and time – consider conflicts with other events: check local event listings – on-line with Convention and Visitor Bureaus, newspapers, school districts, etc.; consider weather and transportation

Three Months in Advance

    Consider these elements:
        Transportation connections – mass transit connections, parking space
        Space, light, HVAC (heat, ventilation and air conditioning), wall space
        Adequate restroom facilities
        Food prep – kitchen or catering
        Tables and chairs – round tables
        Flipcharts or whiteboards + markers
        Wall space – hanging paper or banners
        LCD projector + screen
        Link to: Choosing a Site  &  Refreshments and Meals

•    Begin compiling invitation list divided into categories such as:  
Businesses, government agencies, higher education, K-12 education, tribal interests,     community organizations (Scouts, recreation groups, non-profits, Kiwanis, etc.), peer     organizations, parents, students, forestry and agriculture and recreation.
•    Contact public officials right away so they can reserve the date.
        Link to: Who to Invite

Two Months in Advance

•    Design invitations (2.5 months ahead)
•    Arrange catering for lunch and breaks
•    Seek donations of food, facility, financial help
•    Arrange for keynote speaker and other dignitaries (2+ months depending on dignitaries)
•    Finalize invitation list (7 weeks ahead)
•    Mail invitations (4 - 6 weeks ahead) – designate one person to handle the RSVPs (hold places for certain groups or individuals to ensure a diverse representation of the region – geographic, sectors, ethnic, language, income, etc.)
•    Start a draft Regional Summit agenda – think about your audience, what you want to accomplish, how much time you have and what your resources are Link to: Documents

One Month in Advance

•    Arrange for Lead Facilitator and small group facilitators and recorders
       Link to: Facilitation
•    Make follow up phone calls and emails to those invited people you want to ensure attend (do this to avoid sending repeat invites the week before)
•    Arrange printing of any materials (folders, labels etc.)
•    Arrange any exhibits for the day

Two Weeks in Advance

•    Finalize your agenda – involve the Lead Facilitator in the planning Link to: Sample Agenda
•    Hold a conference call or meeting with the Steering Committee to address any last minute issues

One Week in Advance

•    Set up facilitator training for 1-2 days before summit with Lead Facilitator
•    Compile materials for the day - agenda, participant list, e3 Washington materials, posters, banners, decorations and any props for activities

Week of Event

•    Finalize registration list and procedure for registering participants.
•    Make seating chart – may want to vary seating after lunch
•    Designate leads for registration, display coordination, room setup, catering assistance, greeting and cleanup
•    Create directional signs if needed
•    Set up facility the night before if possible.

Day of the Event

•    Arrive at event early to finalize room set-up
•    Set up registration table and any directional signs
•    Oversee room setup and organization
•    Clearly label tables for seating arrangements (where do I sit?)
•    Greet keynote speaker(s) and share information about agenda and timing of talk
•    Assist Lead Facilitator to assemble small group facilitators for a briefing on the day
•    Check in with caterer for breaks and meals
•    Ensure participants know location of water, bathrooms and any emergency procedures
•    Periodically check in with Lead Facilitator to see how event is unfolding
•    Gather printed materials (notes, flipchart papers, etc.) generated at the Summit in one location to compile later
•    Encourage Steering Committee members to help with clean-up – have a procedure.

Week after Event

•    Send thank you notes to sponsors and volunteers at the Regional Summit
•    Compile results of any activities or information gathered at the event – the sooner after the event the better…..your memory is fresher! 

Month after Event

•    Report back to the Regional Summit participants about the event itself and the next steps being taken – how can they get involved?
•    Set dates for next meetings and target for Regional EE Plan
         Link to: Developing the Regional Plan

Documents

Pre-Event Development: Documents

Next: Who to Invite