On the day of your event, you will use the materials developed and playbook to guide activities and ensure everything runs smoothly. Arrive early to be able to check that everything is set up as expected, set up signage to guide people to the event, put out any handouts or display materials, check audio-visual if using, and be prepared to greet other presenters and attendees. If you are using presentation slides, bring a laptop and a thumb drive with the presentations as a back-up it needed. If you are hosting a large community event, assign one person as the on-site coordinator. This coordinator will be the point person with the facility and other support vendors and coordinate the agenda throughout the day. If you are using volunteers to facilitate the event, the coordinator should have them arrive one hour before the event to meet briefly and review roles so that they will be ready when participants begin to arrive.
Evaluating the event and outcomes
An easy open-ended survey provides input for future events and helps gauge the impact the event had on participants. Did people learn any new information? How will they apply this information to their work/lives? What additional information might be helpful in the future? You can modify the ChORUS sample evaluation form to meet your needs.
After the event, send thank you notes to presenters, partners, and others that helped make the event a success. Conduct a de-brief with the planner to gather input to inform future event planning related to both logistics and content. During the debrief meetings, share results from the surveys to include positive comments as well as suggestions for improvements or additional activities. Provide updates to social media and other outlets reflecting the outcomes of the event and any next steps.
View the ChORUS Sample Event Evaluation Form.