2016-2017Regional Workshop Host Planning Checklist
Below is a generic planning checklist for chapters that will be hosting one of
KDP’s 2016-2017 Regional Workshops.
Contact Tina Paris, Event and Executive Coordinator, with specific questions.
(317) 829 – 1535 or
Hosting Considerations
Determine a date and time for the event. (Keep in mind that it is a day-long conference.)
Determine and book the location. Get a confirmation or contract for the space.
Establish a budget. Include all costs (rental, catering, audio/visual, printing, and supplies).
Determine the registration fee. (Keep in mind that $10 remains with KDP Headquarters.)
Make all chapter leaders and members aware of the date. KDP can reach out to chapters in your area—request help, if needed.
Define the roles and responsibilities of all parties involved with planning the iLead.
Outline logistics: rentals, furniture, parking, security, housekeeping, and so on.
Put it on VIP calendars (Dean, Dept. Chairs, and so on).
Choose the food and beverage options.
Determine the registration deadline. (KDP has set all registrations to close the day after the event.)
Research all possible routes to encourage attendance (alumni base, KDP members, mentor and supervising teachers, other KDP chapters, and more)
Nearing the Event
Email registration information to potential attendees. Post it on social media as well.
Confirm audio/visual costs (including wifi if applicable).
Share agenda with the venue, other hosts, and/or other facilitators (if applicable).
Explain the set-up needed for the meeting room, registration area, and any displays.
Design a printed program or have an online version.
Work with venue to determine any signage needed.
Arrange to have volunteers running the registration desk, help with set-up & teardown, and more.
Gather all materials needed as outlined on the Host and Facilitator Page.
Attend facilitator training via webinar.
Preparing for the Day
Request the registration report from regional chapter coordinators.
Confirm catering (food/beverage) costs using the total registered attendance.
Decide on a name badge format.
If printing a program, determine the quantity needed and cost.
Send an email or text confirmation to attendees. Include the location & agenda details.
Assemble attendee packets per curriculum.
Gather inexpensive door prizes (if applicable).
Check with the campus photographer and see if s/he is available to capture some images and/or video.
Track expenses to-date and update budget.
Final Preparations (Three Days Before Event)
Give caterer final guarantee. Confirm delivery and set-up times.
Print the name badges and assemble them.
Last-Minute Steps(Two Days Before Event)
KDP will run the attendee list for sign-in and registration. Prepare these lists.
Have extra registration materials for onsite registrants or last-minute changes.
Check names of VIPs for script/introductions.
Follow-Up from the Event
Send “Thank You” notes to all volunteers, VIPs, and guest speakers.
Review attendee reflections from Headquarters to determine who will receive a certificate of completion. KDP Headquarters will send electronic certificates to those you declare eligible.
Email KDP Headquarters (Tina Paris, ) with a recap of the event. Include photos and video clips if possible.
Miscellaneous & Optional Items
It may be possible to get sponsorships for this event. Be sure to check with local businesses about event sponsorships (ranging from $100 to $500) and/or a food donation for attendees. Contact the HQ office if you have questions or need advice on reaching out.