# Event planning checklist

_Students Organize For Syria · Chapter toolkit_

Walk an event from first idea to follow-up, with a checklist for each stage.

## Event basics

**Event name:** ________________________________________

**Date and time:** ________________________________________

**Location:** ________________________________________

**Lead organizer:** ________________________________________

**Goal (what should people know, feel, or do afterwards?):** ________________________________________

**Expected audience:** ________________________________________

## Four or more weeks before

- [ ] Agree on the goal and the audience
- [ ] Choose a date that avoids exams and major campus events
- [ ] Check your school’s rules for registering events and booking rooms
- [ ] Reserve the room or space
- [ ] Invite and confirm speakers or partners
- [ ] Draft a budget and identify funding
- [ ] Assign roles: lead, promotion, logistics, host

## Two weeks before

- [ ] Create graphics using the SOS brand kit
- [ ] Post on your chapter’s social media and campus channels
- [ ] Set up an RSVP or sign-in method
- [ ] Confirm accessibility needs (location, captions, seating)
- [ ] Order supplies, food, or printing if needed
- [ ] Share speaker details: time, place, run of show

## Week of

- [ ] Send reminders to RSVPs and volunteers
- [ ] Confirm the room, tech, and setup time
- [ ] Prepare a run of show with timings
- [ ] Print sign-in sheets and any handouts
- [ ] Plan how you will share photos (ask for consent first)

## Day of

- [ ] Arrive early to set up and test tech
- [ ] Welcome people and collect sign-ins
- [ ] Keep to the run of show
- [ ] Take photos only of people who agreed
- [ ] Clean up and return the space

## After

- [ ] Thank speakers, partners, and volunteers
- [ ] Follow up with attendees (next meeting, how to get involved)
- [ ] Post a recap
- [ ] Hold a short debrief: what worked, what to change
- [ ] Record attendance and results for your semester report

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Questions or ideas for this template? Email sos@organize4syria.com.