Event Planning Timelines
If you are ready to start planning an event, download this timeline/to-do list template to help get you started: Template - Event Planning Timeline.
For virtual events, you may want to review the Virtual Event Planning Timeline Template.
DEI in Action: Developing, Planning and Facilitating Educational Programs and Events
This three-part document was developed to guide MSU Extension employees in creating and delivering educational materials and programs as well as event planning in a way that reflects our values and commitment to diversity, equity and inclusion.
The first section focuses on considerations and strategies for facilitating or delivering programming. The second section focuses on the development of educational materials or products. The last section focuses on event planning considerations. An appendix of useful sites for obtaining diverse images and of useful websites is also included.
Recommended Language for COVID-19 Considerations
MSU Extension recommends including language in marketing, registration materials and confirmation materials to ensure that all participants attending in-person events are aware that decisions regarding in-person programming will remain fluid and subject to change at any time based on guidance from Michigan State University, MDHHS and the CDC. Please consult the Event Marketing & Recommended Language document for further information.
Required Attendance Collection for In-Person Gatherings
On June 28, Michigan State University removed many of their remaining COVID-19 rules in alignment with the current re-opening of the state announced on June 22. As a result, MSU Extension will no longer have any face-to-face meeting requirements or require approvals for in-person meetings, activities or events hosted by volunteers or staff. MSU Extension staff may now conduct in-person programming and volunteer groups, 4-H clubs and Extension Master Gardeners may now meet in-person as desired. Please keep a record of attendance with contact information for each in-person engagement, via meeting minutes, registration, attendance log or other methods. These records should be kept for six months.
If you are considering planning a hybrid event to accommodate both in-person and virtual attendees, we suggest that you read through the answers to these common questions to gain a better understanding of what hybrid events require.
A location and equipment checklist for hybrid or blended events is also available on the Organizational Development website.
The following information is available to you as a resource to help you plan a successful event.
- Events Industry Council - An organization focused on the exchange of information within the meetings, conventions, and exhibitions industry. The website offers many tools and resources to assist in the event planning process.
- The Accepted Practices Exchange (APEX) is an initiative of the Event Industry Council to develop and implement industry-wide accepted practices to create and enhance efficiencies throughout the meetings, conventions and exhibitions industry. This website has a tremendous amount of resources surrounding event planning.
- Insights Industry Glossary - Search Engine - Do you know podium from lectern? Lavaliere microphone from handheld? Search this glossary of more than 1,400 terms, acronyms, and abbreviations and save yourself time, money, and trouble.