Step 6: Event Day

Arrive as early as possible to allow yourself plenty of time to set-up and troubleshoot any unexpected issues. 1.5 – 2 hours prior to the event start time is ideal. 
 
Set-Up
  • set up the registration table 
  • hang signage directing participants to the registration table, session rooms and washrooms
  • set-up resource displays and/or exhibit booths
  • set-up AV equipment in each session room and the main meeting area (test the sound, USB/CD capability, internet connection, displays, and any log-in usernames and passwords to prevent frustrating surprises later)
  • have the Emcee test the overhead/PA system
  • ensure event rooms have been set up correctly 
  • set-up food and beverage area (if not catered) and snack stations 
Registration Table
 
There is no way to accurately predict the number of participants that will show up on event day. It is customary to expect approximately 15% of registrants not to attend, however, the opposite has occurred at these events where an unusually high number of walk-ins show up unexpectedly. Have extra nametags on-hand just in case!
  • acts as an introduction and welcome point for the event where participants pick up delegate bags and nametags, 
  • ensure you have at least two people at the registration table until ½ an hour after the event starts (to register late-comers) and one at least one person between sessions directing traffic and answering questions

During the event

Kick-Off
  • begin with a welcome and overview of the day 
  • have the Emcee move participants throughout the day's activities using the overhead system
Wrap-Up
  • end the day by providing time for participants to complete and hand-in evaluation forms
    • it is very important to ask people what they thought of their experience, so you know what worked well and what could be improved for the next time around
  • hand-out Promising Practices feedback forms for staff, volunteers and session facilitators to complete
  • draw for door prizes
    • great motivator for positive participation – hand out ballots to enter when participants demonstrate good leadership qualities, answer questions correctly, complete their evaluation forms, etc.
  • thank participants and volunteers for attending
 
☰ Step 6 Downloads
download amp resources Evaluation Form
Evaluation Form
download amp resources Promising Practices
Promising Practices
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