Step 5: Preparing for Event Day

Use the six weeks prior to event day to prepare and gather all of the supplies, resources and materials required for the big event.

Organizer Materials

This planning poster provides a general timeline you can use to keep yourself on-track as you prepare. You may need to adjust according to the needs of your event.

Registration Materials

  • finalized list of registered participants
  • event signage (direction and registration signs) to help participants navigate the venue

Supplies Kit

Assemble a supplies kit that contains all of the items you'll need during set-up and registration. Include the following:

  • Extra batteries (for AV equipment, etc.)
  • Extra Nametags
  • Glue Stick
  • Highlighters
  • Markers
  • Note Pad / Post-It Notes
  • Paper Clips
  • Pens/Pencils
  • Rubber Bands
  • Scissors
  • Small first-aid with Band-Aids and Tylenol
  • Stapler
  • Tape

Participant Materials

Name-tags and Schedules

Each participant should receive a name-tag during registration. Include a personalized schedule with session names and room numbers on the back of each nametag. If possible, obtain agency lanyards from local government or mentoring agencies to clip nametags on.

Delegate Bags

The easiest way to coordinate the distribution of items that each participant will need is to assemble delegate bags for participants to pick-up as they sign-in. Delegate bags should contain:

  • A passport (i.e. program) - use this passport template to develop a one-stop information guide for participants. The template includes sections for each of the following:
    • welcome letter: write a note of thanks to your participants and partners, and share the desired outcomes and goals for the event
    • venue map/ floor plan: circle or highlight bathrooms and the rooms or meeting spaces where sessions, presentations and meals will be held
    • agenda: outline the activities for the day, along with times and locations
    • speakers: provide speaker bios or presentation descriptions for activities that all participants will attend
    • session descriptions: include a description for each breakout session being offered
    • mentoring skills gained: a place for participants to record which sessions they attend and note the topics covered and skills gained
    • contacts: provide attendees with names and contact information for people associated with your organization that can provide further support or guidance
    • notes: can be used for additional comments, content or final thoughts or left blank for participants to make notes
    • evaluation form: have all participants complete and hand-in this page at the end of the day; encourage completion by holding a draw for door prizes from completed forms
  • SWAG - attendees are excited and appreciative to discover little gifts and swag items along with the training materials in their delegate bags. Contact mentoring, government and partner agencies to see if any giveaway items and/or resource materials can be contributed. Some ideas for swag include:
    • branded bags with AMP or other organization logo to hold everything
    • notebooks and pens
    • T-Shirts (youth are often seen wearing these at school post-event)
    • ear buds
    • lanyards
    • USBs
    • water bottles
☰ Step 5 Downloads
download amp resources Planning Poster
Planning Poster
download amp resources Event Signage
Event Signage
download amp resources Passport Template
Passport Template
Back to Top