How-to Create a Regional Summit
Host chapter guide
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MONTH 1:
1. Internal Calendar
 Recruit chapter leaders and members to serve on Summit Committee (3-5 people)
 Create a calendar with the tasks below and assigned due dates
 Create a master task list and delegate responsibilities to individuals on Summit Committee
 Create a Facebook planning group so that all committee members can communicate throughout the
planning process
2. Logistics
 Confirm date and time of Summit (recommend 10am-4pm)
 Reserve space: Building, rooms, check-in area
 Technology – microphone(s), computer hook-up, LCD, sound, podium, easels/flip charts
 Reserve tables and chairs for workshop/presentation sessions
 Reserve tables and chairs for check-in
 Buffet table for continental breakfast/lunch
3. Summit Theme
 Create a theme for your Summit
 Create a logo for the Summit
 Define learning objectives and goals for your Summit
4. Create a “Save the Date”
 Date/time/location
 Highlights for Summit (topics, speakers)
 Meals provided
 Registration costs
 Contact for more information
5. Registration
 Determine the cost for registration
 Identify early-bird and regular registration costs
 Identify registration options: online pre-registration, cash-only at the door, or both
 Create receipts for at-the-door registration (if allowed)
6. Web Presence/Social Media
 Create a Facebook event/group and/or website for Summit attendees
 Include Summit agenda (see below for details), highlights and contact information
 Include web registration information
 Include a guide to the community, including hotel and restaurant possibilities (see below for details)
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MONTH 2:
7. Create the Official Summit Invitation (more detailed than the “save the date”)
 Date/time/location
 Highlights for Summit (topics, speakers)
 Meals provided
 Registration now available – link to online registration
 Summit web presence and Facebook event links
8. Scholarships (optional)
 Create budget for scholarships
How-to Create a Regional Summit
Host chapter guide
 Create a scholarship application if scholarships are available
 Scholarship should cover gas/hotel for participants
9. Summit Agenda
 Create a mock schedule
 Identify how many presentations, workshops or activities should be included in the day
 Identify meal times
 Identify any fun/team-building activity blocks
 Identify any key networking times throughout the day
10. Identify chapters/advisors/speakers who could present on items related to the theme
 Invite chapters/advisors/speakers to create presentations/activities (from both the host chapter and
from attending chapters)
 Invite a Speaker’s Bureau member, determine cost
 Identify the Keynote speaker (recommend a Speaker’s Bureau presentation)
11. Food
 Registration should cover cost of lunch, unless it is donated!
 Identify what (if anything) will be available at check-in
 Identify a snack
 Budget the cost of any breakfast, lunch, dessert or snack that is served
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MONTH 3
12. Create a guide to campus and community
 Hotel recommendations
 Parking information
 Map of building where Summit is located
 Campus map
 Restaurants to try (dinner the night before or after the Summit)
 Add this guide to the Summit webpage and send out to all registered Summit attendees
13. Summit Giveaway
 Identify the giveaway for the Summit
 Order the giveaway (see the Active Minds store for ideas)
14. Communication/Reminders (one-month prior to Summit)
 Assign point person to stay on top of answering questions from attendees and creating/sending out
timely reminders
 Updates and reminders sent via email or social media on a schedule leading up to Summit
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MONTH 4:
15. Materials
 Create a contact list of all participants so they can connect after the Summit
 Create and print nametags
 Summit folder including Agenda, contacts, resources from the national office
 Provide instructions to presenters for handouts
 Create a template for handouts and print them for activities/presentations
16. Check-in Process
 Decide who will staff the check-in table
How-to Create a Regional Summit
Host chapter guide
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Determine what time check-in will open
Determine what time check-in will close (recommend 30 minutes after start of Summit)
Provide give-away at check-in
Materials at check-in: folders, give-away, agenda, contact list, nametag, pens, other Active Minds
materials
17. Signage
 Create signs to post directing participants to parking
 Create signs to post directing participants to the building/check-in/rooms
18. Create a Summit Evaluation
 Create a Summit Evaluation for participants and determine how participants will access, complete, and
return the Evaluation Form following the event.