Planning a Network event is no small feat! Not sure exactly how do it?

Here’s the playbook.

 
 

Choose a Topic and Date

YWIN event themes include: Financial Literacy, Advocacy, Personal/Professional Development, Jewish Values, and Social
Tip: Not sure what to choose? Check out the Program Bank for ideas!

When choosing a date, make sure to check with the local Jewish and community calendars to ensure there aren’t any conflicts. And if you have a speaker - check their calendar too!

Think about your audience - will they prefer a weekend or a weeknight? What topics resonate with them?

Identify Event Chairs

The designated programming board member will work with the VP of Programming to plan to event. Also think about:

  • Other board members that may want to help! They may have connections or expertise in this area that you don’t know about.

  • Is there an opportunity to bring in a non-board member to help? This is a great way to get new women engaged!

Secure logistics

  • Where will the event be located?

    • Thinking through what type of venue is appropriate for your event is key, and securing this as soon as possible is recommended! Think about the audience, what types of activities you’ll be doing, what resources you may need, etc.

  • Will there be a speaker?

    • Will they be making a presentation, or need a mic?

    • Does this speaker have a rate for speaking engagements? Always ask the speaker for their rate before offering an amount to pay.

  • Are you partnering with any other organizations?

  • Will there be food? Drinks?

Event Pricing

Consider what you are offering to participants in the event (food/drinks, take-home projects, speakers time, etc.) and decide on a price for the event. All participants will be charged the same amount. Consider how many participants you anticipate having, and what to charge them to ensure you either balance your budget or are profitable.

Please think about balancing your budget when deciding on event pricing as well (we have an event budget planning worksheet that can help visualize the numbers!). Your annual budget is yours to use as you best see fit, but please keep track of it throughout the year.  

Fill out the Marketing Form

The marketing form goes to the JWI YWIN and Marketing Teams, who bring events to life on our calendar, build emails, and create Network-wide social posts. Please fill out the marketing form as soon as you have your details so we have plenty of time to promote your event. We ask that forms are filled out a month in advance, but you can submit them up to five business days before the first email or social post is needed.

What you need to fill out the form: We ask for a lot of information to make sure we have what we need.

  • You must have a date, event theme, and title for us to start promoting your event. If you know about an event well in advance and want us to send a “Save the Date” you can provide us the details to do so.

  • Make sure to let us know of anything important that we will need to communicate to attendees! What information do they need to share when registering? Are there special parking instructions for your venue?

  • Think through what kind of marketing schedule you’d like — how many emails do you want us to schedule? What about social posts?

Once you fill out the form, we’ll post the event to the JWI calendar and schedule out emails and social posts.

Fill out the Event Budget Worksheet

“A woman who controls her finances controls her future.” We are excited for the networks to control their finances (with some JWI guidance!). Financial literacy is kind of JWI’s thing, and your Network board is in control of how you decide to spend your annual budget. Please fill out the Budget Worksheet located directly under the Marketing Form so we can see what you’re planning on spending and bringing in for your event.

Spread the word!

Via Social

  • Share the calendar link or Facebook event with your Network city Facebook and/or Slack group

  • Post the event in local newsletters or on other Jewish websites

  • Share any applicable posts from the JWI/YWIN Instagram accounts to your city-specific Instagram account

Via Email/Text

  • Personalized outreach is the best way to get people to events

  • Don’t feel like you have to pressure the same friends every time — think about who would enjoy whichever program your Network is hosting and invite them

  • JWI can provide contact information for folks who have previously attended events in your city

  • There are board members in charge of engagement and communications, so look to them for any advice on how to recruit

Keep in touch

Be in touch with JWI, your speaker and venue to prepare them with any materials they may need before the event.

Final Prep List

Do you have:

  • Pens

  • Name tags

  • Sign in sheets

  • Serving bowls/plates/napkins/cups?

At the Event

  • Arrive early to help set up the venue (if needed)

  • Greeting new people: be sure to greet people you don’t recognize and introduce them to people at the event. People always comment on how warm and welcoming YWIN events are - this is by design!

  • Designate someone to take photos so you can send them to the team at JWI, and so we can use them for promotional materials

  • Speaking of promotional materials: designate someone to “take over” the YWIN Instagram to show off how fun the event is. Contact the JWI team if you need the login or tips on how to showcase your event.

  • Most importantly: enjoy yourself!

Follow Up

  • Thank you email

    • Send pictures and a brief recap of the event to the Network team to ensure your follow-up email goes out smoothly and quickly.

  • Fill out your reimbursement form

    • Receipt must be sent within 2 weeks of the event to finance manager and network coordinator (Debbie and Rachel).