Our Guide to Planning Founders Day Part II

Founders Day Luncheon Task List and Checklist

Planning Phase

• Set Event Date and Time

  • Coordinate with leadership and venue availability.
  • Confirm the time works for the majority of attendees.

• Choose Venue

  • Ensure the venue accommodates the expected number of attendees.
  • Verify accessibility, parking, and amenities.

• Establish Budget

  • Include venue rental, catering, decorations, technology, and contingency funds.
  • Determine ticket prices based on cost-per-attendee calculations.

• Form Planning Committee

  • Assign roles (e.g., ticket sales, seating, décor, logistics, program).

• Send Save-the-Date Announcements

  • Use email, social media, and chapter newsletters.

Ticket Sales and RSVP Management

• Set Up Ticket Sales System

  • Use platforms like Eventbrite or sorority-specific systems.
  • Offer individual tickets and group table packages.

• Establish RSVP Deadline

  • Include dietary and accessibility preferences in the RSVP form.

• Track Attendance

  • Regularly update the RSVP list and reconcile it with ticket sales.

Seating Arrangements

• Create Seating Chart

  • Group members by chapter or preference.
  • Reserve tables for special guests, late arrivals, or staff.

• Distribute Seating Assignments

  • Email table assignments to attendees ahead of time.
  • Provide printed table assignments at check-in.

Event Program and Decorations

• Plan Program

  • Include speeches, awards, videos, and entertainment.
  • Schedule time for welcome remarks, dining, and acknowledgments.

• Arrange Decorations

  • Incorporate sorority colors, flowers, and branded elements.
  • Prepare centerpieces for tables.

• Organize Audio/Visual Needs

  • Confirm microphones, projectors, and music systems are functional.

Day-of Logistics

• Prepare Check-In Process

  • Have a team ready with an attendee list and name badges.
  • Use digital check-ins (QR codes) for faster processing.

• Set Up Venue

  • Arrange tables and chairs as per the seating chart.
  • Place name cards or table numbers clearly.

• Coordinate Catering

  • Ensure meals are ready and served on time.
  • Account for dietary restrictions.

• Handle Late Arrivals

  • Reserve a few tables for latecomers or unexpected guests.
  • Train volunteers to guide them discreetly to their seats.

Post-Event Follow-Up

• Send Thank You Notes

  • Acknowledge speakers, attendees, and vendors.

• Gather Feedback

  • Distribute a post-event survey to attendees.

• Document Lessons Learned

  • Note what worked well and areas for improvement for next year.

Checklist at a Glance

Before the Event

• Secure venue and confirm logistics.
• Assign committee roles and communicate responsibilities.
• Finalize ticket sales and seating arrangements.
• Confirm vendors (catering, A/V, décor).

Day of the Event

• Check-in process prepared.
• Seating chart printed and displayed.
• Volunteers assigned to assist attendees.
• Event program schedule ready.

After the Event

• Send thank-you notes.
• Distribute feedback surveys.
• Compile and archive event details for future planning.

This detailed task list and checklist will help ensure your Founders Day luncheon is organized, efficient, and enjoyable for all attendees.