Regional Event Resources

Welcome to our comprehensive resource hub tailored for ETC Regional Event hosts. Whether you're a seasoned event organizer or new to the role, these resources are designed to provide invaluable guidance in curating an exceptional event experience. Explore our repository of best practices and templates that spotlight real-world success stories from previous ETC Regional Events. 

 Event Planning and Preparation: 

  • Venue Selection: As the host institution, you have the exciting task of curating a space that aligns with the event's objectives and ensures a seamless experience for attendees. Take into account the event's size, format, and goals when choosing a venue. We suggest you plan for no more than 50 attendees. Additionally, consider factors like accessibility, parking, and proximity to public transportation to ensure convenience for all participants. Evaluate whether the chosen venue requires event insurance or a contract, and communicate with ETC staff to ensure compliance with any venue-related obligations.
  • Plan Event Agenda: Once you've established a date and secured a suitable venue, the next step is to create an agenda that outlines the event's flow, including sessions, breaks, networking opportunities, and meals. The agenda can fill a full day or be a half-day. Make sure to reserve specific slots, each spanning 20 to 30 minutes, for 3 to 4 event sponsors. Please also reserve time to promote ETC and share upcoming ways for attendees to stay involved. View a sample agenda here. 
  • Event Promotion: A successful ETC regional event is built on effective promotion that maximizes attendance and engagement. As a host, your institution plays a pivotal role in spreading the word and inviting both ETC members and prospects in the area. ETC staff will provide you with a current roster of members and prospects in the area that can be utilized as a starting point for communication. General communication to all members will be led by ETC staff, but individual outreach will be handled by the host institution. Additionally, encourage sponsors to leverage their networks and engage in proactive outreach. View sample communication: 
  • Registration Management: ETC staff will set up the online registration form, monitor registrations, and provide bi-weekly registration reports to the host institution. If you would like to see a particular field included in the registration form (e.g. preferred pronouns or after hours networking event opt-in), please email [email protected]. 
  • Catering Arrangements: When planning meals, consider dietary restrictions. Attendees' dietary restrictions will be provided for you within the registration reports. ETC staff can either pay for the catering directly, or we can reimburse you after the event. 
  • Branded Materials and Supplies: To ensure a cohesive and professional atmosphere at the ETC Regional Event, we offer a range of branded materials and supplies that can enhance the visual appeal and overall experience for attendees.
    • An ETC table cover, pop-up banner, and branded promotional items can be requested for event use. Please work with ETC Project Coordinator, Kelsey Kirsch, to secure these items and their return. 
    • Each individual representing ETC at the host institution is eligible for an allowance of $75 in branded merchandise from the ETC Lands End Store. Please keep in mind that shipping costs do count toward the total allowance. 
    • We offer a badge template that aligns with the event's branding, ensuring a professional and uniform appearance for attendees.
    • When creating promotional material or event signage, the ETC logo (black, white, color) must be included and ETC brand guidelines must be followed. Additionally, a branded PowerPoint template is available to maintain consistency in your presentations and reinforce the event's identity.
    • ETC regional events bring together the local community to create awareness for ETC as well as your institution and possible new connections and networking. We ask that you supply both the institutional membership flyer and corporate membership flyer.

Post-Event Activities: 

  • Feedback Collection: To ensure consistency among events, ETC will create and send an event evaluation to all attendees. If you would like to see a particular question added, please email [email protected]. 
  • Post-event report: Within four weeks of the meeting, a report should be submitted to ETC’s Executive Office with the following
(1) The reimbursement request form and documentation (receipts) to substantiate the reimbursement.

(2) A brief report describing the meeting including any associated materials (e.g. program, schedule, etc.), final attendee list including, at a minimum, the names and affiliations of each attendee, and photos from the event. 

  • Return of Branded Materials: If borrowed, the ETC table cover, pop-up banner, and remaining branded promotional items will need to be shipped back to ETC Headquarters (201 E Main St., Ste 810, Lexington, KY 40507) within two weeks of the meeting. Please include the return shipping costs in your reimbursement request.