Toolkit for Planning Education Events
Step 6: Manage the Event Logistics

Step 6: Manage the Event Logistics

Logistics and the inherent details may seem overwhelming when you are organizing an education event, whether face-to-face or electronic. When done well, how you manage logistics can play a significant role in learners’ engagement. You can customize the checklists included in the templates for the topics listed below so that your event runs without logistical let-downs6.

Addressing Your Worries

So Now You’re Ready, Why Worry?!  Use this chart to address some of the most common worries of providing adult education events6, adapted p.139-141. Just circle your worry.

Your worry is… Try this…
Fear of making a mistake Be well prepared. Breathe deeply. Acknowledge the fear (to yourself!). It keeps you on your toes.
Credibility Don’t apologize. Have an attitude of a professional who is there to help learners. Share personal/professional background with participants.
Diverse learning styles Practice techniques in advance to deal with a range of learning styles. Know your audience. Include a range of activities in the agenda.
Participation Ask open-ended questions for quiet learners. Plan small group activities. Invite participation.
Timing Plan well – keep your agenda close by. Post the time for each activity where everyone can see. Plan time for questions.
Adjusting the agenda Request feedback and be willing to adjust. Be prepared to redesign during breaks or on the spot. Know group needs.
Questions Anticipate questions. Repeat or paraphrase learners’ questions to ensure clarity. Admit if you don’t know; then offer to find out.
Equipment Practice with equipment and technology in advance. Arrive early for an additional run through. Have a back-up plan.
Feedback Solicit informal feedback. Think about what you would do differently next time. Observe other trainers and educators.