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One month before forum

Recruit Volunteers and/or Student Workers (Working Group: Volunteer Coordinator)

To help with the coordination of day-of activities, the planning committee may consider recruiting volunteers and/or student workers to assist with preparation and execution of the forum program. The volunteer coordinator should work with the human resource department and/or student employment office to upload volunteer or paid job postings on the school’s job board, detailing the requirements of the position. 

Develop Talking Points for Key Speakers, Presenters, and Moderators (Event Chair)

The event chair should draft and share talking points for key speakers, presenters, and/or session moderators about a month before the cross-sector climate forum. These talking points may contain information regarding the purpose of the forum, the university’s response to climate change and other sustainability initiatives, as well as current research studies conducted by faculty members to better understand the community’s vulnerability towards climate change. 

Finalize the Forum Agenda (Working Group: Logistics/Programming)

A month prior to the start of the forum, the agenda should be finalized, especially once all speakers have been confirmed. The working group in charge of logistics/programming will have to coordinate with the Marketing and Communications working group to upload the agenda on the forum’s website and other avenues of communications. Additionally, members of the logistics/programming group should check-in with caterers, photographers, videographers, audio-visual coordinators, and facilities management to confirm logistical requests and their timing of arrival on the day of the event (as needed). 

Confirm Attendance and Distribute Speaker’s Toolkit (Working Group: Logistics/Programming)

In addition to checking in with speakers and moderators, the working group in charge should also distribute the speaker’s toolkit ahead of time.