Four Step Process

Successful programs are not born, but carefully crafted, thought out, and revised along the way. If your group is going to be successful at recruitment and outreach, good programming is a necessity. The key to successful programming involves four basic steps: development, planning and logistics, promotion and follow up.

By following these four steps, your programs will take on new meaning—they will cease to be just about the program and more about the group process. As your group learns to self-revise and self-evaluate, your process will become more streamlined. The more your group follows these steps, over the years, the more your groups programs will be sustainable and long-lasting.

"The Four Step Process" for Clubs and Orgs Programming strategies. Designed by Jenny Kimura

Programming

Programming Policies

Visit the Student Club/Organization Handbook for detailed information about programming policies. Look under “Sponsoring Events,” “Policies and Procedures for Travel,” and Raising Money for Your Club/Organization.”

1. DEVELOPMENT

This is the time for your group to brainstorm, dream a little, and forget about logistics or realities. It is also an important time to ask questions.

Programming-process-Clubs-small

At the end of the development stage, consider your budget/how you are going to finance the program. Once you have these two things in hand, you’re ready to begin planning.

2. PLANNING & LOGISTICS

Now’s the time to hone in your ideas and figure out what’s possible:

Programming-process-Clubs-small-2

What resources are available to you?

The Event Planning form helps the Clubs office keep track of the club events on campus. This is so that we can help spread the word about events, keep students safe, and make sure all clubs and orgs are following PLU policies.

Please fill this form out for all club events and meetings, at least a week before the actual event. If there is a recurring event, like a weekly meeting, the event planning form can be filled out just once each semester. You do not need an EPF if you are tabling, unless you will be fundraising. Note that if you reserve a room on campus and don’t fill out an EPF, you may not use that space, and if it is locked, Campus Safety will not be able to open it for you.

Here is the 2016-2017 Event Planning Form: https://forms.plu.edu/1482

Event Planning Form 2016-2017

General Information






Event Information



Enter the first proposed date of your event if this is a reoccurring event.

Enter the FIRST proposed time of your event if this is a reoccurring event.

If your club or organization is holding a bake sale, potluck, or BBQ, list it under OTHER and FOOD.

PLU Clubs and Orgs Food Policy:

For bake sales, cookouts, special dinners, and other events with food, it is important that the health and safety of all participants is ensured. While handling food at your event, you must follow the guidelines outlined in this section. The information in this section has been taken directly from PLU’s Catering website. Due to Health Department regulations and University policy, food and beverage consumed on PLU premises must be provided by Pacific Lutheran University Catering. There are a limited number of circumstances in which food does not have to be provided by Pacific Lutheran University Catering. These are outlined below:

Bake Sales:

Clubs and Orgs must submit a “Notification of Bake Sale Form” to PLU catering two weeks in advance. The form can be found here: http://www.plu.edu/catering/bake-sales-potlucks/Items must be prepared and individually wrapped sanitarily. There must be a visible sign that reads “Food was prepared at a kitchen that is not inspected by the Health Department.”

Food Worker Card:

One person on staff must have a valid Food Handlers Permit. A copy of the permit must be submitted to the catering office within 7 days of the event. All food and beverages being distributed in the UC must be done so through PLU catering.Please be aware of our full food policy by visiting this link: http://www.plu.edu/clubs/club-leaders/handbook/#1449622402732-ef2d3a96-7241

PLU Clubs and Orgs Physical Activity Policy:

Liability waivers are available through Student Involvement and Leadership for events your organization is sponsoring. In general, a liability waiver should be obtained if participation in the event presents the potential for danger to any of the students involved. This risk might include traveling off-campus, performance on a stage or risers or physical activity (such as run/walk events or sports tournament). If you are unsure about whether a liability waiver is necessary, contact Student Involvement and Leadership for advice. Specific waivers for a particular event can be drafted to allow for a quicker process at the beginning of your event through Clubs and Organizations. Please note that 10 working days notice is needed to prepare liability waivers that are event-specific. Contact the Clubs and Orgs Interns as early as possible! Once a waiver is obtained, make enough copies for all participants and have all participants sign a waiver prior to the beginning of the event or leaving campus. Students who are under the age of 18 need the signature of a parent or legal guardian. If you have students who are under the age of 18, you will want to contact those students well in advance so they are able to participate.Within one week after your event, submit all the signed waivers to the Office of Student Involvement and Leadership for archiving. Clubs/Organizations participating in domestic service travel must submit signed waivers to SIL at least two weeks prior to departure.

PLU Clubs and Orgs Outdoor Sound Amplification Policy:

When holding events outside that involve high levels of noise (amplifiers, bands, etc.), student clubs/organizations need to get approval from the Pierce County Sheriff’s Department. This helps inform PLU’s neighbors of the event to minimize disturbance.


If your club is interested in putting on an event that involves any outdoor amplification of sound that could extend farther than the reach of PLU’s campus, a form must be filed with Pierce County Sheriff’s Department. Should this be a portion of your event, please see Student Involvement and Leadership for assistance in obtaining and completing the appropriate forms.

PLU Clubs and Orgs Serving of Alcohol Policy:

No alcohol can be served or consumed at any on campus event unless an approved “Application for Campus Event with Alcohol” is on file with Conferences and Events and PLU Catering is providing food and non alcoholic beverages for the event and alcohol and service of alcohol are contracted with 208 Garfield. The application can be found on PLU Catering’s website at: http://www.plu.edu/catering/bake-sales-potlucks/

PLU Clubs and Orgs Sponsorship of Religious Activities Policies:

In addition to policies and procedures for Sponsorship of Visiting Speakers and Public Performances and for Distribution of Literature, student clubs/organizations are expected to adhere to all rules and regulations established by PLU’s Campus Ministry Office. All registered student club/organization events must be congruent with the policies, objectives, and mission of the University. It is expected that events will be registered using the regular time line and Event Planning Form in place for all student organization events. Religious activities sponsored by student clubs/organizations that should be registered include but are not limited to: worship or religious services, Bible studies, witness talks, spiritual retreats, and other off campus activities. The university has final discretion in decisions regarding the sponsorship of religious activities. When these decisions involve student clubs/organizations they are made by the Student Involvement and Leadership in consultation with Campus Ministry and other University officials as appropriate. Campus Ministry website: http://www.plu.edu/campus-ministry/

PLU Clubs and Orgs Guest Speaker Policy:

As an institution founded on the tenants of Lutheran Higher Education, the University encourages its student organizations to contribute to the role of the University as a forum for intellectual discussion, diversity of thought, debate, investigation, and/or artistic expression.The university has final discretion in decisions regarding the distribution of literature, the sponsorship of visiting speakers and public performances, and the screening of films that utilize university facilities or resources. In keeping with the intellectual imperative of the university and the instructive value of dialogue, educational or artistic merit and inclusion of multiple perspectives will be the normative bases for decisions. The use of the university as a forum, however, in no way implies university approval or endorsement of the views expressed by material distributed, by a speaker, in a public performance, in a film, or through other communication mediums.Visiting speakers, films, videotapes, concerts, comedians, and other public performances must be registered and approved by Student Involvement and Leadership by filling out an Event Planning Form at least 4 weeks prior to the date requested for the event. The Event Planning Form is available on the Clubs website. When hosting a speaker on campus, student organizations must provide a brief description of the topic that will be covered by the speaker. All films require a catalog summary that includes the company name through which the film is being obtained. If you will paying speakers and/or guests in any way - please consult with Student Involvement and Leadership immediately. Together, you will need to create a contract in order to be able to create a check for the individuals receiving payment. As a student, you may not sign a contract due to liability - please make sure you are working directly with Student Involvement and Leadership. Please be aware of our full Contracting a Performer Policy at: http://www.plu.edu/clubs/club-leaders/handbook/#1449622402732-ef2d3a96-7241


PLU Clubs and Orgs Movie Screening Policy:

The university has final discretion in decisions regarding the distribution of literature, the sponsorship of visiting speakers and public performances, and the screening of films that utilize university facilities or resources. In keeping with the intellectual imperative of the university and the instructive value of dialogue, educational or artistic merit and inclusion of multiple perspectives will be the normative bases for decisions. The use of the university as a forum, however, in no way implies university approval or endorsement of the views expressed by material distributed, by a speaker, in a public performance, in a film, or through other communication mediums.In light of the availability of feature-length films on DVD and streaming websites and the proliferation of DVD players and laptop,student groups are advised to be aware that federal copyright laws restrict the use of films (including digital versions such as DVD, Blu-Ray, or streaming media) to private showings and prohibit their public performance without prior written consent of the holder of the copyright.All films require the company name through which the film is being obtained. DVDs that qualify for public showings are covered by the above policy for speakers, films, concerts and other public performances.

FBI Warning for Public Showing

The FBI Warning at the beginning of a video says, “Federal law provides severe civil and criminal penalties for unauthorized reproduction, distribution or exhibition of copyrighted motion pictures.” This text appears on movies released for home use and is based in copyright law. In essence, the FBI warning is saying that you can’t show the video outside your home. Nearly all of the movies you borrow from the Library, rent or buy are intended for home use and cannot be shown in a public setting.Many student groups think, “Our event’s free, so we should be able to just show the video.” The issue is not whether you charge admission, but whether you show the video in a public setting. The definition of a public showing of a movie, according to copyright law, is to “display it at a place open to the public or at any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered.” Advertising your event or holding it in an open space like the Ingram or the Cave would constitute a public showing.

Obtain Permission to Show a Movie

It is fairly simple to obtain permission to show a popular, mainstream movie, but make sure you do it early in your planning process. It takes times and, in most cases, money. The price for showing a movie can be up to $100 or more, depending on the size of the group and the movie popularity. For rare or international films, the process can be complicated because the copyright holder may not be immediately apparent.Contact the movie distributor and obtain permission to show the film. Many titles are available from the sources like SWAN Motion Pictures Inc., Copyright Clearance Center, Criterion Pictures USA, Kino International, and New Yorker Films. When you contact the distributor, be prepared to provide the following information: name and contact of your organization, where and to whom you will show the film, how your organization will pay for the rights to show the movie, whether or not you need a copy of the film.If your club cannot cover the cost to obtain permission to show a film, consider going to the ASPLU Appropriations Board and apply for funds.

Films with Public Performance Rights

PLU Library owns a small number of films that were purchased with Public Performance Rights, which can be shown to the public as long as you do not charge admission. Often those films are documentaries purchased from independent distributors and have not had a major release in movie theaters. Although many of these films are excellent, you may have never heard of them.

PLU Clubs and Orgs Contracting a Performer Policy:

If you will paying speakers, performers, and/or guests in any way - please consult with Student Involvement and Leadership immediately. Together, you will need to create a contract in order to be able to create a check for the individuals receiving payment. As a student, you may not sign a contract due to liability - please make sure you are working directly with Student Involvement and Leadership. The speaker, performer, guest CANNOT be paid in cash and you MUST meet with SIL or Kat Slaby prior to the event. Please be aware of our full Contracting a Performer Policy at: http://www.plu.edu/clubs/club-leaders/handbook/#1449622402732-ef2d3a96-7241

PLU Clubs and Orgs Working With Minors Policy:

In addition to the general requirements for registering student organization activities, some student organization activities involving minors (those under the age of eighteen) will be subject to additional requirements.Events must be registered 60 days prior to the event.Each WA state resident participant must complete a background check and it is the responsibility of the member coordinating the activity to make sure all background checks are completed. If a student/participant is not a WA state resident, they must contact Tommy Skaggs to complete an out of state background check. These will range in cost from $29-$100+. Please submit WA state resident background check forms to Kat Slaby in Student Involvement and Leadership.A list of members must be provided with Student Name, Student PLU ID, Student PLU email, and State of Residence.Every participant must become familiar with the “Reporting Abuse or Neglect of a Child” section of the PLU Human Resources Policies (http://www.plu.edu/personnel-manual/general-human-resources-policies/reportingabuse-or-neglect-of-a-child/). Please be aware of our full Working With Minors Policy at: http://www.plu.edu/clubs/club-leaders/handbook/#1449622402732-ef2d3a96-7241

PLU Clubs and Orgs Fundraising Policy:

Student clubs/organizations are permitted to sponsor fundraising activities. Only recognized and registered student clubs/organizations may sponsor a fundraising activity. There are three different types of fundraising activities: internal fundraisers, external fundraisers, and solicitations, donations, or in-kind contributions.

Internal fundraisers are defined as events sponsored to raise money for internal organizational use (e.g., operating expenses, organizational activities, etc.)

  • Unless the student club/organization has an approved gift account to accept tax-deductible donations (more information to come), contributions to internal fundraisers are not tax deductible. Student organizations may not rely on the university’s tax exempt status in organizing or operating such an event and shall in no way imply that the university is a sponsor of the event.
  • The net proceeds of the fundraiser are to be dedicated only to funding the organization’s activities that comport with the organization’s stated purpose(s).
  • No raffles, lotteries or sweepstakes may be held. An event involving all three of the following: (1) an entry fee (2) a prize (3) chance/luck, may fall under the legal definition of gaming, which is regulated by state law. Please contact Student Involvement and Leadership to determine if a proposed event would be considered a “raffle” or illegal gambling.
  • Fundraisers that promote the use and/or sale of alcohol (e.g., happy hours) will not be approved.
  • Fundraisers involving credit cards (e.g., credit card applications) will not be approved.
  • All fundraising plans must be submitted to Student Involvement and Leadership for approval at least three (3) weeks prior to the fundraising activity by completing an Event Planning Form.

External fundraisers are defined as events sponsored to raise money for charitable, tax-exempt organizations external to the university. The following policy allows recognized student organizations to use university facilities and sponsor events to raise money for another tax-exempt charitable, educational, or religious off-campus organization as defined under the Internal Revenue Code Section 501 (c) (3).

  • The proposed recipient must be an IRS-recognized 501 (c) (3) organization. A copy of the IRS determination letter verifying this status must be submitted with the Event Planning Form. All commercial or political activities or organizations as well as unorganized or unrecognized public groups irrespective of their avowed aims or purposes are strictly excluded as recipients.
  • The funds devoted to such purposes are to be confined to the net amounts realized from voluntary contributions made to such activity.
  • Contributions to external fundraisers must be made payable directly to the external charitable organization. The student organization and charitable organization shall in no way imply that the university is a sponsor of the event.
  • No raffles, lotteries or sweepstakes may be held. An event involving all three of the following: (1) an entry fee (2) a prize (3) chance/luck, may fall under the legal definition of gaming, which is regulated by state law. Please contact Student Involvement and Leadership to determine if a proposed event would be considered a “raffle” or illegal gambling.
  • Fundraisers that promote the use and/or sale of alcohol (e.g., happy hours) will not be approved.
  • Fundraisers involving credit cards (e.g., credit card applications) will not be approved.
  • All fundraising plans must be submitted for approval at least three weeks prior to the fundraising activity by completing an Event Planning Form, and include a copy of the Internal Revenue Code Section 501 (c) (3) form obtained from that organization.

Solicitations, Donations, or In-Kind Contributions are asking for funds or donations of goods or services either for internal organizational use, activity, or in support of an approved internal or external fundraiser.

The following policy provides a means for recognized student organizations to occasionally solicit funds or contributions (in contrast with conducting a fundraising activity or event) from students, faculty/staff, alumni, individuals who are not alumni, parents, corporations, and/or foundations, for the student organization’s internal use directly related to its stated purposes, for an approved campus event, or in support of an approved internal fundraiser.


In addition to the guidelines delineated in this handbook for Internal Fundraisers, requests for solicitation of monies by recognized student clubs/organizations may be considered for approval by Student Involvement and Leadership provided they meet at least the following requirements:

  • The net proceeds of the fundraiser are to be dedicated only to funding the organization’s activities that comport with the organization’s stated purpose(s), or for a previously approved campus project.
  • No solicitations will be made or given for the benefit of another tax-exempt charitable, educational, or religious off-campus organization; or any commercial or political organizations or activities; or unorganized public or private groups irrespective of their avowed aims or purposes.
  • Funds requested are to be derived from voluntary contributions specifically made to meet the purposes of the approved solicitation.
  • Solicitation of a student clubs/organization’s own members does not require approval from Student Involvement and Leadership. Solicitations of any person or entity other than a student organization member (e.g. faculty/staff, alumni, individuals who are not alumni, parents, corporations, foundations) require review and approval from Student Involvement and Leadership, in consultation with the Office of Advancement as appropriate.
  • All plans for fundraising must be submitted for approval at least three (3) weeks prior to the fundraising activity by completing an Event Planning Form.
  • Solicitations or in-kind contributions (e.g., donations of gift certificates, products or services) must also comply with this policy.

PLU Clubs and Orgs Political Sponsorship Policy:

In addition to policies and procedures for Sponsorship of Visiting Speakers and Public Performances and for Distribution of Literature, the following guidelines have been created to regulate the presentation of political candidates and campaigns as well as elected or appointed government officials. The goal is to allow for sponsorship of these speakers and activities by a recognized student organization while protecting the interests of the sponsoring group and the university.

Voter Education

  • Voter education can be conducted as long as it is in a non partisan manner.
  • Political candidates can speak at events as long as all candidates are allowed equal access and opportunities to present.
  • Political individuals may also speak for reasons other than candidacy, in which case they are not allowed to campaign or refer to the election.
  • Pacific Lutheran University and all universities are not allowed to endorse a certain candidate so support of a candidate can not be done so in the name of PLU.

Student Groups Sponsoring Candidates or Speakers

  • No door-to-door or office-to-office campaigning is allowed by a candidate’s appearance on campus.
  • Admission to the event must be open to EVERYONE.
  • No fundraising for the campaign.
  • No campus resources may be used to support or oppose any candidate, political party or PAC.

Please be aware of our full Political Sponsorship Policy at: http://www.plu.edu/clubs/club-leaders/handbook/#1449622402732-ef2d3a96-7241

PLU Clubs and Orgs Travel Policy:

The Office of Student Involvement and Leadership supports student club/organization travel to engage in service, conferences, competitions and other activities in order to augment students’ experiences outside of the classroom, to facilitate professional development, and to enrich the communities in which students engage. Student club/organization requests to travel either domestically or internationally will be considered in light of the educational, experiential, service, and/or social purposes of the travel. Specific attention will be placed on management of risks, safety of participants in the proposed travel destination, and the planned activities. All overnight retreats and trips off campus must be accompanied by the club/organization advisor or another faculty/staff member asked in advance and approved by the Office of Student Involvement and Leadership.

  • Signed waivers from all participants traveling are required to be submitted 2 weeks prior to departure.
  • Required forms: Faculty/Staff Statement of Responsibility and Authorization Waiver, Faculty/Staff Confidential Medical Statement for Travel, Student Statement of Responsibility and Authorization Waiver, Student Confidential Medical Statement for Travel
  • Vehicle options: PLU-owned 12-passenger vehicles can be rented through Campus Safety, PLU-owned Prius can be rented through Campus Safety, 12-passenger vans can be rented from Enterprise through Campus Safety (More expensive for shorter travel), Public transportation is strongly encouraged where applicable.

Please be aware of our full Travel Policy at: http://www.plu.edu/clubs/club-leaders/handbook/#1449623042019-189adc65-582a

PLU Clubs and Orgs Policy on holding an Auction:

At the event/auction, each bid sheet/program and signage must provide the total fair market value of the items. In order to provide an opportunity to prospective bidders to claim a deduction, bidders must know the fair market value (FMV) of each auction item.


Bidders will be able to claim a charitable donation for the amount paid in excess of the FMV, provided the bidder knew the FMV in advance of the auction. PLU will provide a receipt reflecting this net deductible amount.


There can be no listing of an item as “priceless,” unless there is no desire or intent to provide the winning bidder with a possible tax-deduction. In such a case, the winning bid establishes the value and, thus, the bidder receives something of equal value for their payment. Please make all efforts to identify the FMV of auction items. Prior similar auctions and eBay are good sources of values.


Please DO NOT tie a raffle or door prizes to auction events. The IRS considers these games of chance. Therefore, any admission price or purchase that qualifies an attendance for such a game of chance disqualifies any portion of that fee for a deduction.


Items contributed for an auction may be tax-deductible. There are two underlying rules:

  1. The item must be a gift in the eyes of the IRS. This excludes contributions recognized as either a service or partial interest. Examples of non-deductible services include free massages, legal advice, tax preparation, etc. Partial interest gifts include the use of a vacation home, free rounds of golf, free airline tickets, or stays at a hotel.
  2. The item must actually sell at the auction. Therefore, we do not provide receipts for donated items until after the conclusion of the auction. Those receipts will describe, without indicating value, what was given. Donated auction items fall under the IRS definition for unrelated use property. Any contributed property not put into service by PLU falls under this category. A related use gift would be a piece of medical equipment donated to the School of Nursing. Converting contributed items is a good way to generate more resources for PLU, but the law requires a reduction in a donor’s deduction for unrelated use property. Advancement Officers need to advise donors when soliciting auction items of the unrelated aspect of their donation. Advancement Officers/University Representatives must advise donors of items estimated to be worth $500+ of the possible need for them to file IRS Form 8283 with their itemized tax return. They should be encouraged to seek tax guidance and, if required, obtain a copy of the latest version of this form, complete their required portion, and deliver to PLU’s Division of Advancement for signature and return. Advancement Officers/University Representatives must advise donors of items estimated to be worth $5,000+ of their possible requirement to obtain the signature of qualified appraiser on their 8283, prior to the delivery of the 8283 to the Division of Advancement for signature. The donors should also be informed of PLU’s requirement to file Form 8282 with the IRS whenever we sell donated property of $5,000+ within three years of donation, this will likely be true for donated auction items. Advancement Officers/University Representatives must notify PLU’s Advancement Division when such events occur

Reserving a Room

To reserve space for one of your events on campus: 
  • This form must be completed
  • A 25Live request must be submitted
  • Both the 25Live Request and this form must be approved by SIL
Note: If a 25Live request is submitted before this form is completed and the event is not reoccurring and didn't previously have an approved EPF, the 25Live request CANNOT be approved! Also, you do NOT need an EPF for just tabling.


To reserve a room on campus, a 25Live request must be completed. Please go to: http://r25web.plu.edu/25live


Newsletter Content

Our Clubs and Orgs Newsletter goes out bi-weekly and is sent out to all of our clubs and organizations on campus as well as many other people around PLU in different departments and positions. If you would like your event added in to our Upcoming Events section of the newsletter, give us a brief description of your event including where and when the event will be taking place. Note: One week notice is needed!! 




Need assistance with this form?

You can make reservations for space, multimedia, or order catering for events through Conferences and Events, namely through 25Live. Sign in to 25Live with your Epass information, and you should already be linked to the club you are affiliated with (if not, contact clubs@plu.edu and we’ll fix that for you). From there, you will be able to reserve a room on campus, so be sure to have a complete event plan ready.

In addition, if you wish to have Catering or any Media services from Instructional Technologies (such as projectors, microphones, etc.), you need to contact those departments separately. Note that Catering requires a final headcount at least five days in advance!

University Catering Services provides catering for campus venues; including outdoor spaces. All food & beverage needs for events scheduled within the Anderson University Center are required to be obtained through Catering Services. More information can be found on Catering Services website at http://www.plu.edu/catering 

You should also actively be talking to Catering Services even if you don’t plan on them providing food for your event. If you are planning any bake sales, potlucks,  or events where your members will be handling food, chances are that there are some forms you need to be filling out and policies that you need to be aware of.

There are tables in the AUC across from OMM that you may use to table. You can reserve these tables by using 25Live, which will schedule the dates and times you wish to table. While generally you do not need to send us an Event Planning Form for this, you do if you are planning to fundraise (i.e. selling things). In addition, if you are planning to offer food to passerby, it must be individually wrapped items (such as candy).

Tabling Strategies Infographic for Clubs and Orgs Department. Designed by Jenny Kimura

You can make reservations for vehicles through Campus Safety here.  Club officers are entitled to use a PLU vehicle if the club is currently active. Any driver must obtain PLU Driver Certificate in order to operate PLU vehicle. Vehicle expenses will be charged against your PLU club account.
PLU Driver Certificate >

Always remember that inter club collaboration is an option! If you’re thinking of an event that could be hosted by more than one club (i.e. you have similar interests) why not talk to other club presidents? Co-hosted events can help spread around the costs of an event, give you more manpower to get things done, and it will definitely widen your audience base.

Don’t know any other club leaders? Don’t be shy! Chances are, club presidents will be more than happy to plan something out. To start with, check out our list of clubs–maybe you didn’t know we had certain clubs!

3. PROMOTION

Programming-process-Clubs-3small

FOLLOW UP

Few groups realize that the program is not the end of the programming process. After your event is finished, if you want to be successful in the future, you will follow up your program with both formalized and informal evaluations, to provide your group with good information for the rest of the year and future year’s groups.

In immediate follow up, you should clean up the space you have used to return to its original state and tear down any advertising. At the next club meeting, you should review with your group what worked and what did not, leave notes to pass on for future event planning purposes, identify any difficulties that occurred with the process and action steps for improvement in the future, send Thank You notes to key players in the planning, send Thank You notes to people who may have stepped up in a moment of need, and thank your group and planning team.