Use this checklist to plan workshops, training sessions, panel discussions and other programming designed to build skills or knowledge among PHHP faculty and staff. Professional development events vary widely in scale — a small lunch-and-learn and a full-day faculty workshop both fall into this category, so adapt this checklist to the scope of what you are planning.
Phase 1: Before your event
Event scope and logistics (1–2 months out)
- Confirm the event format: lecture, panel, interactive workshop or a combination.
- Confirm the date, time and venue via the EMS room scheduling portal.
- Confirm the expected audience and whether the event is open to all PHHP faculty and staff or a specific subset.
- Determine whether the event will be in-person, hybrid or virtual — for hybrid or virtual events, see the Webinars and Hybrid Events checklist.
Speaker and facilitator coordination (4–6 weeks out)
- Confirm your speaker or facilitator and secure participation in writing.
- Discuss session format and goals with the speaker in advance — professional development sessions benefit from interactivity, not just presentation.
- Request a speaker bio and headshot for promotional materials.
- Confirm A/V and tech needs: slides, microphone, whiteboard or other materials.
- If providing a speaker honorarium, confirm the procurement process with your fiscal administrator before committing to a payment amount.
Budget and purchasing (3–4 weeks out)
- Download and complete the Budget Template.
- Submit a PAR for any catering, A/V or supply expenses before placing orders.
- Confirm your chart field and spending authorization with your fiscal administrator.
Communications and promotion (3-4 weeks out, if applicable)
- Send an event announcement to your intended audience — professional development attendance is higher when the direct relevance to participants is made clear; see AI Prompt Templates.
- Include specific learning outcomes or takeaways in your promotional copy so potential attendees know what they will gain.
- Send a registration link and track confirmed attendance for room and catering planning.
- Send a logistics reminder with any pre-work materials three to five days before the event — see Communication Templates.
Materials and pre-work (2–3 weeks out)
- Determine whether participants will need any pre-reading, pre-work or materials in advance.
- Distribute pre-session materials at least one week before the event with a brief explanation of what participants should do before arriving.
- Prepare any in-session handouts, worksheets or reference materials.
- If the session involves group activities, plan your room setup and small group assignments in advance.
Day-of preparation (1-2 weeks out)
- Confirm room setup — professional development events often benefit from round-table or U-shape configurations that encourage discussion.
- Set up any materials, handouts or supplies needed for interactive components.
- Brief your speaker or facilitator on timing and format expectations.
Phase 2: During your event
Day-of tasks
- Arrive 20 to 30 minutes early to confirm room setup and A/V.
- Manage sign-in and distribute any materials.
- Introduce the speaker or facilitator and frame the session for attendees.
- Monitor timing and give the speaker a five-minute warning before their time ends.
- Facilitate any Q&A or group discussion components at the appropriate point.
Phase 3: After your event
Immediate follow-up
- Send a post-event thank-you to your speaker or facilitator — see Communication Templates.
- Share session materials, slides or recordings with attendees if applicable and if the speaker has granted permission.
Wrap-up
- Send a post-event feedback survey — see Post-Event Evaluation Templates.
- Document insights around format, topic and attendance for future professional development planning.
Last Reviewed: 7/14/26 | Submit a Revision