Experience & Meeting Planning Form

Name(Required)

First Last

Email(Required)

Please share the name(s) of any other staff who should be included on communications about this experience:

What type of experience is this?(Required)

Board or Committee Meeting or Connector Training

Cohort Gathering

External Experience (including cohort recruitment events)

Experience Name:(Required)

Experience Date(Required)

If this is a series or recurring event, please submit a new form for each date, since additional operations tasks are needed for each one. Subsequent forms can refer to this one for content.

Start Time(Required)

End Time

If left blank, ops team will assume 90-minutes from start time

Who is the primary target audience for this experience?(Required)

We will use this for coding the event in the database and for marketing (if applicable).

Young Adults

Parents/Families

Next Chapter

Disability Community

Under-Represented Populations, including: Jews of Color, LGBTQ+ Jews, Russian Speaking Jews, Israelis

Teens/Tweens

Adults- General

What is the primary experience type/subject?(Required)

We will use this for coding the event in the database and for marketing (if applicable).

Jewish Holidays/Values/Education

Volunteerism

Israel

Disability

Diversity

Social

Informational

If applicable, what is the secondary experience type/subject?

We will use this for coding the event in the database and for marketing (if applicable).

Jewish Holidays/Values/Education

Volunteerism

Israel

Disability

Diversity

Social

Informational

Approximately how many participants are you expecting?(Required)

Experience Description(Required)

Please be as detailed as you think is necessary. This will inspire copy for the website, registration page, social media, etc., when applicable.

Location

Do you need the ops team to reserve space for this experience?(Required)

Yes

Where would you like this meeting/experience to take place?(Required)

How would you like the space set up?(Required)

What are your tech needs?(Required)

How much time do you need for set up?(Required)

How much time do you need for clean up?(Required)

Where will this experience take place?

Please include name and address. If there are any important details about accessing the space, please include them here as well. If at a private home, please include neighborhood - Ex: Private Home (Pikesville)

Registration

Do you need a registration form built for this experience?(Required)

Yes

Should this registration form be published in our Experiences Calendar?(Required)

This would mean that it is open to the public for registration

Yes

Please share any details of the imagery you want used on the event page:(Required)

Alternatively, you can email laura a specific image

When do you want registration to open?(Required)

Please consider that Newsletters are sent out at the beginning of the month and Experience Roundups around the middle of the month

When do you want registration to close?(Required)

If you will need any print materials (nametags, printed reg list, etc). please consider the date you will need to pick them up. If you plan to order food, please consider the date you would need to finalize the number of participants.

Does this form need to be able to accept payment?(Required)

Yes

Please share details about the payment options needed(Required)

ex. $20 per person, tiered pricing, etc.

What is the maximum number of registrants?

Standard Registration Form Asks:

Name
Email
Phone
Neighborhood/Zip Code
Life Stage
Additional guests: name, email (adults); date of birth (children) up to 5 total participants
Optional Identity Questions
Accommodations Needed
PJ/PJOW Subscription Status (when applicable)
Allergies (when food is served)
Standard photo permissions/liability release

Please share any changes or additions to the standard registration form that you will need:

This could include changing the number of additional guests who can be registered and any experience-specific questions. If you are requesting additional questions, please include the text of the question and answer options.

Please share your preferred text for a confirmation email to registrants:

Who should receive registration notifications?(Required)

Would you like a registration list spreadsheet made that will update as registrations are received?(Required)

Google spreadsheets should only be used for volunteam or connector events (when you want a community member/leader to have access to the list). Operations team staff will send you a link to this spreadsheet, and you can monitor as you like. This is recommended for large events or ones where the plans might change based on who registers (both quantity and characteristics).

Yes- Excel Spreadsheet

Yes- Google Spreadsheet

Please share registration link or other information to be shared with interested constituents, if applicable

Materials, Marketing, and Supplies:

Do you need promotional materials/assets designed for this experience?(Required)

examples: social media assets and flyers

Yes

Please share more details about your design needs:

Please attach any images and/or logos (besides Network, Associated, and PJ logos) you want used in the marketing.

Max. file size: 50 MB.

When should these materials be ready?

If left blank, they will be ready in time to include in the appropriate newsletter or for the launch of registration.

This event will be marketed through all relevant avenues (Network newsletters, Associated calendar, social media, etc.). Please share any specific requests about where and how this event is marketed here:

Do you need any of the following digital or printed materials designed for this experience/meeting?(Required)

Name tags

Name tents

Handouts

Powerpoint

Email header

Other- share more below

None

Will catering need to be arranged for this experience?(Required)

Yes

Not sure, ask me later.

What is your approximate catering budget?

Should the food be any of the following?

Select all that apply

Kosher

Dairy/Parve

Meat

Vegetarian

Full Meal

Appetizers/Snacks

Desserts

Buffet Style

Individually Packaged (eg boxed meal)

Please share more details about your catering needs

Including if you have a menu or restaurant in mind already.

Who is the day-of point of contact for the food delivery?

Please include preferred phone number- if unknown at this point, we will use lead staff and can update later.

Do you need the Ops Team to order/shop for any supplies for this experience?(Required)

Supplies could include materials for activities, decor, paper goods, snacks, etc. - items that are not readily available in the office (or not at the quantity needed)

Yes

Please share more about the supplies you need:

When do you need ordered supplies to be delivered by?

This is helpful information if there is additional preparation that will need to be done with these supplies before the experience date (example- assembling gift bags)

Will you need any of the following printed for this experience/meeting?

Nametags

Registration/Check-In List

Table Tents

Handouts

Take-away resources

Other

None

Other Print Needs:(Required)

Approximately how many pages do you anticipate needing to be printed?(Required)

This will help the team plan the printing schedule. Example: 1-four-page packet and 2- one-page handouts per person.

Please share any special preparation instructions:(Required)

Will the printed materials need to be laminated, collated, put in folders, etc.

When will printed materials need to be available to be picked up at the office?(Required)

Time for printing pick up(Required)

Do you need a member of the Ops Team to gather supplies for your experience/meeting?(Required)

Yes

Let's do it together!

What supplies will you need?(Required)

Other Supplies:(Required)

When will supplies need to be available to be picked up at the office?(Required)

Time for supply pick up(Required)

Please share anything else you want the Ops team to know about this experience:

Experience and Meeting Planning Form

Location

Registration

Standard Registration Form Asks:

Materials, Marketing, and Supplies: