Event Planning Timeline
You should begin planning campus events roughly 8 weeks before your intended event date. For a more specific timeline and strategies for a successful speaker event, see below. Please do not hesitate to schedule a call with Murray to discuss any aspect of the event planning process.
6 to 8 Weeks Before Your Event
Propose and discuss event topics with your chapter members and faculty advisor.
Choose 2-3 AHS Speakers you would like to have debate on the topic and identify local faculty members to participate in the debate. You can explore AHS Speakers using the Speaker List by clicking the button below.
Identify local faculty members to participate in the debate. Consult with your faculty advisor on which professors to contact. For smaller schools, it is recommended that you identify a local faculty member who is interested in your topic before requesting AHS speakers.
You may not invite an AHS speaker who has spoken at your campus within the previous 3 semesters.
Submit your Speaker Request Form at least 8 weeks before the event date.
2 to 4 Weeks Before Your Event
If the AHS Speaker you requested is available, you will be connected with them over email. You will then directly coordinate event details with them, including the date, time, topic, and debating professor. Follow up with them immediately, even if you do not have all of the details finalized, and CC Connor at connor@hamsoc.org.
Your logistical responsibilities include:
Advising the AHS Speaker on transportation to your campus and hotel accommodations.
Keeping the AHS Speaker and debating professor informed of event date, time, and topic.
Reserve a room for the debate.
Submit your Advance Event Notification (AEN) once you have decided on a date, time, and topic with the AHS Speaker, no later than 2 weeks before the event date.
2 Weeks Before Your Event
Design an event flyer, clearly displaying the event title, date and time, and the speakers. Use it to promote the event on social media, in emails to list serves, provide copies to professors, and place prominently across campus.
Reach out to local newspapers and invite members of the community, if desired.
Request assistance from professors in promoting the event and ask them to assist in publicizing the debate in class or over email. Some professors offer extra-credit to students who attend the debate.
Request that academic departments, university centers, and other student organizations publicize the debate on their mailing lists.
Create an event page on Facebook or Eventbrite, and post it on your school's AHS page.
Confirm catering for the event and a restaurant reservation for your chapter officers and the visiting AHS Speaker. Ask the speaker if they have any dietary restrictions.
1 Week Before Your Event
Update the AHS Speaker and the debating professor that everything is prepared for the event and ask if they need any additional information or have any questions.
Coordinate a time and place to meet the AHS Speaker before the debate.
Event Execution/Day of the Event
Arrive early and set up a table with a sign-up sheet and AHS flyers.
Introduce the speakers to one another and let them and the moderator talk about the format.
Introduce yourself, your chapter, and speak about the mission of AHS.
Introduce the speakers and give some info about their background.
Make an announcement that there is a sign-up sheet if students are interested in future events and learning more about AHS.
Post-Event Obligations
Thank your speakers for speaking to your chapter.
Submit a Post-Event Form (PEF) within 4 weeks after the event. Otherwise, you will not be reimbursed.
Attach any high quality pictures, video, campus newspaper articles, and contact information you collected from student attendees to the PEF.
Receipts are required for all reimbursements. Submit your receipts as a single attachment on the PEF. You can either scan and save as a PDF or take pictures and combine them into a single document.