Recommended hosting guidance

Host planning checklist

Plan from early preparation through follow-up, with suggested dates and guidance you can adapt. This checklist supports your hosting work; it is not an additional calendar approval requirement.

Your event date

Choose your date during March 8–14, 2027 to see suggested planning dates. Start wherever you are and adapt the timing to your event.

These are suggested planning windows, not calendar submission deadlines. Mark tasks “Not applicable” when they do not fit your format.

Your date and checklist choices are saved in this browser.

0 of 30 applicable tasks completed

6–8 weeks beforeChoose your event date to see suggested dates0 / 5 completed

Define the audience and outcomeName the founders you want to bring together and one useful result the event is designed to produce.Not applicable

Choose a format that serves the outcomeDecide whether the work needs a small discussion, practical workshop, showcase, dinner, or another format.Not applicable

Set a workable budgetList venue, staffing, food, equipment, and other likely costs. Decide who can approve spending.Not applicable

Secure a suitable venueCheck the address, capacity, access, permitted activities, and booking terms. Confirm your arrangements before calendar submission.Not applicable

Confirm the people delivering the programAgree on roles and expectations with facilitators, speakers, or collaborators. Keep pending plans clearly labeled.Not applicable

4 weeks beforeChoose your event date to see suggested dates0 / 5 completed

Prepare the event for calendar reviewComplete the separate submission checklist. Submit when the official calendar opens; this suggested planning date is not a submission deadline.Not applicable

Prepare your invitation and promotionExplain the audience, experience, and practical value. Use the official designation only after calendar approval.Not applicable

Choose where to reach the right foundersSelect relevant community channels and collaborators. Get permission before sharing in groups that require it.Not applicable

Assign registration responsibilityDecide who reviews attendance requests, monitors capacity, and answers guest questions.Not applicable

Confirm services you actually needArrange catering, photography, or other suppliers only where they support your format and budget.Not applicable

2 weeks beforeChoose your event date to see suggested dates0 / 5 completed

Write a practical running orderInclude arrival, welcome, each activity, transitions, and the time you must finish. Share it with the people delivering the event.Not applicable

Brief confirmed contributorsExplain the founder audience, expected outcome, format, timing, and what each person should prepare.Not applicable

Plan the room and refreshmentsCheck seating, equipment, staffing, and food or drink arrangements with the venue.Not applicable

Assign on-site responsibilitiesName the people handling check-in, the program, venue questions, and unexpected issues.Not applicable

Review registration and adjust your outreachLook at the accepted audience and remaining capacity. Invite people who fit the event without exceeding the space you can accommodate.Not applicable

1 week beforeChoose your event date to see suggested dates0 / 5 completed

Prepare clear arrival instructionsExplain the entrance, room, check-in point, and relevant transport or parking details.Not applicable

Confirm and share accessibility informationVerify relevant access details with the venue and give attendees a contact for questions or requests.Not applicable

Check supplier and headcount deadlinesConfirm when each vendor needs final numbers, and include your team and contributors where relevant.Not applicable

Send a useful attendee reminderInclude the correct local time, address, what will happen, and anything guests should bring or prepare.Not applicable

Walk through the plan with your teamConfirm equipment needs, setup and cleanup responsibilities, and how the team will communicate.Not applicable

Day before & event dayChoose your event date to see suggested dates0 / 5 completed

Check for last-minute changesReconfirm venue access and contributor arrangements. Tell registered attendees promptly about material changes.Not applicable

Prepare equipment and materialsCheck the files, adapters, power, signage, and materials your actual format requires.Not applicable

Prepare check-in and welcome guestsHelp attendees find the room, explain the format, and introduce the purpose of the gathering.Not applicable

Deliver the intended outcomeProtect time for the promised work, feedback, or connections. Adjust pacing to serve the people in the room.Not applicable

Close the event and hand back the spaceExplain any promised next steps, collect materials, and complete the venue’s agreed cleanup and handover.Not applicable

1–3 days afterwardChoose your event date to see suggested dates0 / 5 completed

Send thanks and promised materialsShare useful takeaways or resources with attendees and acknowledge contributors.Not applicable

Invite focused feedbackAsk what helped and what could improve. Keep any survey brief and relevant.Not applicable

Follow through on promised introductionsCheck the people involved are comfortable with an introduction before sharing their details.Not applicable

Review the event with your teamCompare the intended outcome with what happened and record a few improvements for next time.Not applicable

Finish supplier and record keeping tasksCheck outstanding commitments and actual costs. Use attendee information consistently with registration notices and permissions.Not applicable

Keep useful resources close

Required submission checklist · Description-writing guide · Event support · Host FAQ

Female Founder WeekPresented by Featured FoundersSan Francisco · March 8–14, 2027

Host Planning Checklist

Keep useful resources close