Event Proposal

Looking to host a Leading Kansas Event? Take a look at the information below, and fill out the appropriate Event Proposal form.

Event Proposal Guidelines

These guidelines are intended to support committees in successfully planning and executing events that align with Leading Kansas’ mission. They outline the process for submitting event proposals, expectations for planning, and how resources may be allocated.

Submitting an Event Proposal

Subcommittees/Committees will submit their proposals through the subcommittee head or designee. The subcommittee will complete the Event Proposal Form and it will be submitted to the Founders of Leading Kansas by emailing it to founders@leadingkansas.org. It is recommended that proposals be submitted at least 6 weeks prior to the proposed event date to allow for review, planning, and coordination.

Event Approval Process

Events will either be approved or denied based on analysis of the following aspects:

● Does the event support Leading Kansas’ mission?

● Is the scope of the event realistic given the proposed budget, timeline, and volunteer capacities?

● Will the event provide meaningful engagement or educational value?

● Are the required funds, volunteers, or other requested resources within the organization’s capacity to provide?

Approval Criteria

If the event is approved, the organizing subcommittee will perform the following:

● Manage event-related logistics and communications

● Coordinate with speakers and partnering organizations

● Promote the event (with support from Marketing/Design if requested)

● Ensure compliance with venue rules and follow-through on accessibility needs and risk management action.

● Submit a Post-Event Summary Report within 2 weeks of the event.

Financial Resources and Budgeting

The types of expenses that are often approved for financial support are as follows:

● Venue rental

● Speaker Fees

● Refreshments

● Speaker Gifts

● Printing and Outreach promotional material

Please provide as detailed a budget as possible. Receipts and documentation are required for reimbursement, unless pre-approved direct payment is arranged.

Marketing and Communications Support

Support from Marketing, Design, and Communications will be limited by the bandwidth of the members in the subcommittees. If they have the bandwidth, these teams may provide assistance with the following:

● Graphic Design for Digital ads, handouts, flyers, programs, etc.

● Promotion via the Leading Kansas official channels

● Inclusion in group emails

● Listing on the website’s event page

Please indicate these needs clearly in your proposal. Materials must be submitted at least 2 weeks in advance of promotion deadlines.

Risk and Legal Considerations

Committees are responsible for identifying and communicating any potential legal or safety risks related to the event, including:

● Insurance needs

● Liability waivers (if required)

● Permits or special permissions (for public or government spaces)

● Accessibility accommodations

If the Legal subcommittee is available to support, they may be willing to support this on request.

Post Event

All approved events must submit a Post-Event Summary Report that includes:

● Total attendance (actual and the original estimate)

● Key takeaways or outcomes

● Any media or documentation (photos, video, testimonials)

● Suggestions for future events

This helps us track impact, justify funding, and learn from each effort.

Questions or Need Assistance?

We’re here to help! If you have questions about planning your event or need support during the proposal process, contact: founders@leadingkansas.org