EOA Learning Days

EO Accelerator Learning Days Playbook

A comprehensive guide for planning, delivering, and following up on impactful EO Accelerator Learning Days.

1. Purpose and Principles

Learning Days are designed to create a high-value, well-run experience for EO Accelerator participants through strong preparation, relevant content, smooth logistics, and intentional follow-up. Across the source materials, the core principles are consistency, trainer alignment, participant-first design, operational clarity, and meaningful engagement before, during, and after the event.

2. What a Strong Learning Day Includes

• A clear topic and learning objective aligned to one of the program pillars.
• A confirmed trainer and finalized agenda with timing, exercises, breaks, and session flow.
• Strong participant communication, including invitations, reminders, and prework.
• Well-managed venue, catering, AV, materials, and registration logistics.
• Thoughtfully selected panelists or speakers who are briefed in advance.
• Clear policies for guests, hybrid delivery, and out-of-city attendance when relevant.
• Post-event feedback collection, thank-yous, reporting, and follow-up actions.

3. Planning Timeline

1. 12 months in advance: Confirm Learning Day dates with the trainer and lock them into the chapter calendar.
2. 4–6 weeks in advance: Finalize venue, event setup, guest approach, agenda outline, trainer briefing, and panelist shortlist.
3. 3–4 weeks in advance: Send participant invitations with sign-up details, venue information, timing, and expectations.
4. 2–4 weeks in advance: Confirm panelists, schedule trainer and panelist briefing calls, and share any prework or recommended reading.
5. 1 week in advance: Send reminders, confirm final numbers, dietary needs, materials, AV, and seating setup.
6. 1 day before: Reconfirm logistics, print materials, finalize the run sheet, and prepare name badges/check-in.
7. Day of event: Arrive early, verify setup, support trainer flow, manage participant experience, and collect feedback.
8. After the event: Send thank-yous, close the feedback loop, record attendance, and compile key takeaways and improvement notes.

Recommended workback checklist: Use a single tracker to manage venue, invitations, attendance, reminders, catering, panelists, materials, survey setup, invoices, and post-event follow-up so nothing is missed.

4. Agenda Framework

• Sample flow for a full-day Learning Day:
• Breakfast / chapter announcements
• Participant introductions, rules, and review of the previous Learning Day
• Core teaching segments with exercises
• Morning break
• Applied exercise or worksheet session
• Lunch
• Panel discussion or guest speaker session
• Afternoon break
• Final teaching segment and exercise
• Q&A, coaching, or spare time
• Takeaways and survey

A typical agenda template allows for a 7-hour day beginning around 8:15 a.m., with defined breaks, lunch, a panel block, hands-on exercises, and a short closing survey/takeaway segment. The trainer and chapter should align on exact timing, transitions, and whether networking or a happy hour will follow.

5. Trainer, Speaker, and Panelist Guidance

Work with the trainer to identify the best panelists or speakers for the specific Learning Day topic. EO members are often the strongest choice because they bring relevant lived experience and credibility. Ideal panelists are strong storytellers, have practical experience with the day’s topic, and can translate lessons into actionable insight.

• Confirm 3–4 panelists well in advance when using a panel format.
• Connect panelists directly with the trainer for briefing and alignment.
• Explain why they were invited, what role they will play, and what the audience needs from them.
• Share room context, participant profile, session timing, and likely questions.
• Where possible, ask panelists or speakers to attend more than just their speaking slot so they experience the day more fully.
• Consider a small thank-you gift if the chapter budget allows.

6. Guest Participation Policy

• EOA prospects: May attend part of the event only. If they do not sign up and commit, they should leave after the agreed portion.
• Spouses / life partners: May attend part of the event; the chapter may decide whether to charge an event fee.
• EO members: May attend the full event. Chapters can decide whether to charge a fee, though board members and AG coaches are often included at no charge.
• Sponsors: May attend at no charge but should not sell or pitch. If appropriate, they may contribute as a speaker.
• General guests: Not generally recommended. If allowed, consider a fee and confidentiality expectations.
• Executives / second-in-command attendees: Generally not recommended, as the program is designed for the Accelerator participant to lead their company.

When considering any guest attendance, keep the program participant-first. Chapters should evaluate whether extra guests enhance or dilute the Learning Day experience and decide how attendance costs will be covered.

7. Attending Another Chapter’s Learning Day

Accelerators who cannot attend their local Learning Day may be able to attend another city’s session, subject to available space and host approval.

1. Participants review available dates and locations.
2. The participant, EOA Chair, or Chapter Admin emails accelerator@eonetwork.org with the preferred date and location.
3. EOA staff confirms space with the host location and advises whether additional fees apply.
4. EOA staff connects the parties so final coordination can happen directly.

• Travel and accommodation costs are the participant’s responsibility.
• The participant is responsible for ensuring they have any required prepwork or materials.
• Attendance is not guaranteed until the host program confirms space.
• Additional registration fees may apply.

8. Hybrid, Virtual, and In-Person Delivery

The strongest participant experience is usually one where everyone is in the same format—either fully in person or fully virtual. Hybrid models can work, but they require more coordination, stronger technology, and clearer facilitation choices.

• In person: Full-day, in-room experience facilitated live by the trainer.
• Virtual: Learning content facilitated online using a platform such as Zoom.
• Hybrid: Some attendees are together in person while others join remotely; the trainer may lead from either environment.

• Respect the trainer’s right to decline travel or in-person facilitation where risk or logistics are a concern.
• Assess internet quality, AV strength, real-time support, testing plans, breakout design, and contingency options before approving a hybrid format.
• Consider whether an in-person chapter event plus a separate virtual make-up option may create a better overall experience than a single hybrid format.
• Use chapter surveys, trainer input, and participant needs to determine the best delivery model each quarter.

9. Logistics and Administration

• Book a venue suited to the participant count and the day’s interactive needs.
• Confirm room layout, lighting, signage, stage/presentation space, and seating.
• Verify AV needs such as microphones, projector/screens, laptops, flip charts, and adapters.
• Set up the event registration or sign-up process and maintain an accurate attendance list.
• Prepare printed or digital agendas, worksheets, workbooks, and any trainer-recommended materials.
• Create name badges and a clear check-in process.
• Update stakeholders with final event details, timing, and any special notes such as prayer time requirements.

10. Catering and Participant Comfort

• Arrange breakfast, lunch, and refreshments based on the agenda timing.
• Confirm dietary requirements in advance and share final counts with the caterer or venue.
• Schedule coffee and refreshment breaks intentionally.
• Where possible, avoid placing food or coffee stations inside the learning room if they may distract from facilitation.
• Buffet-style service is often easier operationally than a la carte ordering.

11. Day-of Execution

• Arrive early to verify seating, catering, AV, signage, materials, and trainer setup.
• Run check-in smoothly and welcome participants into the room.
• Ensure the trainer is comfortable with the room, tech, and final run sheet.
• Assign one point of contact for troubleshooting throughout the day.
• Keep the event on time while allowing practical flexibility where needed.
• Create space for interaction through Q&A, exercises, discussion, and peer exchange.
• Use the event as a moment for chapter updates, referrals, incentives, board recruitment, or global program announcements when appropriate.

12. Follow-Up and Feedback

• Collect participant feedback at the end of the day using a survey QR code, paper form, or online survey.
• Send thank-you messages to participants, trainers, and panelists.
• Record attendance and follow up with no-shows if relevant.
• Share any post-event materials or trainer-recommended follow-up resources.
• Compile a short summary covering attendance, feedback, takeaways, and improvement opportunities.
• Request and process supplier invoices and any applicable no-show charges.

13. Recommended Master Checklist