Planning events for your emerging leaders can be daunting at first, but they are immensely beneficial to supporting the development of Young Agents in your state.

If your state already hosts an annual conference, this is an excellent opportunity for the Young Agents Committee to shine! Many YACs host education and networking events in conjunction with a state conference. Some host a standalone event with great success, and others join forces with nearby states to host regional events, pooling resources and consolidating efforts. Determine what works best for your Young Agents and build programming that will resonate with them. Agency principals may prefer to send their Young Agents to an event that offers CE or to see a top-notch sales speaker that will increase their bottom line. 

Event Development & Procedures 

From the planning stage to execution of an event, here is everything you need to know to host something for Young Agents! 

Step 1: Choose an event type

Come up with an event idea or theme. For example, your event could focus on sales and leadership, legislative involvement, continuing education, workforce development, or an opportunity for attendees to network. Determining your event content is the most important part of the planning process. 

Step 2: Determine the size and scope of your event 

Ask yourself Who will this event serve? Will this event be open to all Young Agents across your state? Or is it just for YAC leadership? Will it be a local, regional, or statewide event? Is it planned for one day or will it be a multi-day event? Will you be partnering with another state to host a larger multi-state event?


You could either create a standalone meeting for Young Agents or host a Young Agents track in conjunction with your state conference. Whatever works best for your state! 

Step 3: Find a location 

Once you have determined the length of your event and anticipated number of attendees, you will need to select a venue.

A few things to keep in mind as you look for a location: 

• Venue: The earlier you book, the better. Eight months is usually the ideal time frame to book because it gives you enough time to secure speakers, create the website, and promote registration.
• Service & Amenities: It is important to know what is included within your contact and available to you for your event. Some questions to ask your event planner at the venue:
• Do you have a kitchen? Can you provide catering for the event?
• If yes, are there any food and beverage minimums? 
• Do you provide tables, chairs, and linens? Are there any additional fees associated with furniture or linens? 
• Will there be a dedicated setup/cleanup crew? 
• Does the space have A/V capabilities? If yes, what can be done? 
• Will we be able to put a 24-hour hold on the room (if applicable)? 
• What is the room capacity?
• Layout: A venue that is easy to navigate is very helpful for attendees. When looking at a space, keep the flow of traffic in mind. 
• Are there any areas that might be prone to congestion? 
• Is a room or door hidden in a corner? 
• Will certain signage be needed? 
• If you’re having a stage for a keynote speaker or bar for a happy hour, you will want to make sure you have enough space for this in the area you choose. 
• Accessibility: Having an accessible event is crucial. It ensures all attendees can fully utilize the building and its amenities. While you might not know the needs of your attendees when you book the location, it’s important to anticipate potential accommodations and identify any areas for change accordingly. 

Step 4: Finalize your agenda 

Once your venue is secured, it’s time to finalize your schedule. Develop a schedule that offers valuable takeaways for agents to implement in their agencies. A mix of different types of sessions can be helpful for attendees to keep their attention. For example, you could start the day with a keynote speaker, then a panel, and then roundtable discussions as groups. 

Corresponding Document: Click here to view a speaker database of previous presenters at the Young Agents Leadership Institute. 

Corresponding Document: Coming Soon -- List of example YAC assignments/volunteer roles and responsibilities during the event. Can be used as a day of checklist.