5 W eeks O ut
• Develop a s chedule f or r egular ( e.g., w eekly o r b i-‐weekly) m eetings o r
conference c alls.
• Decide o n a p lace, d ate a nd t ime f or y our e vent. C hoose a l ocation a nd t ime t hat
allows f or m aximum a ttendance b y m embers o f t he c ommunity a nd t he p ress.
Remember t o d o a “ walk-‐through” a nd m ake s ure y ou h ave a ccess t o e lectricity,
extension c ords a nd o ther n ecessities.
• If y our p lanned v enue i s o utdoors, s ecure a n a lternate l ocation, a t ent o r a r ain
date i n c ase o f i nclement w eather.
• Establish s ubcommittees t o m anage p ortions o f t he p lanning, s uch a s:
o Site l ogistics – S upervise t he s et-‐up a nd c lean-‐up, e quipment r ental,
volunteer m anagement a nd f loor p lan.
o Partner/fundraising o utreach – S olicit h elp f rom o ther g roups a nd
organizations, a s w ell a s i ndividuals.
o Media a nd p romotion – P itch t o t he p ress, c reate m edia l ists, w rite m edia
materials a nd p rovide m edia t raining f or s pokespersons.
o Crowd-‐building – A dvertise t he e vent t o t he c ommunity, l ocal
organizations, b usinesses a nd t he m edia t o i ncrease a ttendance a nd
recruit v olunteers f or t he d ay o f t he e vent.
o Evaluation – E valuate t he e ffectiveness o f t he e vent, s hare y our s uccess
with W a nd w rite d own “ lessons l earned” f or
future e vents.
• Draft a n e vent b udget t hat r eflects e stimated c osts, i ncluding e quipment
rentals ( tables, c hairs, s taging, m icrophones, s peakers) f ood/drink, v enue r ental
fee, e tc.
• Based o n b udget, d iscuss f undraising n eeds a nd t actics.
4 W eeks O ut
• Contact p artner g roups. T ell t hem a bout t he i mportance o f p neumonia a nd t he
event i tself. A sk w hether t hey c an h elp b y p roviding a s peaker, t elling o ther
people a bout t he e vent, o r o ffering f unding o r i n-‐kind c ontributions.
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