Event Planning Checklist Page 2

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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.  
 
2  

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