Event Planning Checklist (Page 3 of 6) in pdf

Event Planning Checklist Page 3

• Seek q uotes ( and c ontracts) f rom a ny v endors f or r ental e quipment, s uch a s

audio-‐visual s ystems o r t ransportation n eeds.

• Invite s peakers ( if a pplicable f or y our e vent) v ia m ail, t elephone, e mail a nd i n-‐

person.

• Continue s ub-‐committee w ork t o p lan e vent. I f h elpful, c reate v enue m aps a nd

detailed t imelines.

• Begin d esign o f e vent m aterials, i ncluding b anners, d irectional s igns a nd

handouts

• Send a c alendar l isting t o r elevant n ewspapers, T V n ews s hows a nd w ebsites

that l ist c ommunity e vents.

• Create a n e -‐mail l istserv t o u pdate a ll i nterested p articipants. P rovide w eekly

updates ( or e ven m ore f requent e mails) t o g enerate i nterest a nd e nthusiasm.

3 W eeks O ut

• Register y our e vent a t w

• Continue o utreach t o p artner o rganizations, v olunteers, t he m edia a nd

speakers.

• Secure v endor c ontracts

• Recruit v olunteers t o h elp w ith p lanning a head o f t ime, s et-‐up b efore t he e vent

and b reak-‐down a fter t he e vent.

• Promote t he e vent w ith y our f riends, c olleagues, c ommunity m embers a nd o ther

contacts t hrough e mails, f liers, p osters, a nd ( pre-‐approved) a nnouncements a t

public a nd r eligious m eetings t o p ost t hroughout t he c ommunity.

• Begin t o d evelop p ress m aterials, i ncluding w hy p neumonia i s i mportant a nd

why l ocal o rganizations a re g etting i nvolved.

Event Planning Checklist Page 3