Event Planning Checklist (Page 5 of 6) in pdf

Event Planning Checklist Page 5

Four D ays P rior t o E vent

• Continue o utreach t o m edia a nd o ffer p re-‐event m edia i nterviews w ith

speakers. C onsider a ssigning p lanning c ommittee m embers t o d o i nterviews o n

various l ocal r adio s tations d uring m orning a nd e vening d rive t imes t o p romote

the e vent.

• Send c ommittee m embers a nd v olunteers t hroughout t he c ommunity t o

promote t he e vent a nd e ncourage a ttendance.

• Send b ackground m aterials o n t he e vent ( including F AQs, e vent l ogistics a nd

any r elevant n ews a rticles) t o s peakers a nd v olunteers. B e s ure t o s chedule a n

in-‐person o r p hone b riefing w ith e ach s peaker t o e nsure t hey a re r eady f or t he

event.

• Print o ut h elpful W orld P neumonia D ay r esources t o d istribute a t t he e vent.

• Ensure t hat e ach v olunteer i s c onfirmed a nd t rained f or t heir p osition. I f

necessary, h old a v olunteer o rientation o ne e vening t o g o o ver t he l ogistics o f t he

event a nd t heir r ole i n i t.

Day b efore E vent

• Place r eminder c alls t o a ll m edia c ontacts.

• Host f inal p lanning c ommittee m eeting t o r un t hrough l ast-‐minute d etails.

• Be s ure t o p rovide c ell p hone n umbers t o s peakers, p artners a nd o ther k ey

attendees i f t hey s hould h ave d ifficulty f inding t he e vent t he n ext d ay.

Morning o f E vent

• Check i n w ith m edia c ontacts t o c onfirm a ttendance.

• Meet w ith v olunteers t o m ake f inal a ssignments a nd a nswer a ny q uestions o r

concerns t hey m ay h ave. I f y our b udget a llows, p rovide t hem a l ight b reakfast

such a s m uffins, d onuts, j uice a nd c offee.

• Set u p e quipment, d irectional s igns, a nd h ave s taff o n h and t o g reet s peakers,

the m edia, p artners a nd o ther k ey a ttendees.

Event Planning Checklist Page 5