Aau Event Planning Checklist (Page 3 of 4) in pdf

Identify co-sponsors and contributors and ask for their help.



Contact local groups through e-mail or flyers or attend their meetings. Invite them to co-

sponsor the event, help plan it, and send participants. Local businesses may be willing to

contribute goods or services to the event. Be sure to confirm and reconfirm with them

before the event.

Inform the public.



Decide how you will inform your prospective audience about the event. Consider

newspaper ads, fliers, radio and television announcements, Twitter, Facebook, online

advertising, or community bulletin boards. Designate one person to be the public

contact and include her or his phone number and e-mail address on all public

information materials.

Inform the media.



Compile a list of media contacts that includes local and regional newspaper and

magazine editors and departments that cover women’s and education issues. Designate

a spokesperson to be available to the media and include her or his name, phone

number, and e-mail address on all outreach and mailings. Create press releases and

send them to local newspapers, newsletters, magazines, and radio and television

stations. About five days before the event, e-mail or fax a media advisory to all of your

media contacts.

Determine the registration process.



Figure out how people will register to attend this event. If you are charging a fee, decide

what payment methods you will accept.

Compile your handouts.



Decide what handouts you will distribute at the event and be sure that you have more

than enough copies for each member of your expected audience. If you run out of

handouts, have a method in place for people to request copies by mail or e-mail. Be

sure you have a procedure in place for distributing handouts at the event.

Prepare media packets.



Media packets should include the agenda, speaker bios and statements, press releases,

background on AAUW and co-sponsors, and any other materials about the event. Be

sure that you have more than enough copies for each media representative at the

event.

Aau Event Planning Checklist Page 3