Timeline for Event Planning

Five weeks out:

  • Convene an event planning group of people from the sponsoring organization(s).
  • Pick a date, but call each candidate’s/speakers scheduler to check availability; send invitation letter confirming time; do follow up calls to confirm.

Four weeks out

  • Get members of the  planning group to commit to turning out specific number  to the event
  • Pick a venue you can realistically fill; confirm it’s availability for the selected date
  • Make up the announcement/flyer for use on email and other PR
  • Go where your people are to publicize event (church services; school cafeteria; sport events; meetings of other social justice or allied groups)
  • Send email blast to your members; including facebook/myspace
  • Get final confirmation of speakers

Two weeks out:

  • Keep checking in with committee members on turn-out numbers
  •  Make presentations to organizations: ask for sponsorship and for group to send delegation
  • Assign people to do registration, press, floor team, greeters

One week out

  • Send out follow up emails and make phone calls to get commitments for turn-out
  • Send out media advisory to key reporters; follow up with calls.  If reporters decline to cover the event, invite them to interview speaker(s) individually
  • Create an agenda/program for the event with speakers/candidates names and short bios.  

Three days out

  • Get final commitments from reporters
  • Prep speakers on agenda
  • Do a rehearsal with key (staff, leaders) people at the facility
  • Assign media contact person to make calls, greet press and direct them to spokespeople
  • Post flyers around campus and do one last announcement on facebook/my space

Day before event

  • Make copies of press packets and program; include news clippings or other materials
  • Finalize any facilities  arrangement
  • Arrange for someone to take pictures for internal use (website, newsletters, etc)
  • Assign people to airport pick-ups/drop-offs for out of town speakers, if necessary

Day of event

  • Get to venue early to ensure proper set up
  • Prepare leaders an hour before event begins; clarify roles, etc
  • Have designated press area and registration tables with sign-in sheets or index cards for names and emails
  • Post signs on entry ways and directions to room/hall
  • Use event as a membership building tool: make announcements about upcoming meetings and have membership materials (brochures, petitions)  on hand
  • Incorporate action component into event:  sign or circulate a petition, distribute materials, volunteer for canvassing or phone banking, attend a training,  visit/write elected official