EVENT PLANNING
Sample Timeline: Panel Discussion, Speaker, or Performance

FIRST WEEK

Events Chair
· Meet with Faculty/Staff team for speaker contacts and ideas
Research
· Research issue/policy that event focuses on
Logistics
· Choose date/venue
· Secure equipment
· Give budget for food, venue, equipment, and materials and meet with Finance/Fundraising Committee
Speaker/Performer
· Contact/confirm speakers
· Sign contract if needed
Finance/Fundraising
· Meet with Logistics Committee to determine costs
· Organize fundraising efforts if needed
Publicity/Outreach
· Develop outreach strategy
· Arrange class announcements
· 1st round of flyering/postering done at end of week
Press
· Send Media Advisory/Press Release to campus and local press outlets
· Prepare press release

SECOND WEEK

Research
· Prepare fact sheets for tabling
Publicity/Outreach
· Assign class announcements
· Plan visibility events
· 2nd round of flyering/postering at end of week
Press
· Draft a Letter to Editor about the issue/policy to be addressed
· Designate spokesperson for event

THIRD WEEK

Research
· Draft sample questions for Q&A period
Logistics
· Get snacks day before event
· Prep room an hour before event
Speaker/Performer
· Call panelists to confirm
· Offer to meet them 15-30 minutes before event
Publicity/Outreach
· BLITZ – class announcements, tabling, chalking, and other visibility events
· 3rd round of flyering/postering done 2 days before event
Press
· Submit Letter to Editor to be published in paper day before event
· Make copies of press release for day of event

DURING/AFTER EVENT

Logistics
· Clean-/Lock-up venue
Speaker/Performer
· Escort speakers to event if necessary
· Have water/food available if needed
Publicity/Outreach
· Include sign-up sheets at all events
· Table during event (include FMF materials, info about the FMLA, fact sheets prepared by Research committee)
Press
· Greet press as they arrive
· Be available to answer questions, and/or direct press to spokesperson
· Have press releases on hand
Events Chair
· Spokesperson for event
· Prepares intro/closing for event
· Writes thank-you notes for all speakers

Getting Started | Timeline | Division of Tasks | Event Planning | Day of the Event

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