An Events Checklist

Here is a LONG check list for an event that is being planned a year out.
Let's modify it to serve our need for a short notice event.

Event Planning Checklist

Printable Event Scheduling Checklist

6 to 12 Months Ahead

Yes No

___ ___Decide event purpose (raise funds, visibility, celebration, etc.)

___ ___Choose a theme

___ ___Visit potential sites

___ ___Research/appoint an event coordinator/manager

___ ___Research/select committees/chairpersons

___ ___Chairperson forms subcommittees

___ ___Get cost estimates (site rental, food, drinks, sound/lights, etc.)

___ ___Get recommendations for entertainment; hold auditions

___ ___Get bids for entertainment

___ ___Get bids for decorations

___ ___Get bids for design/printing

___ ___Get bids for other major items

___ ___Finance committee drafts initial budget

___ ___Decide on admission cost

___ ___Create sponsorship amounts/levels

___ ___List items to be underwritten and possible sources

___ ___Research/approach honorees

___ ___Compile mailing list (individuals/businesses)

___ ___Check proposed date for potential conflicts, finalize date in writing

___ ___Get written contracts for site, entertainment, etc.

___ ___Develop alternative site (if event is outdoors)

___ ___Consider pre-party event for publicity or underwriting

___ ___Invite/confirm VIPs

___ ___Pick graphic artist; begin invitation design

___ ___Create logo for event with graphic artist

___ ___Order hold-the-date cards or other event announcements

___ ___Set marketing/public relations schedule

___ ___Develop press release and calendar listings

___ ___Select photographer; arrange for photos of VIPs, chairmen, honorees

___ ___Get biographical information on VIPs, celebrities, honorees, chairmen

___ ___Investigate need for special permits, licenses, insurance, etc.

3 to 6 Months

___ ___Begin monthly committee meetings

___ ___Write/send requests for funding or underwriting to major donors, corporations, sponsors

___ ___Request logos from corporate sponsors for printing

___ ___Review with graphic artist invitations, programs, posters, etc.

___ ___Prepare final copy for invitations, return card, posters

___ ___Prepare final copy for tickets

___ ___Complete mailing lists for invitations

___ ___Order invitations, posters, tickets, etc.

______ Sign contract with entertainment company

___ ___Make list of locations for posters

___ ___Finalize mailing lists; begin soliciting corporations and major donors

___ ___Obtain lists from honorees, VIPs

___ ___Obtain radio/TV sponsors, public service announcements, promos

___ ___Set menu with caterer for food and beverages

___ ___Secure permits and insurance

___ ___ Get written confirmation of celebrity participation/special needs

___ ___Finalize audio/visual contract

___ ___Select/order trophies/awards

2 Months Ahead

___ ___Hold underwriting or preview party to coincide with mailing of invitations; invite media

___ ___Assemble/address invitations (with personal notes when possible)

___ ___Mail invitations

___ ___Distribute posters

___ ___Finalize transportation/hotel accommodations for staff, VIPs, honorees

___ ___Obtain contracts for decorations and rental items

___ ___Confirm TV/radio participation

___ ___Release press announcements about celebrities, VIPs, honorees

___ ___Follow up to confirm sponsorships and underwriting

___ ___Obtain logos from corporate sponsors for program printing

___ ___Review needs for signs at registration, directional, etc.

___ ___ All major chairpersons to finalize plans

___ ___Hold walk-through of event with responsible committees, chairpersons and responsible site staff

members at event site

___ ___Review/finalize budget, task sheets and tentative timeline

___ ___Start phone follow-up for table sponsors (corporate, VIP, committee)

1 Month Ahead

___ ___Phone follow-up of mailing list (ticket sales)

___ ___Place newspaper ads, follow up with news media, on-air announcements

___ ___Confirm staff for registration, hosting, other

___ ___Write to VIPs, celebrities, program participants, confirm participation

___ ___ Complete list of contents for VIP welcome packets

___ ___ Get enlarged site plan/room diagram, assign seats/tables

___ ___Give estimate of guests expected to caterer/food service

___ ___Meet with all outside vendors, consultants to coordinate event

___ ___Review script/timeline

___ ___Continue phone follow-ups for ticket/table sales

___ ___Continue assigning seats; set head table, speaker's platform

___ ___Confirm transportation schedules: airlines, trains, buses, cars, limos

___ ___Confirm hotel accommodations

___ ___Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned

___ ___to meet flight)

___ ___Confirm special security needed for VIPs, event

___ ___Prepare welcome packet for VIPs, chairmen, and key staff

___ ___Schedule deliveries of special equipment, rentals

___ ___Confirm setup and tear down times with event site

___ ___Finalize plans with party decorator

___ ___Give caterer revised numbers

___ ___Meet with chairpersons, key staff to finalize any of the above

1 Week Before

___ ___Meet with all committees for last-minute details

___ ___Finish phone follow-ups

___ ___Confirm number attending

___ ___Finish seating/table arrangements

___ ___Hold training session with volunteers; finalize assignments

___ ___Secure two or three volunteers to assist with emergencies

___ ___Finalize registration staff

___ ___Distribute seating chart, assignments to hosts/hostesses

___ ___Schedule pickup or delivery of any rented or loaned equipment

___ ___Double-check arrival time and delivery times with vendors

___ ___Reconfirm event site, hotel, transportation

___ ___Deliver final scripts/ timelines to all program participants

___ ___Finalize catering guarantee, refreshments

___ ___Confirm number of volunteers

___ ___Make follow-up calls to news media for advance and event coverage

___ ___Distribute additional fliers

___ ___Final walk-through with all personnel

___ ___Schedule rehearsals

___ ___Schedule volunteer assignments for day of event

___ ___Establish amount of petty cash needed for tips and emergencies

___ ___Write checks for payments to be made for the day of the event

Day Before Event

___ ___Lay out all clothes that you will need the day of the event

___ ___Recheck all equipment and supplies to be brought to the event

___ ___Have petty cash and vendor checks prepared

Event Day

___ ___Arrive early (with your change of clothes)

___ ___Unpack equipment, supplies and make sure nothing is missing

___ ___Be sure all VIPs are in place and have scripts

___ ___Reconfirm refreshments/meal schedule for volunteers

___ ___Go over all the final details with caterer and setup staff

___ ___Check with volunteers to make sure all tasks are covered

___ ___Setup registration area

___ ___Check sound/light equipment and staging before rehearsal

___ ___Hold final rehearsal

How should you put together a presentation

This guy can help

Choose a design template that sets the correct tone with pleasing colors. The busier the template the less content can be included on each slide.

Use high‐contrasting colors for your design template. Blue is the most soothing and easiest to read.
Black is harsher but also very easy to read. Avoid using red or orange except to bring attention to an item (red circle around a word).

Use no more than 3 colors on your slides.

Font size should be readable to the person in the front row, and the person in the back row. If the
audience is unable to read the content then the content should not be included.

Use no more than 3 font sizes on your slides

Use a snappy title to get the attention of your audience and begin to engage them.

• Instead of “4th Quarter Earnings”, consider “Earnings Rise to Meet Projections”

Tell a compelling story

 Slides should NOT have all the information included.  That is why the speaker is there.
Use animation sparingly. It should never detract from the content.

• Good = Have content appear as you present (unfold the message) 
• Bad = Content flying in from different directions (no added benefit) 
• Don’t use animation just because it is an option in PPT. 

Give participants cues when the materials will be switching directions or moving on. For example:
Use Section Headers in PPT. This gives a pause between topics and allows anyone still processing
the last topic session to ask the instructor to go back. It insures that all participants understand
that a new topic is now being addressed.  If you included an agenda/outline then the section
headers would match these exactly.

Organizational charts, data charts or tables or graphs, should contain limited data so the message
is clear.  Use a circle or arrow to draw attention to a specific header or section

Check out this Pimp My Power Point

Using the media to get out your message.

Understanding Publicity

We now have to think about how we publicize information for our client.

An important aspect of PR is to develop materials that intrigue the media and entices them to tell your "story". 

We need to develop multiple story lines for our Title I students to have in our/their arsenal.

Like looking at client audiences we need to look at the variety of media outlets that play to our targets for the benefit of the client.

Take a look at the email I sent you so that you can get an idea of some of the types of writing required in PR and how they function. 

Starting your proposal

Let me lead you through the template that you need to develop a proposal.

First you need an introduction.
This might be a narrative paragraph that gives a vivid picture of the situation.
Next you have a the problem statement.
Here is how you think through a problem statement.

• What is the problem?
• Who has the problem?
• Where does the problem occur?
• When does the problem occur?
• What does the problem impact?

A good problem statement should be:

• Concise. The essence of your problem needs to be condensed down to a single sentence. A reader of the project statement should be able to say “Aha!! Now I now understand the problem.”
• Specific. The problems statement should focus your thinking, research, and solutions toward a single population or issue.
• Measurable. Problems can be measured in terms of degree and frequency. The strongest problem statements incorporate measurable aspects of both the degree and frequency of the problem as it exists.
• Specify what is Impacted. The problem statement should identify the population affected by the problem.

Let’s examine the steps for creating a good problem statement.

• Write down your problem or current state. Don’t worry too much about quality at this point – simply making a start is significant.
• Expand on the problem by asking the following questions:
• Who does it affect / does not affect?
• What does it effect / does not affect?
• How does it effect / does not affect?
• When is it a problem / is not a problem?
• Where is it a problem / is not a problem?
• Re-write your problem statement based on those answers. It may consist of several sentences or a set of bulleted items.
• Try to revise the bulleted list or initial problem statement into a single clear sentence. This might take a couple of attempts but stick with it. Finally, review your new problem statement against the following criteria:
• Focused on only one Problem.
• One or two sentences long.
• Does not suggest a Solution.

You should now have a concise and well balanced Problem Statement ready for a brainstorming session. It should be unambiguous and devoid of assumptions. It will enable you or your group to focus in on the problem and provide the foundation for the team to begin work toward solutions that truly fit.

So by now you have about two or three sentences. 

Now you move into each section of the proposal.

The Objective(s)

• Here you will make three bullet points
• Each point is a different objective
• Each objective will likely lead into the next 

The paragraphs below will explain these objectives and how they address the problem statement. See how easy this is to read. A person can glance and get an idea of what is in this section or move on. Get it?

The Strategy 

• This is where you will discuss your key public and who they are
• This is where you will say "Because this - we believe the best way to reach parents is this . . . "
• Again there are one or two paragraph here justifying why we are choosing this direction. 

 The strategy is general. We get specific in tactics. For example if we plan to use social media you will say that in the strategy. "We find that this target audience uses social media over other forms of communication. We know this through research and interviews with parents and discussion with the translation director." We get specific as to what that is 

The Tactics

• We will create a reading kit that will help parents work with students on their reading.
• We will create an event that will interest parents and engage them more in their child's daily reading activities. 
• We will contact parents through social media on a weekly basis to measure engagement.
• The semester will end with an event to introduce parents to teachers, helpers, interpreters based around the reading of a book.

The Measurement 

The semester will end with an event to introduce parents to teachers, helpers, interpreters based around the reading of a book. Success will be measure through the following:

1.

2.

3.

The So What (the conclusion)

By developing this plan we hope to  .............................. because reading is ............

The Mid Term

Okay. Answer these three questions in a long-form essay.
Talk to me.
Imagine that we are sitting at a Starbucks and I don't know anything about PR so I ask you :)

These will not be answered with just one paragraph. You have to show me that you can talk about this with some confidence.

1. What is the benefit of me doing PR?

2. How do we even begin?

3. How will I know if it worked?


Talk me through these so I can get an idea of how you understand the concepts. You will need to to able to answer any of these questions in a job interview so think of it that way, too.

Thinking through "The Problem"

Problem Statement Template
  
If you're having trouble writing a problem statement, try brainstorm ways to fill in the blanks. These are only guidelines; you don't need to use them, and you probably shouldn't use exactly this wording in your final project.
  
Stable Context

Describe unchanging facts about the topic/problem.
  
For many years, people have debated about ______________________.

or

____________________ has been controversial because

_____________________________________________________________. 

or

______________________ has dominated discussions of _____________.
  
Status Quo

State common but incorrect or incomplete assumptions.
  
Many people think ________________________________________________________.

or

At first glance, it may seem like ______________________________________________.
  
Destabilizing Moment

Describe something that reveals the status quo assumptions to be incomplete or inaccurate.
  
This initial perception fails to take into account __________________________________
_______________________________________________________________________. 

or 

This theory can't explain ___________________________________________________
_______________________________________________________________________. 

or

People have failed to notice, however, _________________________________________ 
_______________________________________________________________________. 
  
Consequences

Show readers why they should care: what bad things will happen if people continue to believe the status quo? what good things will happen once they stop believing it?
  
If we continue to believe _______________, we'll never understand the larger question of ______________________________________________________________________. 

or

Unless we change _____________________, we will continue to have trouble with ______________________________________________________________________. 

or

Once we understand ___________________, we'll begin to see the answer to the problem ______________________________________________________________________. 

or

By rethinking our approach to ___________________, we can fix ________________.
  
Resolution

Provide a better theory/explanation to replace the status quo. State your claim.
_______________________________________________________________________ 
_______________________________________________________________________. 
  
  
__________________________________________________________________________