371 Productions | WPT | Center on Age and Community | Peck School of the Arts 
Practical tools and tips for family members and caretakers
Changing Long-term Care
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National Partners

How to Plan an Event
Special thanks to By the People Toolkit and POV for the following tips on how to plan an outreach event.

1. Assemble a leadership team and set goals
Decide who in your organization is best suited to coordinate an event. Consider their availability, their organizational skills, their contacts and their leadership ability. Set your goals:

  1. How does this screening event connect to and extend your mission?
  2. What is your target audience?
  3. What type of event would best serve your intended audience?  Some examples:
    • Single screening of entire film with target audience (policy makers, medical community, service organization) with follow-up discussion
    • Screening of select segments with follow-up discussion
    • Screening of select segments or entire film combined with community information information/materials from partners
    • Community screening of entire film with discussion
    • Community screening in partnership with coalition
    • Community screening as part of series devoted to topic
  4. What resources do you have to devote to this event (e.g. time, calendar, staff and volunteers, space, public relations efforts, funding, etc.)? 
  5. Could collaborating with another organization in this effort help? What role will each partner organization have? Who should take the lead in coordinating the effort?
  6. Can this event be tied to any events in our community that other organzations are already sponsoring?
  7. What will the end results be (e.g. greater interest in and awareness of our organization, stronger community ties, new partnerships, and momentum for future events)?  How will we know if we have met our objectives?
  8. What kind of follow-up will you want?

2. Choose the type of event that best suits your organization's needs and interests and set a date.
When is the best date to hold this event? Are there local conflicts that might affect the date(s) you choose? What is the best time of day for your targeted participants?

3. Clearly define local issues/people relevant to your event.
Does this film have a local connection? For example, facilities undergoing change might consider a different type of event than others. Do you have any long term care staff/management or others active from the home front who might participate?

4. Review available resources.
When you have decided on the scope and style of your event, you can begin focusing on logistics.  Take stock of available resources and consider what additional resources will be necessary.

5. Choose a location for your event.

6. Create an event planning checklist.

7. Create a budget.

8. Create a media/publicity plan.

9. Follow-up

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