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.

• Local media partners
• Location
• Moderators/facilitators
• Expertise
• Publicity
• Refreshments
• Volunteers

5. Choose a location for your event.

• Is the location easy to find?
• Is it accessible to people with disabilities?
• Is it available for pre-event site visits?
• Is there a contact person?
• Is it available for a large enough block of time if your event runs over time?
• Is the room the right size for your event?
• Is there an appropriate electrical system for audio/visual equipment?
• Is there access to a kitchen and/or child care?
• Is it served by public transportation?
• Is there enough parking?

6. Create an event planning checklist.

• Make sure dates, times and locations are firm.
• Invite discussion leader/moderator.
  • Communicate your goals thoroughly.
  • Discuss topics that you want to make sure are covered.
  • Provide as much background information as possible
• Identify and Invite speakers.
• Identify partners and define roles.
• Create publicity plan.
• Begin to prepare publicity materials.
• Made sure station staff and others have all the details about the event.
• Confirm/update speakers.
• Confirm/update discussion leader/moderator.
• Begin to implement publicity plan.
• Meet with moderator and speakers to define roles; pre-screen film.
  • Assign a volunteer or staff to assist moderator with time cues, handling participant needs
  • Devise a plan with moderator regarding cues
• Continue publicity plan.
• Announce event on web sites (yours, partners, community calendars)
• Keep track of media/publicity received.
• Distribute flyers to chosen locations.
• Begin registration process (if needed)
• Finalize all event materials, begin photocopying handouts or other materials.
  • Sign-in sheets
  • Name tags, pens
  • Name signs for speakers/panelists
  • Signs for outside the building to direct participants to the correct entrance
  • Signs for inside the building to correct room
  • Podium sign, if needed
  • Background materials and reading
  • Information about partners, hosting organization
  • Evaluations
• Contact moderator and speakers to confirm arrangements.
  • Copy of agenda
  • Transportation needs?
  • Where and when to arrive at site
  • Assigned staff/volunteer as greeters
  • Waiting area?
  • Bios for introductions
• Finalize audio/visual needs. Consider room, audience size for screening.
• Confirm staffing assignments.
• Creating and bringing event signage, inside and outside
  • Bringing an event sign-in sheet (with request for contact information)
  • Reserving seats (VIPs, special needs,etc.)
  • Escorting the press
  • Greeting/escorting moderator/speakers
  • Distributing and collecting post-event evaluations
  • Dealing with special needs and emergencies
  • Set up any displays of materials
  • Providing food (if applicable)
  • Providing child care (if applicable)
  • Set up
  • Clean up
  • Greeting participants
  • Introductions
  • Audio/visual needs
• Finalize event agenda.
  • Who will open the meeting?
  • Opening comments?
  • Speaker bios?
  • Recognize partners
• Site Checklist
  • Access to buildingdoors unlocked?
  • Parking?
  • Building heating or cooling
  • Lighting
  • A/V capability and equipment
  • Chairs and room set-up
  • Staging
  • Microphones (speakers, moderator, audience)
  • Clean-up

7. Create a budget.

• Location rental fee/charges
• Staffing needs
• Promotion (mailings, stationary, printing/copying, graphic design, postage, newspaper advertising & public service announcements)
• Photography
• Food
• Transportation
• Audio/visual equipment rental
• Fees for speakers and/or moderator
• Photocopying and printing costs for handouts or other materials to be distributed at event

8. Create a media/publicity plan.

• Flyer:  a simple one-page document that explains your event
• Direct mail
• Public Service Announcements
• Traditional mediaprint media with community calendars
• Web page
• Checklist of information:
  • Title of event
  • Film title
  • Date
  • Time
  • Location
  • Hosting organizations (include all partners)
  • Name, title and affiliation of moderator and speakers
  • Phone number to call for more information
  • Registration information (if applicable)
  • Web site information (if applicable)

9. Follow-up

• Return borrowed materials, thank lenders
• Thank you letters to partners
• Thank you letters to volunteers
• Thank you gifts to moderators, speakers, special volunteers
• Share evaluation feedback with partners/planners
• Post event press release
• Thank you note to event site host

Moderator Guidelines:

• Understand goals of event.
• Be involved in event planning.
• Be informed.
• Choose a room set-up that will be comfortable. Can everyone be seen and heard easily.
• Let planners know supply needs, such as a flip chart, dark-colored markers
• Make sure everyone is heard
• Keep the dialogue focused
• Keep the dialogue moving
• Keep to the schedule