12 weeks before program/special event
- Determine date, time and location for program/special event (are there any competing activities?)
- Secure funding
- Develop promotional plan (determine what deadlines for promoting in newsletters, media, etc.)
- Confirm in writing presenters and other involved participants
- Don’t confirm too early or too late
- Determine whether book list or display will be created to accompany the program/special event
- Develop evaluation form
- Promotional materials should be ready for proofing
- For bigger events, information needs to be out even earlier for others to make arrangements
- Promotional materials should be distributed
- Confirm audio visual and electronic equipment needs and book
- Ensure that any on-site promotional items have been ordered/created (e.g. balloons, banners)
- Order food/beverages
- Guaranteed to bring in people!
- Double check all bookings have been made
- Finalize agenda for program/special event
- Ensure all tasks for day of program/special event are covered
- Produce name tags/badges and signage
- Confirm that all speakers or presenters are still able to attend
- Review various responsibilities with volunteers
- Confirm food/beverages
- If possible, prepare location for event (e.g. put up banners, signs, etc.)
- Ensure location set up properly and all audio-visual and electronic equipment functioning properly 1 hour before program/special event
- Greet presenters, speakers and participants
- Write thank you letters
- Compile results of evaluations of program/special event
- Have a session with others involved to determine what could have been done more effectively
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