Timelines

Based on: Wolfe, Lisa A. Library Public Relations, Promotions, and Communications. New York: Neal Schumann, 1997, p. 154 

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.) 

8 weeks before program/special event 

• 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 

6 weeks before program/special event 

• Promotional materials should be ready for proofing 
• For bigger events, information needs to be out even earlier for others to make arrangements

2-4 weeks before program/special event

• 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! 

1 week before program/special event 

• 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 

2-3 days before program/special event 

• Confirm that all speakers or presenters are still able to attend
• Review various responsibilities with volunteers 
• Confirm food/beverages

Night before program/special event

• If possible, prepare location for event (e.g. put up banners, signs, etc.) 

2-3 hours before program/special event 

• 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 

1-2 days after program/special event 

• 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