Event Planning Checklist
Once you have defined your target audience, objectives, and framing, begin planning your event:
1. PRELIMINARY PLANNING –– best 6 weeks prior
Book the venue and date for your screening. Recruit local organizational partners to broaden your reach, and help identify roles for each one –– such as publicity, panelist coordination, reception planning, etc.
Determine speakers (including filmmakers), panelists, and moderator (if applicable).
2. LOGISTICAL PLANNING ––best 3-4 weeks prior
Create a flyer to publicize your screening. Our template flyer is here
Confirm that you have the right equipment to screen the DVD. You’ll need a DVD player and a large TV; or a laptop computer that takes DVDs; and a projector, screen and sound system.
Secure food for reception (if applicable).
Draft agenda and vet with partners.
3. LOGISTICAL PLANNING ––best 2 weeks prior
Create an email blast to publicize your event electronically. We suggest sending one announcement 2 weeks prior and another several days prior.
Contact community calendars about your event.
4. MEDIA OUTREACH – 2 weeks prior
Send out press releases to media outlets (template press releases at http://goodmorningmissionhill.com/screenings/basic-gmmh-press-release/
Make calls to local television and radio programs.
5. FINAL PLANNING –– several days prior
Test the DVD system in advance of the event to make sure there aren’t any glitches. Be sure that the screen is high enough so that everyone can read the subtitles if you are using them.
Send second round of email blasts.
Follow up with members of the press who expressed an interest in covering the story.
Make copies of handouts, including literature from your organization, fact sheets, etc
6. AT THE EVENT:
As people arrive, ask them to sign up to receive updates from your organization. Pass out, any materials you have put together, or have them readily available for people to help themselves.
If DVDs will be for sale, before the discussion, announce that. Set up a table near the exit and have someone stationed with the DVDs during the discussion.
Pass a mailing list sign-up sheet around at your event and send it back to us so that we can add interested attendees to the GOOD MORNING MISSION HILL community & mailing list!
Have a timekeeper so that panelists/speakers remain within their assigned speaking time.
Announce any calls to action relevant to your event.