3-Step Event Planning Checklist
A Checklist to Success!
One of the most important things a highway safety professional communicator can do is to effectively plan events that lets the public know of your campaigns and messages via the media. Below is a 3-step event checklist to guide you in planning events that will get your message most successfully out to the public.
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Step 1: Pre-Event Tasks
Step 2: Day Of Event Tasks
Step 3: Post-Event Tasks
STEP 1: PRE-EVENT TASKS
Planning Meetings / Deadlines
- Determine site/event venue
- Submit job requests for graphic/production needs
- Set up a meeting with
- Updated contacts for Media Lists - daybooks; national; local press.
- Make the media aware of your event days before the actual event so they can plan to attend.
- Arrange for a photographer to be on site the day of the event and submit a job request for Communication Services to make arrangement for photography including shot list needed.
- Notify the Hotline COTR of the upcoming event and provide general info to them for the hotline to answers event related questions.
- Media advisory to be drafted.
- Press release to be drafted.
- Press kits to be assembled (press kits are folders that should relevant materials to the press conference for reporters/audience).
- Coordinate with web team and Communication services for posting details of documents.
- Folders
- Stickers for front of folders
- Bios of all speakers
- Research reports
- Final Press Release
- DVD (advertisements, b-roll or other footage)
- Color charts
- Handout of key messages or statistics
- Banners, standard 6 x4 with pole pockets/grommets or will deviate from standard specs
- Podium Card
- Power Point Presentation
- Boards
- Directional Signs
- Name badges
- Tent Cards
- Plaques
- Trinkets/Lapel Pins (if applicable)
- Property owner permission (in writing)
- Stage
- Lighting
- Sound/Malt Box
- Podium
- Pipe and Drape
- Media Table/Chairs
- Green Room
- Generator
- Easel
- Cell phone contact list
- Event schedule (agenda)
- Listing of onsite materials to be returned to NHTSA warehouse post event
STEP 2: DAY OF EVENT TASKS
Staging Logistics
- On-site point of contact
- Staging time:
- Show Ready by:
- Staging team on-site to break down at:
- Listing of onsite materials to be returned to NHTSA warehouse post event
- Local media follow-up by:
- National media follow-up by:
- Press sign-in sheet
- Press Kit transportation to event site
- Individuals to staff media table - hand out press kits and get them to sign-in
- Individuals to coordinate any post-event one-on-one interview requests
- Individuals responsible for gathering onsite materials to be returned to NHTSA warehouse post event
- Coordinate with web team and Communication services for posting details of documents and time for posting, location, etc.
- Principal arrival times
- Principal staffers/assistants contact information
STEP 3: POST-EVENT TASKS
Thank You Letters
- List of recipients to be compiled by:
- hank you notes to be drafted by:
- Letters to be mailed by: [DATE]