Civilrights.org

Sample Timeline

6 Weeks Out

1. Appoint organizer and planning team
2. Contact coalition partners
3. Decide on an audience

5 Weeks Out

1. Plan budget
2. Decide on location and format
3. Ask/invite potential moderator and speakers

4 Weeks Out

1. Confirm date and location
2. Confirm moderator/panel speakers
3. Increase audience recruitment

3 Weeks Out

1. Begin advertising event
2. Compile list of media contacts
3. Send invitations to coalition partners and other important guests

2 Weeks Out

1. Re-confirm speakers
2. Confirm attendance and send reminder notice
3. Prepare on-site handouts and media packet
4. Choose media spokesperson(s)

5 Days Out

1. Fax media advisory
2. Finalize media packets
3. Call coalition partners to assess attendance

2 Days Out

1. Make reminder turn-out calls
2. Review speeches

Day of Event

1. Fax news release in the early AM
2. Debrief: Did you meet your goals

After Event

1. Follow up with media
2. Thank participants
3. Relax... It's Over!