Reverse Timeline for Planning
Managing for Today and Tomorrow Class
Using a well-planned schedule will help you stay on track and increase your opportunities for putting on a successful event. This guideline may help you.
ONCE YOU HAVE DETERMINED THE DATE:
· Reserve a location that provides:
o Education-style seating
o A computer and projector
o A place for refreshments
§ Check on food regulations
· Can food be served in that room
· Can you bring in your own refreshments
· Do you have to use their caterer or can you use your own, if you will be serving a meal (optional)
SIX WEEKS PRIOR
· Invitations:
o Send out the brochure to your mailing list
o E-mail to your mailing list
o Post on any social media you use
o If you have someone who can post on other social media ask them to post it
· Advertising:
o Talk to your contacts at the local radio station
o Ask about donated time for advertising space
§ If unsuccessful, ask for a reduced rate
o Ask about scheduling a radio interview about the upcoming class
§ Schedule this to be 2 weeks prior to the beginning of the class
· Speakers/Guest Lecturers:
o Determine the most appropriate speakers
o Invite and confirm
· Catering: (if applicable)
o Determine who will cater the event
o Confirm
§ The date and time food will be served
§ The menu
§ The location
· Include the specific room
· Where to enter the facility
· What time they can begin setting up
FOUR WEEKS PRIOR
· Advertising:
o NEWSPAPERS
§ If your advertising budget allows, start advertising now
§ Send out a cover letter and news release to the local and county newspapers
§ Ask if you can add the class to any Community Calendars they may have available
§ Ask them to print it within a week, if possible
o RADIO
§ If your advertising budget allows, start advertising now
§ Follow up with any contacts you have already made
§ Send out a cover letter and news release
· Offer to do interviews
· Ask to be added to their Community Calendar
o FLYERS
§ Post flyers at
· Various entry points throughout the county
· Feed and implement stores
· Include neighboring communities – remember the average course draws from a 50 mile radius
o WEB SITES AND SOCIAL MEDIA
§ Refresh the invitation already posted with a tidbit of interesting information
· It reminds them, if they have forgotten
· It may be the piece of information that makes them decide to attend
· Materials:
o Confirm with supplier (Madeline Schultz 515.294.0588 or ) when and where class materials should be delivered
THREE WEEKS PRIOR
· Advertising:
o RADIO
§ Send out a news blurb that can be used exactly as written
§ If you can provide two versions that are 30 seconds and 60 seconds it increases your chances of one being used
o INTERNET NEWS
§ Send out a news blurb that can be used exactly as written
· The first line needs to grab the reader
· Catering: (if applicable)
o Confirm your agreement with the caterer
o Provide any updates on number of attendees, if necessary
o Provide any information you collected on special dietary needs (gluten/lactose free, etc.)
TWO WEEKS PRIOR
· Advertising:
o If using, record the radio interview to play as soon as possible
· Facility:
o Confirm that the room that has been reserved
o Confirm the set-up and equipment for that room
o Request signage to direct attendees to the classroom
· Reminders:
o Send out e-mail reminders to those attending and presenting
o If the facility is difficult to find, include detailed directions
o Provide parking and handicapped parking information
ONE WEEK PRIOR
· Supplies:
o Name tags and/or cards
o Attendance/registration sheet
o Other possible needs
§ Pens/pencils/markers
§ Easels or walls for posting
§ Sticky tack or tape
· Arrange for refreshments if a meal is not being catered
4/30/2014