Event Planning Timeline

SIX TO EIGHT WEEKS BEFORE YOUR EVENT:

Secure your event location.
Determine technology needs for your event (cameras, microphones, etc.) — event if you're hosting an online event.
Reach out to health experts or local policymakers to participate in the event.
Reach out to potential partners for donations.

Post your event on the official NPHW calendar at www.nphw.org.
Begin promoting your event. Use communication tools already at your fingertips, such as publications, email lists, bulletin boards, social media accounts and announcements. Highlight NPHW during staff meetings and presentations.
Begin promoting your event on Facebook, Twitter and other online spaces.
Decide what media, if any, you would like to invite to your event, and begin reaching out.
Reach out to backup speakers and secure an alternate event venue.
Follow up to confirm the attendance of your speakers, public health partners and local stakeholders.
Send event invitations to the general public.
Continue promoting events using social media and other tools.

Send out a media advisory.
Follow up with local media.
Ready speakers for media inquiries.
Purchase or collect donated food/beverages/giveaways.
Appoint a photographer for the event (could be an in-house staffer!).
Appoint someone to live tweet during the event.
Confirm VIP attendance.
Provide social media posts/tweets to VIP attendees and speakers and ask them to post to their own networks to promote the event.
Continue promoting the event using social media and other tools.

Send a thank-you note to all participants.
Follow up with any media or policymakers who attended.
Follow up on any questions or suggestions people made during the event — particularly for online events if you don't have time to take all questions.
Use pictures, quotes and other content from the event in future social media posts or other communications efforts.

READ THE REST OF OUR NPHW TOOLKIT!