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.

FOUR WEEKS BEFORE YOUR EVENT:

  • 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, Twitters 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.
  • Sent event invitations to the general public.
  • Continue promoting events using social media and other tools.

TWO WEEKS BEFORE: 

  • Finalize event logistics.
  • Continue promoting the event using social media and other tools.

ONE WEEK BEFORE: 

  • 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.

WEEK OF:

  • Distribute news release.
  • Confirm speakers and distribute run-of-show schedules.
  • Test technology and equipment for event.
  • Hold your event, and good luck!

WEEK AFTER:

  • 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!

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