Event Planning Timeline

SIX TO EIGHT WEEKS BEFORE YOUR EVENT: 

• Secure your event platform.
• Determine technology needs for your online event (cameras, microphones, etc.).
• 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, 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.
• Follow up to confirm the attendance of your speakers, public health partners and local stakeholders.
• Send event invitations to the general public and personal invitations to VIPs.
• Continue promoting events using social media and other tools.

TWO WEEKS BEFORE: 

• Finalize event logistics.
• Continue promoting the event using social media.

ONE WEEK BEFORE: 

• Follow up with local media.
• Ready speakers for media inquiries.
• 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:

• Confirm speakers and distribute run-of-show schedules.
• Test technology and equipment for event.
• Hold your event. 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!