AAUW Program in a Box Sample Time Line

Sample Time Line

This is a sample only. Your event format, location, audience makeup and size, number of speakers, and the like will affect the amount of time you need to plan your event. This sample time line is suitable for simple events with a fairly small audience; more complicated events with many committees, several speakers, and a large audience will require more planning time.

Be sure your time line includes each task that must be accomplished, the deadline for accomplishing it, and the person responsible.

Seven weeks before event

Appoint planning teamPerson responsibleDate

Identify and contact coalition partnersPerson responsibleDate

Six weeks before event

Decide on the event formatPerson responsibleDate

Decide on an audiencePerson responsibleDate

Develop a budgetPerson responsibleDate

Decide on a locationPerson responsibleDate

Decide on refreshmentsPerson responsibleDate

Five weeks before event

Appoint committee chairsPerson responsibleDate

Invite speakers, moderators, and panelistsPerson responsibleDate

Identify co-sponsors and contributorsPerson responsibleDate

and request their help

Four weeks before event

Finalize date and locationPerson responsibleDate

Finalize speakers, moderators, and panelistsPerson responsibleDate

Compile list of media contactsPerson responsibleDate

Three weeks before event

Create press releasesPerson responsibleDate

Begin advertising eventPerson responsibleDate

Two weeks before event

Reconfirm speakersPerson responsibleDate

Increase audience recruitmentPerson responsibleDate

Gather handoutsPerson responsibleDate

Prepare media packetsPerson responsibleDate

Print programsPerson responsibleDate

Five days before event

Fax media advisoryPerson responsibleDate

Finalize media packetsPerson responsibleDate

Call coalition partners to assess attendancePerson responsibleDate

Two days before event

Make media reminder callsPerson responsibleDate

Prepare nametagsPerson responsibleDate

Day of event

Make sure the room is set up correctlyPerson responsibleDate

Set up the refreshment tablePerson responsibleDate

Set up the registration tablePerson responsibleDate

E-mail or fax news release to mediaPerson responsibleDate

Attend to speakersPerson responsibleDate

Answer media questionsPerson responsibleDate

After event

Thank participants, sponsors, andPerson responsibleDate

contributors in writing

Follow up with mediaPerson responsibleDate

Follow up with potential AAUW membersPerson responsibleDate

Follow up on action strategies from the eventPerson responsibleDate