AUGUST/SEPTEMBER (1 MONTH OUT) PLANNING STATUS OF RESPONSIBLE TASK TASK/ PARTY DUE DATE Reconnect with panelists, speakers, and moderator to confirm details, including roles and responsibilities, prepared questions/ talking points, and ensure there are no outstanding issues. Provide Panelist Prep Packet, including prepared questions, and First 5 Pledge Card. Conduct prep session with panelists as needed. Contact the town hall location manager to confirm all logistical details and room set-up. Confirm audio-visual order, if needed. Pre-town hall meeting with staff: Review internal agenda and determine staffing roles, including who will manage room set-up and tear down (if needed) Greet guests at the registration/literature table Greet and manage participants (speakers, panelists, and moderator) Provide refreshments Record comments and questions from the audience Assist the moderator with keeping time/staying on schedule Determine whether to offer refreshments as a part of the event or as a pre- or post-event reception (and order, if needed); (will need water for panelists at minimum). Continue tracking RSVPs. AUGUST/SEPTEMBER (1 WEEK OUT) PROMOTION PLANNING STATUS OF RESPONSIBLE STATUS OF TASK RESPONSIBLE TASK/ TASK PARTY TASK/ PARTY DUE DATE DUE DATE Continue promoting through your existing communication Create name tags for participants and staff. channels, including website, e-mail listserv, and social media. Contact invited panelists, expert presenters, and the moderator to Send Pre-Event Media Advisory to promote the town hall/pitch verbally re-confirm attendance and arrival time. story ideas to media. Finalize RSVP list. Track/collect samples of media mentions. Follow up with influencers and organizations to promote town hall, If offering child care, follow up with your child care provider to give encourage attendance, and promote to their existing outreach a final child headcount. Err on the side of over-estimating as this channels. is a public event. Make copies of meeting materials, including the Agenda, Event Sign-In Sheet, and handouts, such as First 5 Issue Papers. PROMOTION STATUS OF RESPONSIBLE TASK TASK/ PARTY DUE DATE Update (as necessary) and send Pre-Event Media Advisory, and follow up with phone calls/story pitching. DAY OF TOWN HALL F5 Tip: The room should be ready an hour before the event begins.
AUGUST/SEPTEMBER (1 MONTH OUT) PLANNING TASK RESPONSIBLE PARTY STATUS OF TASK/ DUE DATE Reconnect with panelists, speakers, and moderator to confirm details, including roles and responsibilities, prepared questions/ talking points, and ensure there are no outstanding issues. Provide Panelist Prep Packet, including prepared questions, and First 5 Pledge Card. Conduct prep session with panelists as needed. Contact the town hall location manager to confirm all logistical details and room set-up. Confirm audio-visual order, if needed. Pre-town hall meeting with staff: Review internal agenda and determine staffing roles, including who will manage room set-up and tear down (if needed) Greet guests at the registration/literature table Greet and manage participants (speakers, panelists, and moderator) Provide refreshments Record comments and questions from the audience Assist the moderator with keeping time/staying on schedule Determine whether to offer refreshments as a part of the event or as a pre- or post-event reception (and order, if needed); (will need water for panelists at minimum). Continue tracking RSVPs. PROMOTION TASK RESPONSIBLE PARTY STATUS OF TASK/ DUE DATE Continue promoting through your existing communication channels, including website, e-mail listserv, and social media. Send Pre-Event Media Advisory to promote the town hall/pitch story ideas to media. Track/collect samples of media mentions. Follow up with influencers and organizations to promote town hall, encourage attendance, and promote to their existing outreach channels. AUGUST/SEPTEMBER (1 WEEK OUT) PLANNING TASK RESPONSIBLE PARTY STATUS OF TASK/ DUE DATE Create name tags for participants and staff. Contact invited panelists, expert presenters, and the moderator to verbally re-confirm attendance and arrival time. Finalize RSVP list. If offering child care, follow up with your child care provider to give a final child headcount. Err on the side of over-estimating as this is a public event. Make copies of meeting materials, including the Agenda, Event Sign-In Sheet, and handouts, such as First 5 Issue Papers. PROMOTION TASK RESPONSIBLE PARTY STATUS OF TASK/ DUE DATE Update (as necessary) and send Pre-Event Media Advisory, and follow up with phone calls/story pitching. DAY OF TOWN HALL F5 Tip: The room should be ready an hour before the event begins.