Event Planning Timeline

EVENT TIMELINE
AT LEAST 6 WEEKS PRIOR

Book the venue and date for your screening. Recruit local organizational partners to broaden your reach, and help identify roles for each one – such as publicity, panelist coordination, reception planning, etc.

Determine speakers (including filmmakers), panelists, and moderator (if applicable).

3-4 WEEKS PRIOR

  • Create a flyer to publicize your screening.

  • Customize the downloadable mini-poster with your screening information.

  • Confirm that you have the right equipment to screen the DVD. You’ll need a DVD player and a large TV: or a DVD player, a projector, screen and sound system.

  • Secure food donations for reception (if applicable).

  • Draft agenda and vet with partners.

  • Research press, bloggers, and radio and television programs likely to be interested.

    2 WEEKS PRIOR

  • Create an email blast to publicize your event electronically. We suggest sending one announcement 2 weeks prior and another several days prior. Share with co-sponsoring organizations.

  • Contact community calendars about your event.

10 DAYS PRIOR

  • Send out press releases to media outlets.

  • Call local television and radio programs.

    SEVERAL DAYS PRIOR

  • Test the DVD to make sure there aren’t any glitches. Be sure that the screen is high

    enough so that everyone can see.

  • Resend email blasts.

  • Follow up with press who expressed an interest in covering the story.

  • Finalize agenda.

  • Copy handouts, including literature from your organization, fact sheets, take action flyers, etc.