PRE-EVENT
- Management Approval/Buy In
- Team recruited
- Goals established
- Timeline created and shared
- Event activity chosen and organized
- Budget Determined
- Team members assigned tasks, additional volunteers recruited and assigned tasks
- Location secured, permits approved, safety plan created
- Incentives determined
- Incentives ordered/purchased
- Community/businesses/media contacted
- Food/Beverages determined/ordered/purchased or donated
- Promotion plan created/materials distributed
- Posters/Flyers
- Payroll Stuffers
- Emails
- Newsletters/Website/Social Media
- Press Release sent to media
- Agenda and talking points created and given to VIP’s who will be
speaking at the event
- Photographer recruited
DAY OF EVENT
- Volunteers organized and given updated event information
- (preferably day before event)
- Safety plan shared (cell phones, first aid kit, etc)
- Release forms/sign up sheets/registration forms prepared and ready
- Location secured, back up plan in place in need be (i.e., – weather)
- Tables/chairs/AV set up
- Decorations up/signage posted
- Food and beverages set up
- Photographer given assignment
- Clean up crew organized
- Media kits prepared (Who, What, Where, Why) and Media contacted (early AM)
- Incentives distributed
- Evaluations available
POST EVENT
- Participant evaluations summarized
- Team debriefed on successes, lessons learned, recommendations for planning ideas for next year shared with stakeholders and report outcomes to management
- Thank You notes sent
- Evaluation submitted to National Association for Health & Fitness