Event Planning Timeline

In Punch Up, we like to plan things slowly and well in advance. Depending on your own preferences and organizing style, you may want to adjust this timeline, but hopefully it provides a useful starting point.

2 ½ months before

  • confirm date and time for event
  • review timeline

2 months before

  • review general event plan
  • brainstorm accessibility plan (i.e., potential need for childcare, support people, translation, layout of room, physical access, washrooms, transportation subsidy)
  • discuss other event logistics (e.g., refreshments, room arrangements, etc.)
  • determine whether to require pre-registration
  • decide about whether to fundraise and, if so, how
  • discuss promotional strategy (e.g., invite groups? ask groups to publicize? postering?)
  • divvy up tasks listed below that occur prior to next meeting

6 weeks before

  • book venue
  • draft preliminary budget
  • develop event announcement/invitation (include suggested readings, if relevant)
  • launch Facebook event page with venue, accessibility, and any other details
  • send mass email announcement
  • draft poster/identify individual to draft poster

1 month before

  • finalize poster
  • make plan for postering
  • update Facebook event page and post poster and hype item
  • send event blurb and poster to people and ask them to post to relevant lists
  • review event plan, make any final revisions, distribute facilitation responsibilities

2 weeks before

  • post article or other hype item to Facebook page
  • assign people to procure snacks, bus tickets, and any other materials

1 week before

  • finalize accessibility plan (i.e., task people confirmed, additional requests from attendees)
  • post article or other hype item to Facebook page
  • share Facebook event widely again with “next week!” message
  • send second mass email announcement
  • draft evaluation survey (online or paper copies)

1 day before

  • send reminder to “going” and “interested” groups on Facebook

Day of event

  • arrive at venue and set up
  • run event
  • clean up and go home

1-2 days after event

  • post thank you to all who attended, helped, etc.
  • send evaluation survey link to attendees

Follow-up meeting

  • debrief event: what worked well? not so well? what did we learn for next time?
  • prepare any thank you cards