This document provides a detailed timeline and checklist for planning a Walk4Literacy event over 12 months. It outlines all of the key steps in the planning process beginning 10-12 months in advance such as determining partners and budget, selecting a date and route, and recruiting a planning team. It then provides details on tasks in the subsequent months covering promotion, logistics, volunteer coordination, and follow up after the event.

1. Walk4Literacy: Reimagine your Collaborative Capacity
Handout designed by Yolanda Torrecillas
Reimagine Reinvent CLA Conference 2015
EVENT TIMELINE
10 - 12 MONTHS AHEAD
 Determine purpose, key partners, and targeted participation
 Create an estimated budget & determine Fiduciary if necessary
 Select the date and double-check for conflicts with other functions of closely-related causes/organizations
 Gather planning TEAM – especially Logistical Coordinator, Volunteer Lead and Marketing Team
 Select route and apply for permits
 Logo design & color scheme
 Plan promotion and publicity for event
 Send out sponsorship requests and follow up personally
 Determine supports needed for planning team (ie Basecamp, DropBox, VolunteerSpot)
6 - 9 MONTHS AHEAD
 Assign roles & responsibilities among planning team, recruit more members as needed
 Develop taglines & key messages
 Develop a website or page with registration capacity
 Write copy, design and determine printing needs for hard copy materials
 Determine Printer(s) for t-shirts, postcards, flyers, and signage
 Create social media event and send save-the-date announcements to networks (3-5 months prior to the event)
 Determine music & secure
 Develop a rain-or-shine plan
 Add event to social/community/media calendars/listings
 Reserve rental equipment such as buses, tables, chairs, port-a-potties, tents, walkie talkies, etc.
 Secure photographer or videographer
 Begin creating a logistical outline to document all arrangements as they are decided on and confirmed.
 Choose a water supplier
3 – 6 MONTHS AHEAD
 BUILD BUZZ - Send out invitations to networks via social media, email, personal and groups
 Finalize arrangements
 Determine role (if any) of elected officials and dignitaries with team
 Draft printed program with map
 Determine Parking Needs and arrange with community partner if needed
 Recruit volunteers
 Develop a volunteer recruitment, oversight, and orientation plan, including schedule
 Continue building sponsorship support
 Determine how to increase registration with incentives for teams or early registration

2. Walk4Literacy: Reimagine your Collaborative Capacity
Handout designed by Yolanda Torrecillas
Reimagine Reinvent CLA Conference 2015
EVENT TIMELINE
2 - 4 WEEKS AHEAD
 Go over logistics
 OUTREACH
 Develop day-of media plan, including photo/video shots/timing
 Host Volunteer Orientation
 Record and acknowledge registrations as they are received
 Get phone or emailed confirmations from vendors
 Send detailed instructions to all staff and participants (including tickets, parking permits, and maps)
 Finalize details with TEAM, rental companies, and all vendors
 Write Key points for Emcee to make
 Diagram set up of each site
 Determine who leads “clean up” of each site
ONE WEEK AHEAD
 Create a Management “day of” schedule outlining all deliveries, etc, and timing for the event
 Plan a meeting or contact all staff, greeters, ambassadors and volunteers on their duties
 Prepare the briefing packet and send to Team Leads/Emcee/Photographer, including final schedule
 Prepare event box with any supplies, such as tape, string, zip ties, staplers, clip boards, baskets, etc.
THE BIG DAY
 Print out registration list for check in
 Ensure Logistics Lead has printed out and will carry all permits
 Arrive early
 Bring the logistical outline, production schedule, directions, phone numbers, registration lists, and event supply box
 Check set up of all facilities
 Conduct sound checks
 Set up registration. Be sure it is ready no later than 45 minutes prior to the start of your event.
 Relax and smile!!!!!!!!!
AFTER THE EVENT
 Send thank you notes to staff, volunteers and vendors
 Finalize billing and prepare final budget report
 Conduct event meeting to discuss success or ways to improve in the future
 Survey attendees, if appropriate.
 Begin plan for next year.

3. Walk4Literacy: Reimagine your Collaborative Capacity
Handout designed by Yolanda Torrecillas
Reimagine Reinvent CLA Conference 2015
Worksheet
EVENT: ________________________________________________________
EVENT DATE: _________________________TIME:_____________________
LEAD CONTACT PERSON/ORG:__________________________
GOAL(s)/BUDGET: ___________________________________________________
Invites (check all that apply)
Email _______ Social Media ________
Letter _______ Phone _______
Sponsorship (including deadlines for Print Inclusion) _________
Reminder email(s) ______
Date Social Media Event is Created/Web page _______
Registrations returned to: ______________
Location:
Venue (start): ________________________________
Venue (finish): ________________________________
AV-Sound:
PA System _____
Music _____
Lighting _____
Rentals:
Vendor ______________________
Tables ________ Chairs ________
Stage ________
Tent ________ Size ________ Location _______________
Program:
Speaker(s) _____________________________________________
Emcee ____________________________________________
Facilities:
Set up time ______________________________ Who: ________
Clean up time ______________________________ Who: ________

4. Walk4Literacy: Reimagine your Collaborative Capacity
Handout designed by Yolanda Torrecillas
Reimagine Reinvent CLA Conference 2015
Photographer:
_______________________________ Date contacted:__________
Decorations:
Balloons: ___________________________________________
Other: ____________________________________________
Food/Water:
Vendor _____________________________
Event Leads:
Registration __________
Volunteers __________
Logistical __________
Media __________
Signage
Site 1 __________ Ordered ______ Cost: __________
Site 2 _________ Ordered_______ Cost: __________
Media/ Marketing:
News Release __________
Web __________
Social Media __________
Publications __________
Parking:
Directional Signage __________
Bicycles __________
Evaluation of Event: