Fundraising for missions: Sample Event Timeline




Sample Event Timeline


3-6 Months Prior


Begin preparing press releases, media advisories and press kits Develop visitor take-home pieces/event printing needs/banners/buttons etc. Begin preparing invitations On-site meeting with caterer and a/v company to go over specific needs Arrange for security.


2-3 Months Prior


Finish addressing invitations and prepare for mailing Add invitation to web site Make sure printed materials are available Send save the date information Arrange for valet/attendant parking Complete plans for promotions Complete program/agenda Begin ticket sales.


4 Weeks Prior


 Mail invitations Designate RSVP personnel Complete press kits/press invitations Complete press room arrangements Begin press coverage/talk show arrangements Complete all required printing Complete volunteer recruitment Finalize theme décor/floral/signage Finalize seating Finalize registration/welcome.


2-3 Weeks Prior


 Mail press releases and advisories Go over physical layout and follow-up with staff, a/v company and caterer Remind staff/employees about event Complete checklist review.


1 Week Prior


 Complete event walk through with all appropriate personnel, including location staff Check all materials Complete tour training Send employee reminder Follow-up on press release with calls to media Follow-up on photo opportunities with calls to media Set TV/radio appearances Complete RSVP and give attendance numbers to catere Review checklist.


Day of Event


 Put out fires


1 Week Following Event


 Write thank you notes Hold thank you party Complete satisfaction surveys Meet for review and ideas for next year .

RESOURCES

Medical Mission
Fundraising Kit

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