Project/Event Planner

(Create a copy to customize for your event needs)

Go Beyond: Lesson Plans To Plan an Event

Event Community-Police Advisory Board (CPAB) meeting

Name:

Date: March 5, 2020

Location(s): Clinton Middle School

Description: To bring the community together in order to provide

information and advice to their area police
department (Newton Police Department). These
monthly meetings allow Newton PD to also relay
information back to the community.

Purpose:
Newton PD was requesting assistance for ways to
communicate news and updates to more community
members. They noticed that their monthly meetings
held at the police department (noon) were attended
mostly by professionals serving those living within
the local neighborhood, but only very few community
members would attend. Girls Revolution offered a
suggestion: Police can come to the community at a
location away from the station and at a time suitable
to meet the community’s needs

Time of 5-6pm: Resource fair with community agencies

Event: working in the surrounding area
6-7pm: CPAB meeting with time for Q & A

# of Guests: 200-250 attendees

Special 7 police officers and Sergeant, 5 CPAB board

Guests: members; 15 local agency representatives
Materials Tables, chairs, food/drinks for attendees, raffle prizes,
Needed for surveys for community members, trash cans, cleaning
Event: supplies

3-4 Months Before the Event

Person
Activity Responsi Due Date
ble

Establish planning group and appoint a lead team Revecca & 10/31/19
member. Annette

Hold planning meeting for event goals and details Ms. 10/31/19
(How often? When? Where?). Monique &
Ms.
Vanessa

Establish job responsibilities (see example) - Group 10/31/19

consider publicity, spokesperson, photographer,
greeters, runners, etc.

Determine funding and budget (are these school Ms. 10/31/19

approved?). Monique &
Ms.
Vanessa

Reserve date on key attendees’ calendars. Group 11/22/19

Reserve event space - follow school protocol for N/A

reserving space and getting on school calendar.

Determine date of event and reserve venue. Group 11/22/19

Confirm speakers and speakers’ needs. N/A

Determine guest list - gather contact information N/A

(Who are you inviting? How will they be
contacted?)

Discuss communication and promotion strategy - Group 10/31/19

how will you publicize and let the audience know?

Website: Add an ‘Events’ page on your Weebly N/A

site with information about your event.

Notes:

2-3 Months Before the Event

Person
Activity Responsi Due Date
ble

Create and print or email save-the-date cards, Breanna & 1/17/20

invitations, and related materials (i.e. map, etc). Sofia

Meet with Project Manager and Social Media Group 1/13/20

Manager to discuss publicity.

Draft program agenda. Ms. 1/13/20

Monique &
Ms.
Vanessa

Determine signage requirements (directional, N/A

backdrops, etc.).

Determine on-site registration procedures, Ms. 1/13/20

including ushers. Monique &
Ms.
Vanessa

Book event with caterer and establish preliminary Ms. 1/13/20

menu / Determine if food will be served. Monique &
Ms.
Vanessa

Contact Transportation for parking assistance at N/A

your venue.

Contact Campus Police for safety and security N/A

assistance.

Contact vendors as required for rentals such as: N/A

tents, stage, podium, chairs, tables, AV equipment
(sound, lighting, projector, computers, etc),
flowers, plants, other decorations.

Notes:

4 Weeks Before the Event

Person
Activity Responsi Due Date
ble

Arrange for photographer. Genesis 2/5/20

Approve final agenda and run of show. Ms. 2/5/20

Monique &
school
administra
tors

Draft script or talking points for speakers. N/A

Work with Project Manager and Social Media Breanna & 2/5/20
Manager on copy for publicity (on your Weebly Sofia
site and other channels). Tell LA Promise Fund/
Girls Buildstaff about your event! #GirlsBuild
@lapromisefund

Meet with vendors on site, follow up on all orders. N/A

Consider site preparation (wifi needs, special Ms. 2/5/20

cleaning, equipment, and trash removal). Contact Monique &
the venue staff for assistance. custodial
staff

Prepare event signage. N/A

Send electronic invitations. Ms. 2/5/20

Monique &
Parent
Center
reps

Recruit volunteers to help with setup and clean-up Ms. 2/5/20

on the day of your event. Monique &
SW interns

Notes:

2 Weeks Before the Event

Activity Person Due Date

Responsi
ble

Review staffing assignments for day of event. This Ms. 2/20/20

includes volunteers helping with your event. Monique

Meet on-site with operational staff such as Ms. 2/20/20

transportation officials, A/V, Wifi setup, and Monique
volunteers to discuss responsibilities.

Meet with caterer on site to discuss setup and N/A

final menu.

Send out attendance update to planning team/key Ms. 2/20/20

players. Monique &
Ms.
Vanessa

1 Week Before The Event

Activity Person Due Date

Responsi
ble

Review catering order and headcount. Ms. 2/27/20

Monique

Print programs, name badges, seating charts, Ms. 2/27/20

place cards, signage, etc. Vanessa

Confirm arrangements with vendors. Ms. 2/27/20

Monique

Create run of show (from set-up to clean-up. Ms. 2/27/20

Monique

Assign 2-3 floaters that will oversee all the Ms. 2/27/20
different areas of your event and establish Monique
communication strategy for the day (texting,
walkie talkies, etc.)

24 Hours Before the Event

Activity Person Due Date

Responsi
ble

Contact caterer to verify all arrangements. Ms. 3/4/20

Monique

Confirm security requirements. Ms. 3/4/20

Monique

Ensure tent, chairs, tables, stage, podium are in Ms. 3/4/20

place. Monique

Send reminder email to your volunteers and Ms. 3/4/20

guests. Monique
Day of the Event

Activity Person Due Date

Responsi
ble

Begin setup at least 2 hours before your event. AP Arroyo 3/5/20

This includes setup of chairs, tables, podium, & Ms.
food, water, check-in table, signage, etc. Monique

Arrange printed material, nametags, etc. on Ms. 3/5/20

registration table and make sure at least one Vanessa
person is there at all times.

Check sound and lighting equipment with AP Arroyo 3/5/20

vendor(s).

Ensure space and hook-ups are available for AP Arroyo 3/5/20

media.

Ensure decorations are in place. AP Arroyo 3/5/20

Place water at podium. Ms. Q 3/5/20

1-3 Days After the Event

Activity Person Due Date

Responsi
ble

Write thank you notes to speakers, volunteers, Ms. 3/9/20

staff and others as appropriate. Monique

Complete written evaluation of the event with Ms. 3/9/20

suggestions for future events. Monique

Coordinate event story and photographs with Ms. 3/9/20

Social Media Manager. Vanessa

Make sure all vendors are paid. Ms. 3/9/20

Vanessa

Add images to the website. Ms. 3/9/20

Vanessa

Write up a description about the event for the Ms. 3/9/20

website. Monique