Event Date Event Name

Bingo Bonanza Spotlight

5/21/2021
Event

EVENT RESPONSIBILITIES TIMELINE &

Lead Time
90 Days Out
60 Days Out
4 Weeks Out
3 Weeks Out
2 Weeks Out
1-2 Days After Post Event Day of the Event 3 Days Out 1 Week Out
Event 2 Days Out
EVENT RESPONSIBILITIES TIMELINE & CHECKLIST
Action Item Person
Responsible
• Begin brainstorming
• Discuss entertainer and review Spotlight recommendations on the Hub for food options, GM/REC/SL
décor, etc. based on phase of recovery
• Review collateral needs for the event to ensure you have appropriate materials for marketing
and to pass out. SL
• Order additional collateral from Brand on Demand if necessary.

• Focus to Brand on Demand tools and targeted approach. SL

• Determine theme and create your schedule of events for the day.
• Book entertainment or guest speaker (if applicable). REC

•
Appoint sales champion for day of event; who is lead and who is back-up for tours?
•
Create target for new lead generation, resident referrals, and external attendance.
•
Communicate the event date and goals to your RDO and RDS. GM/SL

•
Review community marketing budget to determine funds available to spend. REC

•
Begin looking at the community staffing schedule to properly plan for coverage during the GM
event (including housekeeping the day of the event to maintain proper COVID cleaning
protocols). Any hours needed over flex/budget require RDO approval.

•
Be specific in your outreach targets to drive professional and potential resident attendance;
help professionals see how we help older folks live better and stay independent longer through
social engagement. SL
•
Drive specific attendees.

• Remind in-house residents of the upcoming event. Who do they want to be their neighbor? Ask for specific names.
REC

• Work with the Executive Chef to plan for food and beverage needs for REC
the event.
• Prepare a WOW item to distribute at the event. What will make the community stand out? SL
• How are you going to capture a re-visit once the event is over?

• Walk the tour path; address any issues with the community team to ensure a crisp Maint Tech
appearance the day of the event.
• Verify attendees (name, address, phone, email, how they heard of the event) and assign GM/SL
lead source and status in InTouch.

• Place special orders for Sysco Chef

•
Contact any vendors/entertainment to confirm attendance and discuss the number of people REC
we are expecting. (If in phase where entertainment is allowed.)
•
Communicate number of people attending to the executive chef for planning purposes and
review menu. REC/SL

•
Evaluate parking situation and plan for associates and guests to park in nearby GM
parking lot if necessary.
•
Ensure tour path is clean, staff is informed of event details, space is set to accommodate the GM/Maint
number of expected attendees. Tech

•
Complete phone call reminders to those who RSVP'd. Occ Team
Led by GM
•
Submit guest list to REC. SL

•
Walk the community to ensure the tour path is ready and ensure the room is set for expected Maint
number of attendees. Tech/SL/GM

•
Ensure all associates are in proper uniform including nametag and proper PPE required for
your current phase.
•
Associates must know community's points of difference and be prepared to speak to guests GM
regarding their role in the community.

•
Have a housekeeper available to clean the public areas prior to, during, and after the event. GM

•
Have food and drinks ready when attendees arrive. SL/REC

•
Have a door greeter (consider a resident ambassador). Direct them to a registration table
established to capture names, addresses, email addresses, phone numbers, relationship with
Holiday and how they heard about the event. REC
•
Distribute WOW gifts to guests upon arrival.
•
Take photos of residents, associates and guests enjoying themselves.
• Debrief with occupancy team; what worked; what didn't; what will we do differently for next event?• Celebrate team members that went a

GM/SL/REC/C
hef

•
Ensure all appropriate leads collected during the event have been entered into InTouch.
• Thank you notes and GM follow up call SL

• Check request for entertainment (if applicable). REC

•
Follow-up with no-shows or cancellations; schedule a tour and invite to future event. SL

•
Send a recap of the event to RDS and RDO including sign-in sheet, what worked well, what
didn't work well, etc. GM/SL
LIST
Due Date Date Complete

2/20/2021

2/20/2021

3/22/2021

3/22/2021

4/21/2021

4/21/2021

4/30/2021

4/30/2021

4/30/2021

5/7/2021

5/7/2021

5/7/2021

5/7/2021

5/7/2021
5/14/2021

5/14/2021

5/14/2021

5/18/2021

5/18/2021

5/19/2021

5/21/2021

5/21/2021

5/21/2021

5/21/2021
5/21/2021

5/22/2021

5/22/2021

5/22/2021

5/23/2021

5/23/2021