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Baby Buggy Walk in the Park – Sample Event Checklist

4-6 months before
  • Develop event concept
  • Create budget
  • Develop timeline
  • Book location
  • Do a site visit and map out preferred set-up
  • Develop event agenda
  • Convene planning committee and begin assigning tasks
  • Determine volunteer needs and create volunteer task chart
  • Begin recruiting sponsors and vendors
  • Start contacting media about donating ad space/air time or sponsoring event

2-3 months before

  • Order tent and vendor tables
  • Determine audio/visual needs and secure vendor(s)
  • Assess equipment needs (podium, chairs, decorations, etc.) and secure vendor(s)
  • Plan menu and secure vendor(s)
  • Arrange for shuttle services for clients
  • Compile media list
  • Send calendar listing to media
  • Draft press release and media advisory
  • Develop social media plan
  • Adjust budget and timeline as necessary
  • Continue meeting with your planning committee and checking in on tasks
  • Continue recruiting volunteers, sponsors and vendors
  • Continue working with media for donated ad space/air time or sponsorship
  • Contact Office of Minority Health Resource Center about signage and materials

3-4 weeks before

  • Design and send invitations (We recommend sending invitations via email and posting a printed flier in your offices and key locations in the community).
  • Track RSVPs
  • Book photographer and/or videographer
  • Reserve port-o-potties
  • Order t-shirts
  • Purchase trash and recycle bins (if none are available in the park)
  • Arrange to print signage and materials
  • Purchase prizes and items for goodie bags
  • Adjust budget and timeline as necessary
  • Continue meeting with your planning committee and checking in on tasks
  • Continue recruiting volunteers, sponsors and vendors
  • Continue working with media for donated ad space/air time or sponsorship

1-2 weeks before

  • Create a run of show that details all activities to happen the day of the event
  • Confirm speakers and VIP guests
  • Send media advisory (typically 1 week before event)
  • Conduct media outreach
  • Start promoting via social media if you have not already
  • Purchase bottled water and supplies
  • Buy or pick up donated raffle prizes
  • Create "cheat sheets" for all volunteer tasks
  • Print/create ID/name tags for VIP guests, sponsors and volunteers
  • Prepare a phone list with mobile numbers of all organizers, vendors, VIP guests and volunteers, and emergency numbers for fire, police, park offices, etc.
  • Develop a phone tree for notification of event cancellation if necessary
  • Determine process for attendee sign-in and volunteer schedule to man table
  • Adjust budget and timeline as necessary
  • Continue meeting with your planning committee and checking in on tasks

1-2 days before event

  • Do a final site visit
  • Confirm vendor arrangements
  • Provide talking points to speakers/emcee
  • Send press release
  • Pack a first aid kit and an event kit with supplies, release forms and other items
  • Stuff goodie bags
  • Continue promoting via social media

Day of event

  • Arrive at the site early
  • Arrange for volunteers to arrive several hours early for training and task review
  • Test all equipment well before the event starts
  • Check in with speakers, media and other VIP guests even if another staff member or volunteer is assigned to them
  • Make sure volunteers on the course monitor walkers for signs of heat stroke or other health issues
  • Distribute participant survey near end of event
  • Collect completed surveys from participants

After event

  • Send thank you letters to VIP guests, sponsors and vendors
  • Follow up with media who were not able to make it
  • Complete OMHRC evaluation
  • Adjust final budget with expense report
  • Do a de-brief with your planning committee and staff
  • Continue engaging partners and new friends via social media outlets
12/6/2017 3:57:00 PM