America Links Up Event Check List

We're providing the following checklist for those planning a large scale event. But feel free to scale this down to suit your needs if you plan on holding a smaller event in someone's home or similar location. Print it out and use the worksheet format of blanks and checkboxes to help you organize.

DATE, TIME OF EVENT:		_____________________________________________________________
LOCATION:		_____________________________________________________________
KEY SPOKESPERSON:		_____________________________________________________________

PARTNERING As you begin thinking about holding a teach-in, you should consider other groups in your community that may want to work together with you.      FIND A LOCATION: (this should be secured three weeks before event) Visit the site before the event to make sure everything is in order. It also helps to know the layout of the room beforehand and how many people it will hold. Some things to consider when visiting the site are capacity, lighting, parking, electrical supply, phone hook-ups, staging, computer/network access, local regulations, such as fire code. Booked   Food/Refreshments   Signs (banners)   Payment   Contact Number   ___________      REGISTER WITH THE AMERICA LINKS UP WEBSITE After securing your location, register your event with the America Links Up website at www.americalinksup.org/register/index.shtml      PHOTOGRAPHER: (confirm photographer two weeks before event) The photographer doesn't have to be a professional, just someone to take a few shots of your event for local newspapers unable to send their own photographer. You can even call your local high school for ther newspaper photographer. Make sure to take the film within one-day to a one-hour photo processor, so you can get the pictures and your other press materials to interested newspapers before their deadline. Do we want one?   If yes, hired?   Name and Phone?   ___________      INVITATIONS: (send out two weeks before event; phone calls a week   before) Guests can include parents, teachers, church groups and other community members who would like to attend. They should receive a copy of the flyer included in the America Links Up kit. Guests such as city officials, the mayor, business leaders, state representatives or senators and Congressmen should be sent a copy of the VIP invitation included in your kit. We encourage you to try to include children in your event. It is most effective if they are accompanied by parents. If you do invite kids, it is important to think about how they will be involved in the discussion. Guest List Compiled   Invitations mailed/faxed   Flyers at shopping ares, churches, libraries, computer stores, etc.   Follow up with VIPS        A-V/COMPUTER NEEDS: (two weeks out, make arrangements) Your equipment needs will vary based on the facility chosen and what type of attendance and press coverage you expect. For example, a mult box is needed if television crews are expected. Telephone Hook-ups   Projectors (overheads/multimedia as needed)   Computers Modems Software installed and tested Internet connection   Optional Mult Box   Microphones        PUBLICITY PLANNING Develop a list of local media contacts at the newspaper, radio stations and television stations. Use the phone book or other resources at the library to compile your list MEDIA ADVISORY: (this is sent out one week before the event) This is included in your America Links Up kit and needs to be sent to the city desk at local newspapers and local television producers. It also helps to phone reporters after the media advisory is sent out to "pitch" the story personally. Written   Distributed/faxed to city desk   Copies to staff/department   Send to local "daybook" editor at Associated Press   Follow-up by phone   PRESS RELEASE: (to be distributed the day of the event) Use the press release included in your America Links Up kit by filling in the bolded areas with the relevant information. Quotes have already been prepared for your local spokesperson, but can be revised if they would like to write their own quotes. Written   Determine copies needed   Distribute at event/fax to reporters unable to attend   MATERIALS: (received from America Links Up) This includes all the program elements needed to hold a teach-in. Make sure to have plenty of pens, pencils, staplers, tape, duct tape and other supplies on hand for last-minute needs. America Links Up encourages those who share our mission and messages to duplicate and distribute our materials. Determine copies needed   Distribute at even to participants   FOLLOW-UP: (for the days following the event) Let us know how it went Prepare a brief summary of your event   Submit summary to America Links Up website   Send up photos and any press clips   Follow up with local news outlets Get photos developed within 24 hours   Distribute photos to news outlest   Monitor local news coverage and collect "clips"     Send thank-you notes to VIPs   Issue certificates of participation to attendees   Remember, this form is for offline organization. Print it out to assist you in your efforts.