Organizing Timeline

Countdown to a Successful Walk Event

Many Organizers benefit from an even longer time-line than that below. Different communities may need more time than that indicated below. Some Organizers plan a year in advance, especially for their subsequent annual Walk Events.

ASAP

Purchase an Authorizing Ticket & License

6 Months Before

  • Form a Planning Committee

  • Choose a site and time

  • Contact local City Councilmember’s and/or other elected officials who might help with equipment, permits and other needs

  • Contact and make an agreement with a local Publicity Partner/Beneficiary (unless you are the Organizer and qualifying Beneficiary).

4 Months Before

  • Apply for permits on your own as needed and necessary

  • Contact law enforcement re date, location, numbers expected to attend, security

  • Contact potential speakers and emcee

  • Contact potential entertainers

  • Request proclamations

  • Order Walk merchandise

  • Reserve necessary equipment you haven’t otherwise secured (to arrive on-site 1-1/2 hours prior to start time)

3 Months Before

  • Start recruiting volunteers

  • Contact Friendly Press Contacts and Talk Show Hosts

  • Commence community outreach/crowd building – distribute flyers, post posters, announce at community, business, organization, union, and other meetings

  • Send flyers to coalitions and other groups with request to distribute to their membership via mail

  • Week 4 Send Press Advisories and Public Service Announcements

  • Conduct initial media follow up to check receipt and assess early interest

  • Confirm emcee, speakers, and guests

  • Set program

1 Month Before

  • Train volunteers

Month Of

  • Send Follow Up Press Release – Re-contact media

  • Reconfirm Emcee, Speakers and Guests – check content of remarks to talking points

  • Reconfirm Entertainment and Equipment

Day Of

  • Assemble and orient volunteers on-site (1-1/2 hour prior to start of event)

  • Commence Set up (erect tables, chairs, stage, hang banners/signs, place podium, set out flyers)

  • Check/Test Equipment (sound, still and video cameras)

  • Site check volunteer capabilities (registration, speaker greeters, media intern, logistics support, etc.)

  • Check-In Tablers from Friendly Organizations

  • Check-In Walkers/Sign Up Movement Volunteers

  • Check-In Media and Conduct Interviews

  • Start Program on Time

  • Line up Walkers

  • Start Walk on Time

  • Security accompanies Walkers with bull horns (if using public sidewalks, this is extremely critical)

  • Ready Massage Stations and Welcoming Entertainment (optional)

  • Clean Up

  • Return Equipment

  • Videotape news coverage

Week After

  • Meet with Planning Committee and evaluate event

  • Submit your Post Walk Report.

  • Send high-quality photos to Walk headquarters.

  • Write and send thank-yous to Speakers, Volunteers, and Walkers.

  • Start planning for next year’s Walk Event.

2005 - Pocatllo, ID, USA

2005 - Pocatllo, ID, USA