3-Step Event Planning Checklist

A Checklist to Success!

One of the most important things a highway safety professional communicator can do is to effectively plan events that lets the public know of your campaigns and messages via the media. Below is a 3-step event checklist to guide you in planning events that will get your message most successfully out to the public.

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  Step 1: Pre-Event Tasks
  Step 2: Day Of Event Tasks
  Step 3: Post-Event Tasks

STEP 1:   PRE-EVENT TASKS

• Determine site/event venue
• Submit job requests for graphic/production needs
• Set up a meeting with

• Updated contacts for Media Lists - daybooks; national; local press.
• Make the media aware of your event days before the actual event so they can plan to attend.
• Arrange for a photographer to be on site the day of the event and submit a job request for Communication Services to make arrangement for photography including shot list needed.
• Notify the Hotline COTR of the upcoming event and provide general info to them for the hotline to answers event related questions.

• Media advisory to be drafted.
• Press release to be drafted.
• Press kits to be assembled (press kits are folders that should relevant materials to the press conference for reporters/audience).
• Coordinate with web team and Communication services for posting details of documents.

• Folders
• Stickers for front of folders
• Bios of all speakers
• Research reports
• Final Press Release
• DVD (advertisements, b-roll or other footage)
• Color charts
• Handout of key messages or statistics

• Banners, standard 6 x4 with pole pockets/grommets or will deviate from standard specs
• Podium Card
• Power Point Presentation
• Boards
• Directional Signs
• Name badges
• Tent Cards
• Plaques
• Trinkets/Lapel Pins (if applicable)

• Property owner permission (in writing)
• Stage
• Lighting
• Sound/Malt Box
• Podium
• Pipe and Drape
• Media Table/Chairs
• Green Room
• Generator
• Easel

• Cell phone contact list
• Event schedule (agenda)
• Listing of onsite materials to be returned to NHTSA warehouse post event

STEP 2:  DAY OF EVENT TASKS

• On-site point of contact
• Staging time:
• Show Ready by:
• Staging team on-site to break down at:
• Listing of onsite materials to be returned to NHTSA warehouse post event

• Local media follow-up by:
• National media follow-up by:

• Press sign-in sheet
• Press Kit transportation to event site

• Individuals to staff media table - hand out press kits and get them to sign-in
• Individuals to coordinate any post-event one-on-one interview requests
• Individuals responsible for gathering onsite materials to be returned to NHTSA warehouse post event
• Coordinate with web team and Communication services for posting details of documents and time for posting, location, etc.

• Principal arrival times
• Principal staffers/assistants contact information

STEP 3:  POST-EVENT TASKS

• List of recipients to be compiled by:
• hank you notes to be drafted by:
• Letters to be mailed by: [DATE]