Event timeline

From EcoReality

The following are ideal scenarios for scheduling events with enough lead time to do adequate planning, marketing and publicity. Even more ideal to the scenarios below is to have an event booked a year or 6 months in advance and the marketing and planning details can be worked out with lots of room to breathe. The following can be looked at as minimum requirements.

Scenario 1

Multi day workshop with prominent presenter. Example would be a weekend with Diana Leafe Christian where there is a Friday night public presentation, full workshop days on Saturday and Sunday where participants are expected to attend fully (without dropping in and out).

  • 3 months prior to event, have the details worked out- Date(s), time(s), presenter(s), location(s), format, cost, accommodation details, meal details, capacity limits, marketing and publicity plan.
  • 3 months prior to event- publicize event on internal website, list in event plans, send information to any publication or websites that require a lot of lead time to publicize events.
  • 2 months prior- Market event in community oriented media either print or web based.
  • 1 month prior- Market event locally to general public with posters and/or local print advertising. Send out email updates to advisors or mail lists. Finalize all details, materials needed, equipment required and venue arrangements.


Scenario 2

Single day workshop, hosted on site with low costs to produce. Example is a biodiesel workshop where participants learn to build a biodiesel processor with fundamental and practical experience.

  • 1 month prior to event- have the details worked out- Date(s), time(s), presenter(s), location(s), format, cost, accommodation details, meal details, capacity limits, marketing and publicity plan.

-Publicize event on internal website, list in event plans, send information to any publication or websites that require a lot of lead time to publicize events.

-Market event in community oriented media either print or web based.

-Market event locally to general public with posters and/or local print advertising. Send out email updates to advisors or mail lists.

-Finalize all details, materials needed, equipment required and venue arrangements.

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