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3-Step Campaign Planning Checklist

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.

Plan, plan and enjoy - knowing you are saving lives!            Printer-friendly version pdf

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


STEP 1:   PRE-EVENT TASKS


check  Planning Meetings / Deadlines
  • Determine site/event venue
  • Submit job requests for graphic/production needs
  • Set up a meeting with
check  Media Plan
  • 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.
check  Earned Media Materials
  • 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.
check  Press Kit Materials & Examples of Materials
  • 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
check  Creative Materials / Back Drop at Venue
  • 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)
check  Event Site logistics
  • Property owner permission (in writing)
  • Stage
  • Lighting
  • Sound/Malt Box
  • Podium
  • Pipe and Drape
  • Media Table/Chairs
  • Green Room
  • Generator
  • Easel
check  Miscellaneous Documents
  • 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


check  Staging Logistics
  • 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
check  Press Calls
  • Local media follow-up by:
  • National media follow-up by:
check  Media Materials
  • Press sign-in sheet
  • Press Kit transportation to event site
check  Media Coordination
  • 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.
check  Principal Arrival / Participation
  • Principal arrival times
  • Principal staffers/assistants contact information

STEP 3:  POST-EVENT TASKS


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

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