Event Logistics

• Determine and secure event site/venue
  • Get property/site owner permission (in writing) if needed
• Determine staging logistics:
  • Stage
  • Proper Lighting
  • Sound/Mult Box
  • Podium
  • Pipe and Drape
  • Media Table/Chairs
  • Green Room
  • Generator
  • Easel
• Secure the needed materials:
  • Banners
  • Podium Card
  • Presentation files
  • Boards
  • Directional signage
  • Name tags
  • Tent cards
  • Plaques
  • Flags
  • Lapel Pins
  • Giveaways
• Submit job requests for graphic, production, or other needs
• Secure/submit a job request for a photographer to be present at the event
• Pull together team packet including:
  • Event schedule for day-of tasks
  • Contact sheet for principal staffers/assistants
  • On-site point of contact:
  • Principal arrival times:
  • Staging time:
  • Start time:
  • Break down time:
  • Listing of onsite materials to be returned to NHTSA warehouse post-event
  • Press follow up - local and national by:

Media Materials

• Develop/update contact list of targeted media contacts
• Draft and send media advisory in advance of your event
• Prepare press Sign-In Sheets
• Prepare press kits for media attendees including relevant materials, such as:
  • Folders
  • Branded stickers for fronts of folders
  • Event agenda
  • Speaker bios
  • Research Reports
  • DVDs of b-roll, advertisements, or other footage
  • Color charts
  • Other handouts
• Draft a press release to be sent to media post-event
• Coordinate with Web team and communications services for posting details of documents
• Notify the Hotline COTR of the upcoming event and provide answers to event related questions

Event Coordination

• Deliver All Media and Event Materials to Event Site
• Check staging and set up
• Test audio/visual components
• Give photographer guidance or specific assignments

Media Coordination

• Staff media check in tables - hand out press kits & sign in media attendees
• Coordinate any post-event interview requests
• Coordinate with web team and communication services to post details of event

Promotion

• Day-of phone call reminders to local media and press contacts
• Disseminate press release after event

Measurement & Reporting

• Develop list of media clips
• Share and re-merchandise your coverage via social media, blogs, web posts, etc.

Closing the Loop

• Ensure onsite materials are returned to NHTSA warehouse
• Send thank you notes to participants/speakers, venue points of contact, and other helpful individuals