Page 45 - Focus on Prevention: Strategies and Programs to Prevent Substance Use

Event Support

120 or More Days  Create a supply list based on specific event needs.
Prior  Hire vendors.

60-90 Days Prior  Determine what supplies must be bought and what can be borrowed or received as donations.
 Request in-kind and monetary donations.
 Create a list of in-kind donors and partners to highlight in event promotion materials.
 Recruit volunteers.
 Confirm availability of necessary amenities for guests.
— Are ADA-accessible facilities available?
— Who controls the lights and thermostat?
— Is the sign-in area an ante-room or a wide hall with sufficient space to keep traffic moving
as media and guests arrive?
— Is there an area to serve refreshments with enough waste baskets?
— Are there a sufficient number of restrooms?
— Where will people put coats if the weather is rainy or cold?
— Is there parking for media, participants, and others close by?
 Plan for room visuals (background for podium, posters for speaker presentations, visuals for
sign-in areas, directional signs, etc.).

 Make arrangements for security.
30 Days Prior  Assess supply list to identify any outstanding gaps.
 Conduct a second round of outreach to volunteers for the day of the event.
 Make arrangements to videotape the event and select an onsite photographer for still photos.
 Hire a person to sign for the hearing impaired.
Week of Event  Hold a meeting to finalize all remaining logistics.
 Confirm all arrangements (e.g., payment, delivery of goods, and schedule) with any vendors,
important event attendees, and volunteers.
 Visit the event site to ensure preparations are in place.

 Collect equipment to take to the event, including easels, scotch tape, staplers, note pads, pens,
and extension cords, and other identified items.
 Conduct a walk-through of the event, including testing of audiovisual equipment, 1-2 days
before the event date.
Following Event  Send thank-you notes to all in-kind donors and volunteers.

Logistics are crucial! It’s important to ensure:
 A visible and accessible area for resource table(s)  Audiovisual equipment (e.g., PowerPoint capability)

 Good reception for cell phones  Space for one-on-one media interviews with
 A multiple electrical hookup box (“mult box”) speakers or coalition heads during or following
for media your event

 Sufficient chairs and/or bleachers

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