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Change the Narrative Toolkit: Logistical Timeline
12 weeks out
Confirm date, venue & budget
Outreach to potential speakers (Goal: 4-5 panelists; 1 moderator)
11 weeks out
Draft speaker guide with objectives, end goals & questions
10 weeks out
Speakers & moderator confirmed
Finalize & share speaker guide with moderator
8 weeks out
Share panel discussion guide with all speakers
Begin promotion- email, newsletter mention, online registration page activated
6 weeks out
Distribute event press release
Confirm photographer/recording resources
5 weeks out
Host call with moderator & speakers, #1
4 weeks out
Begin social media promotion-post regularly leading up to event (at least one per week)
2 weeks out
Host call with moderator & speakers, #2
1 –2 weeks out
Print booklet/1-pager with background info, bios, etc.
1 week out
Send follow-up email to registrants with logistics and reminders
Day of event
Livestream via your organization’s social media platforms
Day after event
Recap event on social media with photos and direction on how individuals can find more information and resources
Back to the Toolkit
Change the Narrative
Mosaic Center for DEI in Advertising
Black Lives Matter Resources
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