Timeline 2-4 Months Out
4 Months Out
- Hold and attend 1 Committee meeting
- Work with Team Recruitment Subcommittee to recruit X amount of Team captains
- Work with Sponsorship Chair to confirm X amount of sponsors (cash/in-kind/media)
- Obtain mailing lists of X amount of Team Captains from Team Recruitment Chair
- Work with Publicity Chair to meet with media sponsors to review promotional plans
- Work with Publicity Chair to send media materials to long-lead media
3 Months Out
- Hold and Attend 1 Committee meeting
- Print and Distribute all promotional materials
- Work with Team Recruitment Subcommittee to recruit X amount of Team Captains
- Follow up each registration with welcome packets
- Work with Logistics Chair to recruit medical supplies and paramedic support
- Work with Logistics Chair to recruit police/safety officials for event
- Work with Logistics Chair to solicit communication system for event day (2-way radios or cellular phones)
- Work with Logistics Chair to recruit X amount of event day volunteers
2 Months Out
- Hold Team Captain’s kick off
- Hold and Attend 1 Committee meeting
- Work with Team Recruitment Subcommittee to recruit X amount of Team Captains
- Promote event to community calendars
- Order all t-shirts, awards and certificates
- Order rental equipment such as tables, chairs, sound equipment, port-a-potties, trashcans, cones, etc.
- Determine volunteer duties and distribute job descriptions
- Obtain sponsor banners
- Walk through route
- Review security plan for event day money
- Have Logistics Chair confirm event day entertainment / speakers / emcee
- Have Publicity Chair send out press releases/pitch human interest stories
- Have Publicity Chair confirm media interviews
Year Round
- Cultivate and build upon relationships by sending chapter newsletters, Christmas cards, other event information, save the date card, etc.
