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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. 
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