Planning Timeline


STEM Event Timeline March/April (4 months prior to the event): • Check calendar with town to see if there are any other events that might conflict with your


event.


• Meet with anyone in the city or parks department if you need to use space outside of your facility or if you’re running the event in conjunctions with another local event. Discuss: o Date and location o Paperwork required for all partners o Create a budget -$0- $10,000 - consider tent, power, table, chairs, presenters, prizes o Marketing timeline and information needed; update any website information


April (3 months prior to the event): • Save the date email


(separate) to all previous


partners and potential partners o Previous partners- include any new changes and things to get excited about


o Potential partners – explain what the fair is about and invite them to participate


• Host a partner planning meeting with all interested partners


May (2 months prior to the event): • First Week:


o Registration form emailed to everyone o Use Google spreadsheet so everyone can see activities o Make sure people understand it is a “live” sheet o Ask them if they can contribute a raffle prize o Include any required paperwork o Logos for marketing


• Third/Fourth Week: o Check back with previous partners who haven’t registered – email o Check back with potential partners who haven’t registered – email • Fourth Week: Call everyone to get them excited and registered


June (1 month prior to the event): • First Week: Create marketing toolkit for all partners


o Text for eblasts o Facebook event


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