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Community Action Tool Kit
Sample Stay in Circulation Event Planning Checklist

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Before the Event

  Determine your target audience(s) and the type of activity to plan.
  Determine what will constitute a successful Stay in Circulation event.
  Set up and host planning meetings with potential partners.
  Set a date and secure a venue for your activity.
  Plan your agenda.
  Invite and secure speakers.
  Prepare your promotional items such as flyers and posters.
  Make sure you have enough Stay in Circulation educational materials available.  If you need more, you can download or order materials from
  Arrange for audiovisual and other equipment as needed.
  Prepare your media list and media tools.  See Chapter 3.
  Mail flyers and posters and/or post them on community bulletin boards.
  Contact local media to alert them of your event and extend a personal invitation to attend.
  Pack and bring materials and supplies to the activity site.
  As early as possible, set up the room or area where the activity will take place.
  Consider developing a sign-in sheet or an informal participant feedback form to assess the event's effectiveness.

During the Event

  Greet participants, other guests, partners, and speakers.  Ask them to sign in so you can track who came to your event.
  Make sure your attendees walk away with campaign materials and any other relevant information.
  Distribute participant feedback forms.
  Publicly thank your partners, speakers, and anyone else who helped plan the activity.

After the Event

  Followup on any special requests made during the activity.
  Send thank you letters to partners, speakers, media, and anyone else who helped you to plan or attended the activity or call to thank them.
  Look over the participant feedback forms and share results with your partners and anyone else who helped plan the activity.
  Share results with the media and ask them to write a followup article about the activity.