**STEP 3: Plan Activities**

Now that you have selected activities for NIIW, it is time to begin
planning. Planning for an NIIW event can be broken down into the
following components:

-   Establish a Planning Committee

-   Draft a Program/Agenda

-   Logistics

-   Publicity

-   Fundraising

-   Evaluation

For more information on planning an NIIW event, please join the January
24, 2008 Immunization Coalitions Technical Assistance planning call on
"How to Host an NIIW Event." Information on the call can be found at:
<http://www.izta.org/confcall.cfm>.

**ESTABLISH A PLANNING COMMITTEE**

There are many pieces to planning an event and while one person probably
could do it all, it is easier to involve others in the event planning
process. Establishing a planning committee will allow your organization
to focus energy and resources efficiently and allow team members to
support each other.

Depending on the size and scope of your event, the committee should be
created 3 -- 6 months beforehand. If possible, it should have members
with the following skills:

-   A strong leader who can chair the committee

-   Logistics experience who is very detail-oriented

-   Expertise in program and agenda design for special events

-   Fundraising experience

-   Publicity/media relations experience

Different partners who will be involved in the event should be
represented on the committee. These may include the health department,
community based organizations, schools, provider organizations, or
vaccine manufacturers.

You may find it is helpful to divide the committee into sub-committees
assigned to specific tasks based on interest and availability.

For more information on how to run an effective committee meetings
visit: <http://www.izta.org/content.cfm?id=617&subcat=55&cat=25>

Once you have established your committee, it\'s time to make some key
planning decisions.

**Key Committee Decisions**

Now that you've identified a team of people to help plan your event, it
is time to make some key decisions.

-   **Date** -- NIIW is from April 19 -- 26, 2008 but when during that
    week should you hold your event to have the biggest impact? Pick a
    day and time of the week that are convenient for your target
    audience. If you are hosting a media event, try to pick a slow news
    day, such as a Tuesday, Wednesday or Thursday.

-   **Venue**- Where will the event be held?\
    [See tips about choosing a
    venue](http://www.izta.org/content.cfm?id=622&subcat=55&cat=25).

-   **Potential sponsors and partners**- Which organizations can help
    you to increase the reach and profile of the event?\
    [Get ideas for potential sponsors and
    partners](http://www.izta.org/content.cfm?id=623&subcat=55&cat=25).

-   **Budget**- How much money do you need? How much funding do you
    currently have? How big is the funding gap?\
    [Learn more about
    budgeting](http://www.izta.org/content.cfm?id=624&subcat=55&cat=25).

-   **Timeline**- What are the key milestones and when do they need to
    be accomplished?\
    [See a sample
    timeline](http://www.izta.org/content.cfm?id=625&subcat=55&cat=25).

**DRAFT A PROGRAM/AGENDA**

Now that you have a date, time, and venue it is time to create the
content of the event. This involves:

-   Creating a slogan and a "take-away" message

-   Identifying and recruiting speakers

-   Developing the agenda

Here are some guidelines for each of these tasks:

**Creating a slogan**\
Choose a catchy, easy-to-remember slogan for your event. Here are some
examples from past immunization events:

-   "Everybody Loves a Baby" (immunization event at the zoo celebrating
    animal babies and human babies)

-   "Dine 'N Dash" (educational seminars for physicians at restaurants)

-   "The Race to Vaccinate" (vaccination campaign in conjunction with a
    dog sled race)

**Recruiting speakers**\
Some events require speakers, such as luncheons, awards seminars, and
educational workshops. The speakers may make opening remarks, give a
keynote address, or facilitate training sessions, depending on the type
of event.

Choose a speaker who will draw people to your event. This is especially
important when you are targeting a busy audience like physicians. Look
for a speaker who:

-   Is a recognized expert on your subject

-   Has name recognition (e.g., local politicians or celebrities)

-   Is dynamic and funny

-   Is reliable (i.e., not likely to back out at the last minute)

Some speakers may be willing to speak for free, but others may charge a
fee. Some may be willing to speak for free if you cover their travel
costs.

Given that immunization coalitions are non-profit entities with limited
funds, it is worth the effort to negotiate with speakers about their
fees. Also be sure to discuss transportation and lodging arrangements if
the speaker has to travel to your event.

**Developing the agenda**\
A draft agenda for your event should be developed no later than a month
before the event. Here are some tips for developing a realistic agenda:

-   Allow enough "wiggle room" in your agenda to account for late starts
    and unanticipated delays. For example, assume that your first
    session will start at least 15 minutes late and allow enough time
    before the second session to compensate for this.

-   If your event is a seminar, training or workshop, plan for coffee or
    meal breaks every 2-2½ hours.

-   When listing speakers and presenters on the agenda, put "tentative"
    or "confirmed" next to their names.

-   If activities/sessions will be taking place in different rooms, be
    sure to list the room next to each item.

-   Mark each version of the agenda with "Draft" and the date that it
    was revised. This will help to avoid confusions when multiple copies
    are circulating. Do not mark it "final" until you are absolutely
    sure that nothing will change.

-   Assume that there will be last minute changes to your agenda and
    plan accordingly. For example, in your timeline, you may want to
    plan to print the agenda the evening before the event or even the
    morning of the event. Make sure that someone is available to do this
    at the last minute.

**LOGISTICS**

The "nuts and bolts" of event planning involves thinking through all
aspects of your NIIW activity. Visualize how the days leading up to the
event will go, what the day of your event looks like, and try to
identify places where difficulties may arise and have a back up plan
prepared.

See below for a checklist of key tasks that play a role in implementing
a successful event.

**PUBLICITY**

Now that you've planned your event, you need to let others know about
it. Partner organizations and the media can play a big role in
publicizing your efforts. Some key steps to publicity are:

-   Identifying event spokespeople

-   Creating promotional materials

-   Media outreach

Remember to let national and local child health organizations know about
your program. You can submit your NIIW event information on line at
[www.cdc.gov/vaccines/events/niiw](http://www.cdc.gov/vaccines/events/niiw).

**Identifying Event Spokespeople**\
Identify one or more spokespeople from your coalition who can talk about
the event with the media and others. Ideally, the spokespeople should:

-   be knowledgeable about the immunization issue you are addressing and
    also knowledgeable about the event.

-   have prior experience interacting with the media. If your
    spokesperson does not have this experience, see if a local public
    relations firm would be willing to do "pro bono" media training.

Prepare a biosketch of your spokesperson to share with the media and
other interested parties.

More information on preparing spokespeople can be found in the Public
Relations Tool Section of the NIIW website,
[www.cdc.gov/vaccines/events/niiw](http://www.cdc.gov/vaccines/events/niiw),
under the "Working with the Media" heading.

**Promotional Materials**\
Creating promotional materials for your event helps reinforce your
messages and sets the tone for your event. These may include:

-   "Save the Date" cards

-   Invitations

-   Flyers

-   Posters

-   Fact sheets

-   Collateral materials -- buttons, caps, t-shirts

-   Banner to hang behind the podium

-   Signs to direct participants on the day of the event

To get professional quality materials, it is helpful to work with a
graphic designer. See if any of your coalition members has a graphic
designer within their organization who could design the materials. If
not, local printers often have graphic designers for hire. Visit
[www.cdc.gov/vaccines/events/niiw](http://www.cdc.gov/vaccines/events/niiw)
to download and commercially print posters, banners, podium signs and
other public relations materials.

Send out "Save the Date" cards 8 weeks prior to the event. Invitations
should be sent 4 weeks prior to the event. An event announcement and
promotional materials can be posted on your website as well as partner
websites.

Whenever sending correspondence about your event to the media or
community organizations, be sure to use the same letterhead. This is
important for events being organized by coalitions, which consist of
many different organizations. If your coalition does not have its own
letterhead, then decide on one of the organizational letterheads to be
used, and use it consistently. Visit
[www.cdc.gov/vaccines/events/niiw](http://www.cdc.gov/vaccines/events/niiw)
to download NIIW letterhead.

Media outreach is another way to publicize your event. More information
on media outreach can be found in the Public Relations Tool Section of
the NIIW website,
[www.cdc.gov/vaccines/events/niiw](http://www.cdc.gov/vaccines/events/niiw),
under the "Working with the Media" heading.

**FUNDRAISING**

Once you have determined your budget and figured out how much of a
"funding gap" you are facing, you may need to consider additional
sources of financial support. More information on Fundraising can be
found below.

**EVALUATION**

It is important to know if your event was successful or not, especially
if you plan on replicating it in the future. More information on
evaluation can be found in the Planning Tools Section of the NIIW
website.

**Sample Checklist of Key Tasks**

**Before the Event**

  ----------------------------------------------------- ---------------------------------------------------------------------
  ![](media/image1.png){width="0.10416666666666667in"   Reserve the venue. If your event will take place out side, make sure
  height="0.10416666666666667in"}                       that you have back-up plan in case of rain (i.e. An alternate rain
                                                        date or an alternate indoor venue).

  ![](media/image1.png){width="0.10486111111111111in"   Make travel and lodging arrangements for out-of-town speakers. If you
  height="0.10486111111111111in"}                       are using government funds, make sure that your speaker is aware of
                                                        per diem limits.

  ![](media/image1.png){width="0.10486111111111111in"   Arrange for food and beverages. (Don't forget to feed volunteers!)
  height="0.10486111111111111in"}                       

  ![](media/image1.png){width="0.10486111111111111in"   Arrange for audio visual equipment.
  height="0.10486111111111111in"}                       

  ![](media/image1.png){width="0.10486111111111111in"   Purchase office supplies that will be needed during the event (e.g.
  height="0.10486111111111111in"}                       flipcharts, markers, folders, pens, notebooks).

  ![](media/image1.png){width="0.10486111111111111in"   Arrange for the production of a banner to hang behind the speaker's
  height="0.10486111111111111in"}                       podium.

  ![](media/image1.png){width="0.10486111111111111in"   Arrange for signs to guide participants to the event room/site.
  height="0.10486111111111111in"}                       

  ![](media/image1.png){width="0.10486111111111111in"   Coordinate event registration.
  height="0.10486111111111111in"}                       

  ![](media/image1.png){width="0.10486111111111111in"   Create name badges for participants and speakers.
  height="0.10486111111111111in"}                       
  ----------------------------------------------------- ---------------------------------------------------------------------

**Day of the Event**

  ----------------------------------------------------- ---------------------------------------------------------------------
  ![](media/image1.png){width="0.10486111111111111in"   Set up the rooms and registration tables (one table for participants
  height="0.10486111111111111in"}                       and another one for the media).

  ![](media/image1.png){width="0.10486111111111111in"   Hand out packets/materials to participants. It is preferable to
  height="0.10486111111111111in"}                       distribute them as people register so that you can point out any
                                                        important documents, such as evaluation forms.

  ![](media/image1.png){width="0.10486111111111111in"   Ensure that AV equipment is set up and functioning.
  height="0.10486111111111111in"}                       

  ![](media/image1.png){width="0.10486111111111111in"   Supervise food distribution.
  height="0.10486111111111111in"}                       

  ![](media/image1.png){width="0.10486111111111111in"   Ensure that there is water for speakers.
  height="0.10486111111111111in"}                       

  ![](media/image1.png){width="0.10486111111111111in"   Staff the media table and coordinate interviews.
  height="0.10486111111111111in"}                       

  ![](media/image1.png){width="0.10486111111111111in"   Escort guests/speakers to all of the events. If you are escorting
  height="0.10486111111111111in"}                       them to multiple venues, bring snacks and water for them in case they
                                                        do not have time to eat.
  ----------------------------------------------------- ---------------------------------------------------------------------

**Tips for Room Set-Up**

  ----------------------------------------------------- ---------------------------------------------------------------------
  ![](media/image1.png){width="0.10486111111111111in"   Reserve seats for speakers, dignataries and other guests near the
  height="0.10486111111111111in"}                       podium.

  ![](media/image1.png){width="0.10486111111111111in"   Set aside space for the media. If radio or TV reporters will be
  height="0.10486111111111111in"}                       coming, create space for video cameras and microphones near the
                                                        podium.

  ![](media/image1.png){width="0.10486111111111111in"   If print journalists are coming, reserve a row of seats near the
  height="0.10486111111111111in"}                       podium.
  ----------------------------------------------------- ---------------------------------------------------------------------

**Tips on Fundraising**

Once you have determined your budget and figured out how much of a
"funding gap" you are facing, the next step is to analyze your existing
and potential funding sources. Consider the following sources of
financial support:

**Potential Sources of Financial Support**

-   Funding from immunization or children's health coalition members

-   State and/or local health departments

-   Discretionary funds from your town/city/county council or board of
    supervisors

-   Local hospitals and large provider groups

-   Insurers and managed care organizations (e.g. Blue Cross/Blue Shield
    distributes small grants for health events in California)

-   Local businesses

-   Local universities, colleges and technical schools

-   Local civic groups (e.g. Rotary and Kiwanis Clubs)

You can also ask for in-kind support to supplement your financial
support. Many businesses find it easier to offer free goods or services
instead of donating money. Here are a few examples:

**Potential Sources of In-Kind Support**

-   Local printing companies may be able to print flyers at no or
    reduced cost.

-   Local food establishments, such as pizza parlors, sandwich shops,
    restaurants, orchards may be able to donate food for the event
    participants or snacks for volunteers.

-   Home supply stores, such as Home Depot or Lowes may be able to
    donate parking lot materials if you are doing a drive-thru clinic.

-   Local community groups may be able to supply volunteers for envelope
    stuffing.

-   Hotels or conference centers may be able to provide meeting space at
    reduced or no cost.

-   Public relations consultants may be willing to do "pro bono" media
    training for your spokespeople.

You may also wish to consider a fee for participation or advertising
during the event. For example:

**Other Sources of Funds**

-   Charge vaccine manufacturers a fee for having a booth at your event.
    It is often easier for companies to pay a booth fee than to donate
    money. You may wish to charge non-profit organizations a reduced
    booth fee.

-   Charge a nominal fee for a dinner or luncheon. Not only will you
    raise money, but people will be more likely to show up if they have
    already paid for their meal.

-   If you are organizing an entertainment or sporting event (i.e. a
    theater performance, concert or run/walk), charge a nominal entry
    fee.

-   Charge local pharmacies or medical supply stores a fee to advertise
    in the event program. If you are doing an infant immunization event,
    you may also wish to approach local baby supply stores about
    advertising.

**Approaching Potential Supporters**\
Here are some helpful tips for approaching and recognizing your
supporters:

-   Work with the Publicity Committee to develop a fact sheet about the
    event. This can be shared with potential supporters as well as with
    the media.

-   Create a spreadsheet of all potential sources of financial and
    in-kind support. Include columns to indicate the dates that they
    were contacted, whether or not materials were mailed to them, and
    how much support they ended up providing.

-   Decide on a specific amount of money or a specific good/service that
    you will ask for from each organization.

-   Develop two telephone scripts approaching potential supporters - One
    for the solicitation of money and the other for the solicitation of
    in-kind support. Be sure to mention the benefits that the funder
    will receive by supporting your event. For example:

    -   Increased community and media visibility.

    -   Recognition as a supporter of health and well being.

    -   More clients/customers (i.e. for a baby store, pharmacy or
        health system)

-   Make your initial contact via phone -- This is more personal than an
    email or a letter, and you will be more likely to get the attention
    of your potential supporter. Offer to mail supporting materials
    after your phone call, and then follow-up to make sure that they
    were received.

Be sure to recognize all event supporters by putting their names in the
event program and by sending them a thank you letter afterwards.