4 weeks before the event If you want to announce your event in the media, prepare a press release. If you want to use film or videos, notify the Association so materials can be sent to you. 3 weeks before the event You or the secretary should make sure the notices have been sent and that people are starting to respond. The secretary should be receiving reservations, maintaining a registration list and financial statement. 2 weeks before the event Mail press releases to local papers.
Mail releases to weekly papers and radio stations three weeks prior to event.
The telephone committee should make phone calls to regular members who haven't responded yet. 1 week before the event You or the program chairperson should confirm reservations and submit a head count. The person making arrangements should verify that any special needs, such as tables, podium and sound system, projector, etc., will be met. Have the agenda ready. Name tags should be ready and arranged in alphabetical order.