View source for Milestones:Milestone Dedication Ceremony Planning ← Milestones:Milestone Dedication Ceremony Planning You do not have permission to edit this page, for the following reason: You are not allowed to execute the action you have requested. You can view and copy the source of this page. ==== Checklist for Planning Milestone Dedication Ceremony ==== This checklist can be an invaluable resource to ensure all the important details are covered when planning your IEEE Milestone event. Some of these steps may not be applicable to your activity but will be a good reference whether you’re planning a large event, or a small informal gathering. Timing can be adjusted to reflect lead time to event. 6 to 12 Months Ahead<br>___ Choose a theme (if applicable)<br>___ Visit and inspect potential ceremony sites<br>___ Research/appoint an event coordinator/manager<br>___ Research/select committees/chairpersons<br>___ Chairperson forms subcommittees<br>___ Receive cost estimates (site rental, food, drinks, sound/lights, rental, special equipment, etc.) '''See catering worksheet attached below.'''<br>___ Receive recommendations for entertainment<br>___ Receive estimates for entertainment<br>___ Receive estimates for decorations<br>___ Receive estimates for design/printing<br>___ Receive estimates for other major items<br>___ Draft initial budget ('''See attached budget template file below)'''<br>___ Create sponsorship amounts/levels<br>___ List items to be underwritten and possible sources<br>___ Decide/approach honorees<br>___ Choose speakers, confirm their availability<br>___ Compile mailing list (IEEE leadership, members/potential members, industry professionals, politicians)<br>___ Check proposed date for potential conflicts, finalize date in writing<br>___ Receive written contracts for site, entertainment, etc.<br>___ Develop alternative site (if event is outdoors)<br>___ Invite/confirm special guests: directors, IEEE leadership, politicians, current and past employees of <br> company which produced the milestone, the engineers/inventors behind the achievement (including family members and descendants), local supporters of IEEE events, and television, radio and print media. <br>___ Contact [http://www.ieee.org/about/corporate/leadership.html IEEE Presidents’ Office] to invite the IEEE President, President-Elect, or Past-President (this is strongly recommended). Indicate which role the President will play: a main speaker, unveiling, etc., ___ Invite the IEEE History Committee Chair ___ Contact the IEEE Foundation (possibilities for collaboration and outreach) Danny DeLiberato email@example.com ___ Contact IEEE Corporate Communications Office to collaborate on publicity. Monica Stickel firstname.lastname@example.org ___ Invite the Director of the IEEE History Center<br>___ Pick graphic artist; begin invitation design<br>___ Provide hi-resolution image of IEEE Master Brand, others to graphic artist <br>___ Order save-the-date cards or other event announcements<br>___ Set marketing/public relations schedule<br>___ Develop press release and calendar listings <br>___ Select photographer; arrange for photos of special guests, honorees, directors<br>___ Receive biographical information on special guests, honorees, directors <br>___ Investigate need for special permits, licenses, insurance, etc. <br> ___ Begin paperwork for visas or other travel documents for speakers or attendees who might require them 3 to 6 Months<br>___ Begin monthly committee meetings<br>___ Write/send requests for sponsorship to potential business sponsors<br>___ Request logos from corporate sponsors for printing<br>___ Review invitations, programs, posters, etc. with graphic artist<br>___ Prepare final copy for invitations, return card, posters<br>___ Prepare copy for tickets/finalize <br>___ Finalize mailing lists for invitations<br>___ Gather postal, email addresses for invitee list<br>___ Order invitations, posters, tickets, etc.<br>___ Order Milestone plaques from IEEE History Center ___ Order give-away objects or promotional items from IEEE merchandise [http://merchandise.ieee.org/ http://merchandise.ieee.org/] <br>___ Sign contract with entertainment company<br>___ Make list of locations for posters<br>___ Finalize potential sponsor mailing lists; begin follow-up corporations and potential sponsors <br>___ Set menu with caterer for food and beverages<br>___ Secure permits and insurance<br>___ Receive written confirmation of attendance from special guests/honorees <br>___ Finalize audio/visual contract<br>___ Assess and plan for security, if needed <br> 2 Months Ahead<br>___ Assemble/address invitations (with personal notes when possible)<br>___ Mail invitations<br>___ Finalize transportation/hotel accommodations as needed<br>___ Obtain contracts for decorations and rental items <br>___ Release press announcements about special guests, honorees and event information <br>___ Follow up to confirm sponsorships and/or underwriting<br>___ Obtain logos from corporate sponsors for program printing<br>___ Review needs for signs at registration, directional, etc.<br>___ All major chairpersons to finalize plans<br>___ Hold walk-through of event with responsible volunteers at event site<br>___ Review/finalize budget task sheets and tentative timeline<br>___ Start phone/email follow-up for table sponsors<br>___ Identify media spokesperson<br>___ Print program (include milestone title, citation, history, photos, schedule of<br> speakers/events/presentations, lists of sponsors, etc.) <br> 1 Month Ahead<br>___ Conduct phone/email follow-up of mailing list <br>___ Follow up with news media <br>___ Confirm volunteers for registration and hosting<br>___ Write to special guests, honorees, politicians, program participants to confirm participation<br>___ Complete list of contents for potential member/ IEEE introductory information packets<br>___ Receive enlarged site plan/room diagram, assign seats/tables (if needed) <br>___ Give estimate of guests expected to caterer/food service<br>___ Meet with all outside vendors, consultants to coordinate event<br>___ Review script/timeline/agenda <br>___ Continue phone/email follow-ups to secure attendees <br>___ Continue assigning seats; Decide who will sit on speaker's platform<br>___ Confirm transportation schedules: airlines, trains, buses, cars, limos, parking<br>___ Confirm hotel accommodations (as needed)<br>___ Prepare transportation and accommodations (include arrival time, flight number, airline, person<br> assigned to meet flight)<br>___ Prepare potential member/ IEEE introductory information packets<br>___ Schedule deliveries of special equipment, rentals<br>___ Confirm setup and tear down times with event site<br>___ Give caterer revised numbers<br>___ Meet with chairpersons and key volunteers to finalize any of the above <br> 1 Week Before<br>___ Meet with all committees for last-minute details<br>___ Finish phone/email follow-ups<br>___ Confirm number attending<br>___ Print nametags<br>___ Finish seating/table arrangements<br>___ Hold event run-through with volunteers; finalize assignments<br>___ Secure two or three volunteers to assist with emergencies<br>___ Select which volunteers will conduct registration <br>___ Distribute seating chart assignments to volunteers <br>___ Schedule pickup or delivery of any rented or loaned equipment<br>___ Double-check arrival time and delivery times with vendors<br>___ Reconfirm event site, hotel, transportation<br>___ Deliver final scripts/talking points/agenda/timelines to all program participants<br>___ Finalize catering guarantee<br>___ Confirm number of volunteer staff <br>___ Make follow-up calls to news media for advance and event coverage<br>___ Distribute additional flyers<br>___ Final walk-through with all personnel<br>___ Schedule rehearsals<br>___ Schedule volunteer assignments for day of event<br>___ Establish amount of petty cash needed for tips and emergencies<br>___ Write checks for payments to be made for the day of the event <br> Day Before Event<br>___ Recheck all equipment and supplies to be brought to the event<br>___ Have petty cash and vendor checks prepared <br> Event Day<br>___ Arrive early at least two hours in advance to set up event<br>___ Finalize registration set-up <br>___ Unpack equipment, supplies and make sure nothing is missing<br>___ Check sound/light equipment and staging before rehearsal<br>___ Set up identifying signage or posters<br>___ Final check on arrangements and facilities<br>___ Ensure all special guests/honorees are in place and have scripts <br>___ Set up exhibits or displays<br>___ Set place cards<br>___ Re-confirm agenda with event volunteer staff <br>___ Check with volunteers to make sure all tasks are covered<br>___ Distribute and collect evaluation form After the Ceremony<br>___ Pack up equipment, supplies and make sure nothing is missing <br>___ Remove all signage or posters<br>___ Distribute tips to facility staff<br>___ Return borrowed or rented equipment<br>___ Follow-up media coverage<br>___ Distribute thank you letters<br>___ Pay bills<br>___ Summarize evaluation forms<br>__Email photographs of the ceremony to IEEE History Staff at email@example.com for posting to the<br> IEEE Global History Network<br> <br> Back to [[Milestones:Milestone Guidelines and How to Propose a Milestone|Milestone Guidelines]] [[Milestones:Milestone Guidelines and How to Propose a Milestone]] <br>[[Media:Event_budget_template.doc|Event budget template.doc]]<br>[[Media:Catering_worksheet.doc|Catering worksheet.doc]] Return to Milestones:Milestone Dedication Ceremony Planning. 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