Outreach Event Planning Template

Outreach Event Planning in Priority Matrix

Efficiently plan and execute healthcare outreach events with detailed task management.

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Proposed Tasks

Critical & Immediate

• Finalize Event Date - due in 1 week
  Decide on the best date for the outreach event considering other community events, holidays, etc.
• Secure Event Location - due in 2 weeks
  Research and book a location that is accessible, affordable, and appropriate for the event.
• Plan Event Promotion - due in 5 weeks
  Develop a marketing strategy for the event, including social media, local media, and community outreach.
• Event Set-Up - due in 14 weeks
  Coordinate the set-up of the event space, including seating, stages, and signage.
• Event Day Coordination - due in 15 weeks
  Manage all day-of-event activities, including volunteer coordination, participant check-in, and troubleshooting any issues that arise.
• Event Break Down - due in 16 weeks
  Oversee the clean-up and break down of the event space, ensuring all items are accounted for and the space is left in good condition.

Critical & Not Immediate

• Identify Event Participants - due in 3 weeks
  Compile a list of healthcare professionals, speakers, and volunteers who will participate in the event.
• Create Event Schedule - due in 4 weeks
  Plan the timeline of the event, including breaks, speaker slots, and other activities.
• Arrange for Equipment - due in 7 weeks
  Identify and reserve any necessary equipment, such as audio/visual equipment, tents, chairs, etc.
• Coordinate Volunteer Training - due in 8 weeks
  Organize a training session for volunteers to ensure they understand their roles and responsibilities.

Not Critical & Immediate

• Prepare Event Materials - due in 6 weeks
  Design and print flyers, brochures, and other materials to distribute during the event.
• Send Out Invitations - due in 9 weeks
  Send invitations to attendees, speakers, and other participants.
• Finalize Event Layout - due in 10 weeks
  Determine the layout of the event space, including seating, stage, and vendor arrangement.
• Pack Event Materials - due in 13 weeks
  Ensure all materials, equipment, and supplies are packed and ready for transportation to the event location.
• Financial Reconciliation - due in 19 weeks
  Ensure all invoices are paid and event-related finances are accurately accounted for.

Not Critical & Not Immediate

• Order Food and Beverages - due in 11 weeks
  Decide on a menu and place orders with a local catering company.
• Confirm Participant Attendance - due in 12 weeks
  Reach out to all event participants to confirm their attendance and roles.
• Post-Event Follow Up - due in 17 weeks
  Send thank you notes to participants, gather feedback, and review event success and areas for improvement.
• Event Documentation - due in 18 weeks
  Document the event, including photographs, attendee numbers, and key outcomes for future reference and reporting.
• Prepare Report - due in 20 weeks
  Compile a comprehensive report detailing the event outcomes, feedback, and suggestions for future events.