Media Event Planning and Coordination Template

Media Event Planning and Coordination in Priority Matrix

Efficiently plan and coordinate media events using this comprehensive template to ensure nothing is overlooked.

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Proposed Tasks

Crucial and Immediate

• Establish Event Objectives - due in 1 day
  ☐ Identify the purpose of the event ☐ Determine target audience ☐ Set event date and time
• Prepare Event Budget - due in 3 days
  ☐ Estimate expenses ☐ Identify potential sponsors ☐ Allocate funds to different areas
• Create Event Marketing Plan - due in 1 month
  ☐ Identify marketing channels ☐ Develop marketing materials ☐ Launch marketing campaign
• Coordinate Media Coverage - due in 8 weeks
  ☐ Contact media outlets ☐ Prepare press releases ☐ Arrange interviews
• Finalize Event Details - due in 9 weeks
  ☐ Confirm event schedule ☐ Finalize speaker lineup ☐ Ensure all preparations are complete
• Manage Event Day Logistics - due in 11 weeks
  ☐ Oversee event setup ☐ Manage registration desk ☐ Coordinate event staff
• Execute Event - due in 12 weeks
  ☐ Ensure event runs smoothly ☐ Address any issues that arise ☐ Coordinate media coverage

Crucial but not Immediate

• Identify Event Location - due in 1 week
  ☐ Research potential venues ☐ Check venue availability ☐ Book venue
• Develop Event Agenda - due in 2 weeks
  ☐ Outline event schedule ☐ Identify speakers and topics ☐ Plan breaks and networking sessions
• Plan Event Logistics - due in 6 weeks
  ☐ Coordinate transportation ☐ Arrange catering ☐ Plan event setup and teardown
• Conduct Final Venue Walkthrough - due in 10 weeks
  ☐ Check venue setup ☐ Test audio-visual equipment ☐ Review event logistics

Not Crucial but Immediate

• Coordinate with Speakers - due in 3 weeks
  ☐ Contact potential speakers ☐ Confirm speaker availability ☐ Communicate event details to speakers
• Manage Event Registration - due in 5 weeks
  ☐ Set up online registration ☐ Monitor registration numbers ☐ Send confirmation emails to registrants
• Prepare Event Materials - due in 7 weeks
  ☐ Design event program ☐ Print event materials ☐ Prepare attendee badges

Not Crucial or Immediate

• Conduct Post-Event Evaluation - due in 13 weeks
  ☐ Gather feedback from attendees ☐ Analyze event success ☐ Identify areas for improvement
• Follow Up with Attendees - due in 14 weeks
  ☐ Send thank you emails ☐ Share event highlights ☐ Provide information on future events
• Update Event Webpage - due in 15 weeks
  ☐ Post event photos and videos ☐ Share event summary ☐ Update webpage for future events
• Compile Event Report - due in 16 weeks
  ☐ Collect event data ☐ Analyze attendee feedback ☐ Prepare report for stakeholders
• Review Event Budget - due in 17 weeks
  ☐ Compare actual expenses to budget ☐ Analyze cost effectiveness ☐ Identify areas for cost savings
• Plan for Future Events - due in 18 weeks
  ☐ Apply lessons learned to future events ☐ Update event planning process ☐ Start planning for next event