A r c h i v e d I n f o r m a t i o n

America Goes Back to School Planning Calendar

Planning an event takes time and energy, especially when it is in connection with a year-round partnership. To make it easier--for you and everyone else--develop a timeline for your America Goes Back to School event and partnership. Include details, such as tasks to be performed, due dates and deadlines, and persons responsible. By doing this, as the summer progresses and people come and go on vacation, preparations won’t get off track or come to a halt. The following checklist can help you keep your America Goes Back to School event on track:

June-July

____ Meet with your local school superintendent and/or principal(s) to get their support and assistance.

____ Hold the first 2001 America Goes Back to School meeting.

____ Select a chairperson and a single point of contact.

____ Decide on a focus and major activities. Set goals and objectives.

____ Create a specific timetable with key tasks and assign responsibility.

____ Designate subcommittees, with chairs, such as publicity, event management, budget, and others as needed.

____ Establish weekly meetings of committees and subcommittees.

____ Contact potential sponsors (for example, media groups, area businesses, community organizations).

____ Contact schools, key community organizations and area businesses, local officials, and other parties to generate interest.

____ Tell them about the plans and how they can get involved.

____ Recruit volunteers.

____ Select and confirm sites, and invite dignitaries for special events. Make sure you consider accessibility issues for participants with disabilities.

____ Create a publicity plan and a community outreach strategy.

____ Decide how to evaluate the success of your effort and plan for an evaluation (for example, design surveys, designate people to observe and record the effort).

July-August

____	Follow up on initial plans.
____	Prepare all written materials, including press releases, copies of fliers and articles, and talking points for use in speeches.
____	Confirm sponsors, event sites, participants, and speakers.
____	Hire or arrange for a photographer for events.
____	Send in the form included in this kit to let the U.S. Department of Education know about your event.
____	Hold pre-event announcement (for example, a proclamation signing, press conference).
____	Distribute promotional materials.
____	Meet with news media representatives about advertising and coverage for events.
____	Confirm all volunteers and assignments.

August-September-October

____	Send news releases for events.
____	Double-check details with everyone involved.

Enjoy the EVENTS!

October-November

____	Send thank-you letters and confirm how follow-up activities and the year-long partnership will be organized.
____	Prepare final reports based on your evaluation and other input.
____	Meet to review your partnership plan for involvement throughout the year.
____	*Start planning for your America Goes Back to School* event for 2002.**
____	Set the first meeting date and select a chairperson (if you have not done so already).
____	Make recommendations for next year’s celebration.

November-May

____	Keep up the momentum. Maintain volunteer efforts in the schools.
____	*Continue planning your America Goes Back to School* event for 2002.**