Planning Timeline

Planning Timeline

Up to two months before the event:
Determine members of planning team and encourage a first meeting to decide the location, date, and basic responsibilities (food –if any, invites, person to receive RSVPs, person responsible for providing info at event, set-up and clean-up).

4-6 weeks before the event:
Brainstorm guests and make a list of names and addresses. Use two methods of contact (mailing, phone call, or email). RCWMS will provide the names and addresses of everyone in the area who may be interested. We will also send an email to our list with party dates and locations to extend the word.

2-3 weeks before the event:
Fill-in details on invitations and mail to guests.

10 days before the event:
Team members meet again to plan food purchase, create an itinerary, and take care of last minute details. Make sure DVD plays in your DVD player. Contact us with problems.

5-7 days before the event:
Call everyone to remind about the house party.

Day of:
• Set up food and drinks. Test the DVD again before the party. Put out the items for purchase, if you have them.
• Welcome guests and allow guests to mingle. Ask everyone to sign-in with their mailing address, email address, and telephone number. (15-30 minutes)
• Welcome guests and have introductions (15-20 minutes). Tell how you have been personally connected to Meinrad Craighead and the Documentary Project.
• Show the preview DVD of “Praying with Images” (10 minutes).
• Discuss DVD’s themes, using these materials or your own questions (30-90 minutes)
• Introduce opportunities to get more involved with the documentary project, Meinrad Craighead, and/or the Resource Center. In addition to making tax-deductible donations, guests can purchase gift items, provide fundraising contacts, donate frequent flyer miles, or host a house party. Please ask everyone to fill out an attendance card, which allows room for suggestions and offers ways to volunteer. Checks should be made out to RCWMS. With a $50 donation, guests will receive a copy of the preview DVD in the mail.

Post-event:
Congrats! Thank you! You’re done! Please send us:
• The house party feedback form
• Attendance cards and sign-in sheet (Indicate anyone who was particularly interested)
• All donations received at the event