Event Planning Ideas and Timeline

NOVEMBER 13, 2008

Congratulations! Being a local event leader for World Usability Day 2008 is an exciting and terrific opportunity to show your commitment to and leadership of a highly visible, impactful global initiative. World Usability Day 2008 will take place on November 13, 2008. The focus this year is Transportation.

You don’t need to be a professional event planner to develop a successful event. However, there are some great “tips of the trade” that can help make the process smooth and not too stressful.

We are here to help you. The World Usability Day 2008 team is here to help you. Just call or email us – we have many resources to share with you. The earlier you register yourself as an event leader, the sooner we will be sending you materials, updates and important deadlines. Our World Usability Day 2008 Registration System is available as of June 17, 2008. You do not need to know all the details of your event to register, just the basics – the event leader contact info. Once registered, we can work with you to develop and promote your event. Registration of your event on the World Usability Day website is FREE in 2008, so please register as soon as possible. www.worldusabilityday.org.

Event planning ideas. World Usability Day 2008 is focused on Transportation. Our goal this year is to have the events address the theme. We have determined six topic areas and some broader questions that we hope you will be able to incorporate into your event. These questions and topics include:

How has transportation impacted our culture and society? What are the opportunities and constraints for our society?

• How do humans interact with the following aspects of transportation:

  • Modes – automobiles, planes, trains and subways, boats, trucks, busses, bikes, animals, and more.

  • Infrastructure – roads, highways, bridges, tunnels, and more.

  • Technologies and resources supporting transportation – online travel advisory and ticketing, maps and more.

  • Security

  • Signage

• How do the modes interact with each other?

• How is our environment impacted by transportation modes and issues?

• How have accessibility issues and challenges been addressed by transportation?

Event Planning Timeline

Getting Started

Assemble Your Team. This is not a task for one person. You need an engaged team. Depending on the size of your event, it can vary from a few additional volunteers to many more.

TIP 1: Always have a few more helpers than you think you need. You can never have too many backups and everyone can make a contribution. Don’t hesitate to ask for help.

Planning and Communication

Develop an overall event plan with as many event details as you know. Continue to refine the plan as you go. Create a checklist for each committee with an event timeline. The best rule of thumb is: TRIPLE CHECK all the details and communicate any issues upfront, when solutions can easily be found!

Communication is the key to a successful event. Checklists with event details for each committee and event timeline can be developed as well as an overall checklist and event timeline for the event organizer . Weekly team meetings of committee members are important. Conference calls work best, however, it will be important for certain team members to experience the venue prior to the event. Committees need to interact with any additional event volunteers and sponsors so they are part of the process and understand expectations.

Tip 2: Make sure your vendors and sponsors are part of the process and understand the plan.

Review and Refine. An event is a moving target. Constantly review all aspects and refine as necessary.

Tip 3: “You don’t ask, you don’t get!” You will be amazed by how many people will help provide pro bono and in-kind venues, products and services. All you have to do is ASK! Make sure to create a strong “win-win” situation.

Have Fun and Thank Your Team! The more fun you have with the event, the more fulfilled you will feel. The adrenalin rush or an event is strong and the team’s feelings of accomplishment and gratification will be tremendous. Make sure to thank your team and celebrate the success. Have a post event wrap up and celebration. Share your observations and record them as you begin to plan for 2009!

Planning Timeline

3-4 Months Prior to World Usability Day (July, August)

1-2 Months Prior To World Usability Day (September - October)

1 Month To Go To World Usability Day (October - November 13, 2008)

** an event planners tip is to use a dymo badge/label maker, available for $99 and facilitates onsite badge creation onto badge stock for last minute arrivals or attendee changes.

Create a supply box with pens, pads, glue, scissors, tape, Velcro, etc...

Identify and communicate the point people for the event (refer to your logistics plan):

If you have any questions or need event planning or execution help for World Usability Day 2008, please contact Caryn Saitz, Executive Director at: caryn@worldusabilityday.org.

www.wud.org