Use the following timeline to help plan your fraternal outreach event.
☐ 9 weeks prior to project date
Date:
1. Form a committee
2. Brainstorm project event/ideas: community, parish needs
a. Project should target a specific need
3. Discuss time frame
4. Review resources to determine needs
a. How many people do you need to help you plan and coordinate?
5. Create a partnership list: other organizations, agencies, or groups willing to donate
money, supplies, volunteers
☐ 8 weeks prior
Date:
1. Decide what’s needed: resources, skills
2. Determine committee tasks/write descriptions of duties
3. Set goals for project/event
a. You can meet within that allotted time frame
4. Contact potential partners
5. Work on securing donations (if needed)
☐ 7 weeks prior
Date:
1. Recruit volunteers to participate
2. Develop an action plan:
a. Where will the event take place? (get permission)
b. Determine day & time
c. Gather supplies, materials and forms
d. Publicity plan
e. Review liability/safety issues
f. Establish partnership responsibilities
g. Send invitations to government officials
☐ 6 weeks prior
Date:
1. Continue recruiting volunteers
a. Posters, bulletin stuffers, newspaper announcements
2. Register project with Home Office
3. Order materials, participant incentives (T-shirts, fraternal items)
FEEDING GOD’S CHILDREN | 800-552-0145, ext. 4920 | PO Box 3012, Naperville, IL 60566-7012
☐ 5 weeks prior
Date:
1. Start gathering materials and resources to execute project
a. Donations
b. Tools
c. Boxes & bags
d. Tables
e. Nametags
2. Reach out to local media
☐ 3 - 4 weeks prior
Date:
1. Meet with volunteers and review project/event day plan
2. Go over logistics/organization
☐ 2 weeks prior
Date:
1. Communicate up-to-date information to volunteers
2. Go over plan
3. Send out pre-event press release
☐ Week of event
Date:
1. Follow up with media
2. Ensure all supplies are ready
3. Review safety concerns
☐ Day of the event
Date:
1. Show up and have fun!
2. Clean up
3. Take photos
☐ Follow-up
1.
2.
3.
4.
Date:
Celebrate and evaluate results
Recognize volunteers
Send thank you notes to volunteers, partners, donors, officials, and media sources
Send post-event forms to Home Office
FEEDING GOD’S CHILDREN | 800-552-0145, ext. 4920 | PO Box 3012, Naperville, IL 60566-7012