National Infant Immunization Week Sample Check List and Timeline

For each of the tasks listed below, there is a suggested target date. 
You are to fill in the completed date and the planning committee Agency/Member responsible for the task.
  
FOR EXAMPLE:
    TASK:  Overall coordination of event Recruit and convene planning committee 
    TARGET DATE:  November 
    COMPLETED DATE: (fill in the blank)
    PLANNING COMMITTEE AGENCY / MEMBER RESPONSIBLE: (fill in the blank)   

  TASK:  Overall coordination of event Recruit and convene planning committee 
  TARGET DATE:  November  
  
  TASK:  Host planning committee meetings (monthly and as needed) 
  TARGET DATE:  Nov-April  

  TASK:  Participate in conference calls with CDC (monthly and as needed) 
  TARGET DATE:  Jan-April  

  TASK:  Identify key immunization issues 
  TARGET DATE:  January  

  TASK:  Determine program/event(s) focus and emphasis:  
  * Define event(s) purpose
  * Identify audiences for event(s)-(physicians, parents, daycare center staff, nurses, business community, 
    clergy, health care associations, elected officials, etc.) 
  * Identify event(s) format (grand rounds, children's activities, etc.) 
  TARGET DATE:  January  
  
  TASK:  Identify key immunization messages for event(s) Advise on site/location (if outdoors, an alternate 
  bad weather site) 
  TARGET DATE:  January 

  TASK:  Select event date and event sites (Check on conflicts with other events) 
  TARGET DATE:  January  

  TASK:  Confirm event dates and sites 
  TARGET DATE: January 
  
  TASK: Develop program/event(s) agenda (include presentation time, topic, presenter and credentials)
  TARGET DATE:  January 

  TASK:  Identify VIP activities 
  TARGET DATE:  January  

  TASK:  Invite speakers and moderator 
  TARGET DATE:  January  

  TASK:  Invite NIP/CDC/HHS dignitaries 
  TARGET DATE:  January  

  TASK:  Invite VIPs-Governor, Mayor, Senators, Congressmen, city officials, etc. 
  TARGET DATE:  January  

  TASK:  Invite celebrities 
  TARGET DATE:  January  

  TASK:  Compile local presenter and VIP bios 
  TARGET DATE:  February  

  TASK:  Recruit volunteers 
  TARGET DATE:  January  
 
  TASK:  Design and print invitations 
  TARGET DATE:  February  

  TASK:  Develop invitation list (local government officials, legislators, community leaders, health officials, 
  parents, providers, and others.) 
  TARGET DATE:  January 

  TASK:  Mail invitations 
  TARGET DATE:  March  

  TASK:  Compile RSVPs March-
  TARGET DATE:  April  

  TASK:  Suggestions for VIP transportation and hotel 
  TARGET DATE:  March  

  TASK:  Suggestions for CDC/HHS transportation and hotel 
  TARGET DATE:  March  
  
  TASK:  Secure VIP transportation and hotel 
  TARGET DATE:  March  
   
  TASK:  Secure CDC/HHS transportation and hotel 
  TARGET DATE:  March  

  TASK:  Logistical support:  
  * Secure appropriate permits, if needed 
  * Site visit to event venues 
  * Event site logistics 
      * Room set-up (chairs, tables, podium, etc.) 
      * Security (if needed) 
      * Restrooms 
      * Handicapped accessible 
      * Parking 
      * Media interview area (one-on-one) 
      * Audio visual needs (microphones/speakers, LCD projector and screen, laptop computer, etc) 
      * Easels 
      * Mutli box for media (press events)
      * Electrical outlets
      * Provide address and directions to event venues
  TARGET DATE:  January - March  

  TASK:  Design and print:  
  * Programs March 
  * Banners 
  * Nametags 
  * Posters 
  * Directional signs 
  * Podium signs 
  * Recognition awards 
  TARGET DATE:  January - March  
  
  TASK:  Write local speaker remarks/talking points (as appropriate) 
  TARGET DATE:  March  
 
  TASK:  Write CDC/HHS speaker remarks/talking points/presentations  
  TARGET DATE:  March 
  
  TASK:  Media Relations  
  * Develop media plan (op-ed, editorial board meetings, interviews, etc.)  TARGET DATE:  Feb 
  * Develop and Distribute media advisory  TARGET DATE:  April 
  * Develop and Distribute news releases  TARGET DATE: April 
  * Develop and produce media kit  TARGET DATE: March/April 
  * Develop media list  TARGET DATE:  Feb/March 
  * Do media mailing and call outs-Put event(s) on wire day books  TARGET DATE: April 
  * Schedule media interviews  TARGET DATE: April 
  * On-site media relations  TARGET DATE: April 

  TASK:  Thank you letters
  TARGET DATE:  April/May  
 
  TASK:  Evaluation  
  TARGET DATE:  On going