Gretchen Mensing and Sarah Siewert of the Governor's Council on Physical Fitness, Health and Sports plan several annual events including Legislative Education Day, All Children Exercise Simultaneously, the Michigander Bicycle Tour, and the Mackinac Bridge Labor Day Run. Their process involves 4 phases: long-term prep, the week prior, event day, and post-event. They create timelines, assign tasks, develop communication plans, create materials like binders and agendas, problem solve issues, and send thank you notes after reviewing budgets and event feedback.

1. EVENT PLANNING
Gretchen Mensing
Public Relations and Development Manager
Sarah Siewert
Marketing and Events Coordinator
Governor’s Council on Physical Fitness, Health and Sports

2. PERCEPTION
SAMANTHA JONES, SEX AND THE CITY
Party
planning
Cheek
kissing
Cosmo
sipping
EX
Elbow
rubbing
Glamorous
living

3. EVENTS WE PLAN
Legislative Education Day
All Children Exercise Simultaneously (ACES)
Michigander Bicycle Tour
Mackinac Bridge Labor Day Run
Mentoring: A Running Start
Governor’s Fitness Awards: One in a Million
Promoting Active Communities Awards

4. PHASE 1: LONG TERM PREP
“Spectacular achievement is always
preceded by spectacular preparation.”
– Robert H. Schuller

5. PHASE 1: LONG TERM PREP
Timelines
Brainstorm
Whiteboard
Weekly meetings
Task assignments

6. PHASE 1: LONG TERM PREP
Communication plan
Details
Promotion

7. PHASE 2: WEEK PRIOR
“There cannot be a stressful crisis next
week. My schedule is already full.”
– Henry Kissinger

8. PHASE 2: WEEK PRIOR
Event binder
Lists
Talking points
Agenda
Nametags
Photo by: http://www.flickr.com/photos/richardmoross/490972294/

9. PHASE 2: WEEK PRIOR
Last minute requests
Stress
Minutia
Photo by: http://www.flickr.com/photos/tzofia/270800047/sizes/l/

10. PHASE 3: EVENT DAY
“Expect the best, plan for the worst,
and prepare to be surprised.”
– Denis Waitley

11. PHASE 3: EVENT DAY
Setting up
Working with on-location staff
Last minute changes
Problem solving
Quick thinking
Packing list

12. PHASE 3: EVENT DAY
VIPs
Lack of food, rest

13. PHASE 3: EVENT DAY
Binder and phone in
hand
Organized chaos

14. PHASE 3: EVENT DAY
Media

15. PHASE 3: EVENT DAY

16. PHASE 4: POST-EVENT
“It ain’t over till it’s over.”
– Yogi Berra

17. PHASE 4: POST-EVENT
Thank you notes
Budget review
The Good, Bad and Ugly
Overlaps with next event planning
Pictures, video
Re-cap for media and Web
Sponsor follow-up and ROI books

18. WHERE IT ALL HAPPENS
The Cave of
Insanity

19. QUESTIONS?
Photo by viva la vibs