Pre-Implementation Planning

As you know, planning for an event takes a lot more than finding the place and time. Use this worksheet to guide your ACE design and pre-implementation planning. Remember to review and update your plans regularly to ensure they align with your community’s needs and the ACE best practices.

Branding: Developing your Brand Identity:

1. What is the Main Message that supports your brand (no more than five (5) words)?
2. What are the 1 or 2 colors that identify with your agency and the branding?
3. What are the identifiable markers, such as a logo or artwork, that will help participants recognize the events as part of the strategy?

Promotion:

1. Community Event Participation: Identify 4-5 community events where your agency can promote alternative events (not counted as ACE Framework events):

2. Sponsor and Partner Outreach: Outline how you’ll promote to potential sponsors and partners.

3. Promotional Methods: List all promotional methods you plan to use (minimum of 5 to 7 methods):

4. How will consistency in media channels be preserved?

5. Describe the types of promotional materials you’ll create (e.g., yearly calendar, seasonal calendar, individual event invitations).

6. List the media channels you’ll use to reach your priority population.

7. Identify ways that the priority population will have access to events.

Marketing Plan

Provide an Event Marketing Plan that will be used consistently for each event. The Plan must include the elements on the table below:

Incentives/Rewards/Giveaways

1. Event Giveaways: List potential giveaway items appropriate for your priority population.
2. Incentive System: Describe any incentive systems for repeat attendance (e.g., beads, pins, or magnet collection).
3. Survey Incentives: Outline incentives for participants who complete event surveys.

Cost

Cost consideration is part of the package. We need to be certain that funds and donations are in place to create a sustainable effort. Provide a Budget with the following consideration for each event

Costs to consider include:
• Venue: Rental cost for location? What is involved in that fee?
• Rentals: Items that must be rented for the event to take place (other than venue) For instance, Jump Houses, booths, games,
• Promotions: Advertising, marketing and other methods to promote the individual event. This includes materials for print advertising.
• Incentives: Giveaways at the event
• Materials:
• Office Supplies:
• Staff: Cost of staff time to plan and carryout event
• Other: i.e. security, event insurance
• Other
• Donations: Donator and service/item donated (i.e. venue, marketing, silent auction items, food)

Other Considerations

1. How will a midcourse adjustment, based on reach, be integrated?
2. Substance-Free Policy: Describe how you’ll enforce and communicate the no alcohol, vaping, tobacco, or substance use policy.
3. Voluntary Participation: Explain how you’ll ensure and communicate that participation is voluntary.
4. Customer Focus: Describe how your events will provide benefits that outweigh the perceived costs (time, distance, relationships, reputation) for your priority population.

Pre-Implementation Checklist:

​​☐​ Branding elements designed and approved

​​☐​ Event schedule drafted for the year

​​☐​ Planning team assembled and meeting schedule set

​​☐​ Promotional strategy developed

​​☐​ Giveaway and incentive items selected

​​☐​ Budget estimated for locations, materials, activities, and promotion

​​☐​ Community partnerships identified and outreach plan created

​​☐​ Evaluation data collection plan established (e.g., surveys, attendance tracking)

​​☐​ Contingency plans developed for potential issues

​​☐​ Pre-Implementation plan Technical Assistance Consultation completed

☐​ Reviewed policies for liability insurance and releases with agency and created process for standardization.

☐​ Reviewed policies for photo releases and created process to distribute.