The following guidelines will help you plan a well-organized event. Depending on the size and type of gathering you envision, the level of publicity and program planning will vary. The most important thing to keep in mind for all situations is to have your publicity strategy and materials ready well in advance of the deadlines. We also recommend that you invite other organizations to co-sponsor the event, so that tasks can be shared and you will have access to a broader base of potential attendees. We wish you success and hope you have a wonderful response!

AT LEAST 12 WEEKS BEFORE THE EVENT, OR EARLIER IF POSSIBLE

• Theater, community center, classroom booked or rented. Check with the venue to find out what the projection format will be: VHS, 3/4" or BETA video cassette. Discuss possibilities for a reception before or following the screening. 
• Call and confirm special guests: a celebrity, community leaders, experts in related fields, etc. Also check if the guests are available to speak with writers from local papers in person or in phone interviews. 

• Prepare publicity materials. You can 'cut and paste' your specific information (i.e. time, date, and location) onto the MASTER FLYER in the GRAPHICS KIT). We offer this master as a suggestion to simplify your preparations. However you may wish to design your own. 
• Send out "Save The Date" postcards (bulk mail, if possible). 

• Photocopy flyers and send bulk mail to your mailing list and to lists from similar organizations and groups. If your organization has a newsletter, you can insert the flyer in addition to an announcement or article. 
• Send a stack of flyers to the Women's Studies, Public Health, Social Studies, Law, Political Science, Film & Video and other Departments on the campuses of your local colleges and universities. Also contact other groups interested in reproductive health, such as: Students for Choice, the YWCA, ACLU, League of Women Voters, etc. A complete listing of like-minded organizations is included in this guide. Ask groups who share your goal if you they would allow you to: 
* Utilize their mailing list for your own mailing.
* If you have a list, offer to exchange with them.
* "Piggyback" your flyer with one of their mailings. 
* Send them a stack of flyers to distribute and have in their offices. 
In exchange for their support, you might invite the group to have their organization's literature available on information tables at the event.
• Mail personal invitations by First Class, with a note to selected names from your list, such as donors, community leaders, legislators, activists who work for other causes, etc. 
• Coordinate volunteers to help with the reception and screening, and to distribute flyers and posters beforehand.