Planning Guide | Extra: Planning Basics

Planning Basics

Building a diverse but cohesive local planning committee is not an easy task. Although the committee starts with a core group, it quickly must expand to represent a balanced spectrum of the community. Successful planning committees can significantly increase the number of participants in Law Day activities as well as decrease costs. Consider the following questions as you Organize, Plan, and Implement your Law Day celebration.

Organize

1. What groups and individuals should participate in planning?

• Make sure there is a blend of both new and experienced partners on the planning committee. Those who have been involved before know what it takes to get the job done, while newer members provide fresh perspective and insight.
  
  
• There is sufficient work for all interested partners. Seek partners who will bring diverse talents and resources in support of the year's theme.

2. How large should the planning committee be?

• The answer is simple. The planning committee should be large enough to get the job done.
  
  
• Start with a core group of perhaps six to 12 individuals.
  
  Include representatives from the organized bar, minority bar groups, the courts, and law-related groups such as legal secretaries, paralegal organizations, and the bar auxiliary.
  
  Include representatives from local schools, community groups, and local affiliates and chapters of the groups listed in the Law Day Planning Guide.

3. When should the organizing begin?

• Don't wait. Early contact is critical to allow the various committees to start working together.

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Plan

4. What should happen at the first meeting?

• Establish leadership.
  
  Strong leadership is a must when the planning committee a chair and a vice chair. Keep in mind that the position of vice-chair should be one of training to become chair the following year.
  
  
• Agree on Law Day goals.
  
  Set goals that are high but achievable based on local resources.
  
  Discussing what each committee member wants to accomplish will drive the goals.
  
  Agreeing on specific objectives will keep the celebration focused. Those objectives might include:
  
  
  * Improving the content quality of classroom visits.
  * Diversifying the extent of the classroom visits.
  * Increasing student numbers.
  * Broadening audiences to be involved.
  * Broadening geographic coverage.
  * Improving community awareness and media opportunities.
  * Building bridges to implementing the program in additional community organizations.
  
  
  
• Establish committees and committee chairs.
  
  Each committee should have a clear definition of its roles. Start with the basic committees listed below and then customize committee needs based on your specific Law Day plan of action.
  
  
  * Program
  * Logistics
  * Finance
  * Media
  
  
  
• Establish a realistic schedule.
  
  Establish a timeline of critical dates with assigned responsibilities. The timeline provided in the Planning Guide is a good starting point.
  
  Customize the schedule based on the specific plan of action.
  
  Consider regular planning committee meetings to share work accomplished and keep everyone focused and knowledgeable.
  
  
• Conduct initial program discussion.
  
  Get all the ideas on the table but leave any final decision until the second meeting.
  
  Caution: Give everyone time to digest the many program options but don't delay the second meeting more than one week.

5. What should happen at the second planning meeting?

• Choose the program (or programs) that fit your goals.
  
  
• Don't overlook the fact that you will probably need multiple program option, based on your target audiences.
  
  School representatives can assure the program fits the curriculum and the student interest.
  
  Community representatives can work to align the program to their target audience
  
  
• Establish a program calendar.
  
  Brainstorm sites for the various program events—places where people gather such as shopping malls, bookstores, libraries, and businesses.
  
  A Law Day celebration can be on Law Day or any day of the week before or after Law Day, or in fact any day that works for you. For example, if there is a local schedule conflict that would involve the entire community, consider scheduling Law Day activities at another appropriate legal date, such as Constitution Day in September.
  
  
• Secure point persons to contact the various sites.
  
  To avoid overlap in communications, consider appointing one committee member to make all district level contacts, or divide up the prospect list and appoint individual responsibilities.

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Implement

6. Who should be included as sponsors and partners?

• Establish sponsorships and partnerships with those who share your goals and may be willing to share the costs as well can enhance your programs. These might include those who can provide some of the following basic needs for the various events.
  
  Sites—Libraries and government agencies make good partners because of their access to the public and meeting facilities.
  
  Media—Don't ever underestimate the power of newspapers, television, and radio stations, etc., not to mention local radio or TV talk shows. Ask the sponsoring station if they can absorb production costs and help with publicity.
  
  Print and Audiovisual Needs—Consider local print shops. You can keep costs down by finding sponsors or asking local businesses and law firms to help photocopy handouts and provide audiovisual equipment.
  
  Awareness—Use the newsletters and meetings of partners and sponsors to spread the word. There is always room for volunteers.
  
  Luncheon Speakers—While prominent speakers often ensure a good turnout and press coverage, you may find someone who is involved in improving the courts in your community to be an inspiring speaker. Be sure the presenter is a good communicator and focuses on the Law Day theme.
  
  
• See Involving the community and Publicizing your event for more tips.

7. Are volunteers necessary?

• Even when you have a very small budget for your Law Day programs, you can do a lot with the power of volunteers.
  
  
• Search for those who share the goals or the Law Day committee and are willing to absorb costs such as printing and postage.

8. How Do You Keep Committee Members, Partners, and Sponsors Happy?

• Clearly honor each group in all communications.
  
  Sharing recognition at every opportunity increases trust. The word will quickly spread that Law Day is a community effort. It will also build sustainability into the annual event.
  
  
• Establish a communication network.
  
  A central source for communication is essential for any successful community event. It assures that all inquiries receive appropriate action and provides public accountability for the event.
  
  
• Share resources.
  
  Sharing resources reduces costs for all coalition members. Remember it is easier to share resources when every individual and organization receives recognition for their contributions.
  
  
• Celebrate your success!
  
  After the event, celebrate your success. The informal session can be used to debrief and lay the foundation for the following year.