TIMELINE

Staying calm and having a great planning season

Timeline Resources

1. Early plans at Miro (2022) (note: we didn’t use the workshop schedule planning idea on the far right)
2. Emails from previous years can give a sense of what needs to be on the timeline (note: we didn’t send enough general announcements to the ThinkTank in 2022, we were too busy planning.  We probably should have sent them monthly instead of in clumps?)
3. Last-minute plans at crunch time to-do list from 2022

General Timeline Overview

This is a general timeline based on the 2021 and 2022 organizing experience. It assumes that enough resources are now in place to ensure a smooth, timely planning experience.

Prior Event

• Announce that you need volunteers for the next event
• Announce language exchange
  • to keep potential new volunteers involved and engaged

9-11 months before the event

• Host language exchange weekly
  • Establishes varying degrees of en/es & es/en among potential organizers
  • Keeping people involved between events
  • The next time there is a language exchange it would be cool to work on a mini low-consequence project together
    • Example: creating bilingual bike vocab resources

9 months before the event

• Schedule initial planning meetings
  • Update and share resources slideshow
• Recruit more new volunteers
  • Some degree of bilingual strongly encouraged
  • You don't have to know how to do everything, these traits will take you far:
    • commitment
    • enthusiasm
    • willingness to learn
• welcome new volunteers
  • getting to know
  • what are their skills and interests
• review language justice resources

8 months before the event

Decide

• Make important decisions
  • Decide language justice or other DEI goals for the year
  • Identify event "theme" (if any?)
  • Select event date
  • Start considering which specific people/groups you want to invite to host workshops (if any)

Write & Translate

• Create preliminary event description (due in 1 month)
  • write description (who/what/when/where/why/how) - check past events and email templates for inspiration
  • translate

Delegate

• Get someone to design a flier (due in 1 month)
• Ask the tech team for access to bikebike.org

7 months before the event

Outreach

• Post the flier and preliminary event description to
  • bikebike.org
  • instagram
  • facebook
  • any other social media this year's team is interested in
  • buttondown
  • ThinkTank
  • A wiki page for the event (& link to the page from MediaWiki:Sitenotice)
• Contact any specific people or groups you want to invite to host workshops (there may be a relevant draft in email templates)

Write & Translate

• Prepare announcement of event launch / open registration (due in 1 month)
  • Draft the announcement (who/what/when/where/why) - check email templates for inspiration
  • Translate it

6 months before the event

Launch the event!

Tech

• Open registration & workshop proposals on bikebike.org

Outreach

• Post the announcement that registration is open
  • bikebike.org
  • instagram
  • facebook
  • any other social media this year's team is interested in
  • buttondown
  • ThinkTank
  • A wiki page for the event
• Post/send the request for volunteers & interpreters, if that is a separate announcement