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
  • Include requests for volunteers & interpreters, either in this announcement or as separate announcements to be sent around the same time
    • Tech volunteers to help run Zoom sessions
    • Facilitators for recurring workshops like FTWNB, BIPOC, and possibly a Disabilities group
    • Any other volunteers you think might be useful
    • Translators and interpreters - we have some we've worked with in the past, but there's some turnover and it's nice to have people in the bike collective community so they are more familiar with the language
  • 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

Recurring

• Continue sending/posting reminders that registration is open every ?? weeks until the event
• Continue requesting volunteers & interpreters until you're confident that all roles are filled and you have some backup people in case anyone has to cancel.