Texas Judicial

Branch

Beyond the Bench: Law, Justice, and Communities Summit

Beyond the Bench Summit - Task List 
10-14 Weeks Before Event
Task Due Date Assigned to Status Notes
Research venues       Room size, set up, parking, A/V equipment
Draft Save the Date        
Assemble invite list        
Assemble Planning Committee        

 

6-10 Weeks Before Event
Task Due Date Assigned to Status Notes
Draft Fact Pattern        
Planning Committee - 1st meeting        
Finalize contract with venue        
Save the Date sent - Groups A, B & C        
Draft invitation language        
Secure event security        
Finalize press plan        
Create RSVP link        
Create event landing page        

 

2-5 Weeks Before Event
Task Due Date Assigned to Status Notes
Planning Committee - 2nd & 3rd meetings        
Send invite - Groups 1, 2 & 3        
Inquire about hotel courtesy block        
Finalize speakers & event agenda        
Draft event brochure        
Finalize fact pattern        
Draft op ed        
Schedule conference calls with all speakers        

 

1 Week Before Event
Task Due Date Assigned to Status Notes
Send event reminder        
Finalize brochure and sent to printer        
Create event signage        
Request speaker bios        
Op editorial sent to newspapers        
Request speaker notes        
Draft post event evaluation survey        
Finalize video montage        
Finalize catering       Coffee service, lunch, refreshments/break

 

2 Days Before Event
Task Due Date Assigned to Status Notes
Send press release to media        
Confirm all speakers        
Confirm IT/AV needs        
Send event reminder to event participants        
Confirm security        
Finalize breakout groups + facilitators        

 

1 Day Before Event
Task Due Date Assigned to Status Notes
Bring timing cards, index cards for breakouts        
Set up venue       Auditorium for am; tables for lunch and breakouts, green room for speakers
Consider special seating needs (i.e. media, security)        
Small group meeting to cover event details        
Test A/V equipment        
Bring meeting materials       Timing cards for speakers, index cards for breakouts, table tents for afternoon panel, name badges

 

Day of Event
Task Due Date Assigned to Status Notes
Breakout group facilitator training 9am        

 

Month After Event
Task Due Date Assigned to Status Notes
Send Thank You notes        
Distribute post event survey        
Gather breakout session activity responses        
Evaluate survey results