TRAFFIC SAFETY EVENT PLANNING TEMPLATE

Chronological Guide

By Pam Fox Spring 2025

About 2 months in advance of event:

  • Set a date (consider timing of monthly promotion deadlines, see below “event promotion” bullets for monthly email newsletters and publications)
  • Create event flyer draft (that does not yet include event partners) using Canva or other program
  • Write a 3-5 sentence description of the event that accompanies the event flyer (see example of 3/31 event promo materials)
  • Create Google form that collects name, email and number of participants for people planning to attend. The purpose is to be able to estimate the number of participants (for supplies) and have a way to communicate with the expected participants for any reason if necessary (e.g., unexpected event cancellation, or just a reminder about the event). Example form from 3/31 event (this form can be “copied” and updated/customized for a future event to save time).
  • Event flyer can include QR code to Google form collecting RSVP info. See example of 3/31 event promo materials with event flyer created in Canva.
  • Invite PBOT Safe Routes to School (SRTS) to partner on the event by contacting SRTS Manager Janis McDonald (view contact list below). Request SRTS edits and feedback about the event details, and flyer.
  • Invite Portland Police Bureau (PPB) traffic patrol participation at the event by emailing Sargeant Betsy Hornstein (view contact list below). She will look into the availability of a PPB safety grant to fund officer participation.
  • Invite other event partners (e.g. nearby schools) to reply about their participation allowing about 2 weeks for them to respond (often it is necessary to consult their organization’s leadership or arrive at a joint decision). Other organizations that agreed to share the announcement with their community and participate at the event in any way were considered “partners” for the 3/31/25 event. Note that for 3/31 the amount of work was minimal to be considered an event partner and have logo included on flyer.\

About 6 weeks in advance of event:

  • Update event flyer to include partner organization logos.
  • Distribute final version of event flyer to partner organizations (and any relevant outlet) digitally with a paragraph written description of event to accompany the image. Request to partner organizations that they share widely, as possible. Recommend: include as a recipient Brittany Quale with PBOT to share on social media and in the monthly PBOT Vision Zero newsletter. This is the example of 3/31 event promo materials, which was a detailed kit of all promo materials shared with event partners. A simpler version with only one flyer and paragraph was shared with other outlets (e.g., PTA newsletters, direct communication to parents at participating schools, neighboring businesses)
  • Event promotion: Distribute digital flyer and descriptive paragraph to D4C Coalition “Voices” publication (due the 15th of the preceding month of publication for publication around the first of the month; editor is Dean Smith smithd1111@comcast.net ), and to neighborhood newsletter(s).
  • Event promotion: If the event location is near a Portland Parks & Recreation facility, send the promotional flyer and paragraph to PP&R Westside Outreach Coordinator Kayla Miles ( kayla.miles@portlandoregon.gov ) requesting inclusion of the event announcement in the relevant PP&R monthly newsletter (there are many, and PP&R can help determine the right one). Recommend following up on this to ensure completion!
  • Event Promotion: Update neighborhood association website(s).
  • Event promotion: If the event is near a school, forward event announcement materials to the PTA, secretary or other contact/liaison to the parent community
  • Schedule joint social media (e.g. Instagram) posts with PBOT Safe Routes (Brittany Quale) and local business association if applicable. Also invite SafeRoutesPDX as collaborator on the post for wider reach. Including images or short video clips in addition to event flyer in social media increases engagement online.
  • Meet with PBOT SRTS manager Janis McDonald about details of event support that can be provided (e.g., signage, bike lights to hand out, flyers to hand out, use the zebra costumes, etc)

About 4 weeks in advance of event:

  • Social media announcements are posted on Facebook, IG, other (if applicable)
  • Put up printed event flyers in key locations, e.g. community center, schools, businesses
  • Invite District 4 City Councilors:
    • There is a web form to invite all 3 District 4 Councilors to an event (start with this): https://www.portland.gov/help/contact-elected-official so you might start with that.
    • Direct Email is also an option (this was used for 3/31 as well)
      • Olivia Clark (councilor.clark@portlandoregon.gov)
      • Eric Zimmerman (councilor.zimmerman@portlandoregon.gov)
      • Mitch Green (councilor.green@portlandoregon.gov)
    • They share one phone number that could be useful for follow-up: 503-823-4359.
  • Almost all of the planning is finished one month ahead of the event

2 weeks in advance:

  • Estimate attendance by viewing the responses in the RSVP form and make sure to have enough supplies (e.g., safety vests, “slow down” signs, etc)

1 week in advance:

  • Planners connect with each other to go over details of supplies (signs, vests, etc)
  • Have a plan for taking photos (and verbally getting consent to share them)
  • Email PPB confirmation time/place to meet (ahead of event start time for coordination?)

2 days in advance:

  • Email a reminder about event day instructions to participants who RSVP’d (e.g., what to bring, where to go, how long it will last, who to look for, what to do in case of poor weather)
  • Make a plan for who is greeting elected officials, and where/when

EVENT DAY:

  • Have fun!

2-3 Days after event day:

  • Email a small number of the photos of the event to event partners (and special guests like elected officials) with a caption that includes photo description, names of people pictured, and credit for who took the photo.
  • Return borrowed supplies if applicable (e.g., zebra costume gets dropped off downtown).
  • Write a paragraph summary of the event that can be posted along with photos online for social media, as well as included in the next NA report submitted for the next monthly meeting
  • Complete the D4C event reporting form to help our district coalition track and document the awesome work we’re doing link here
  • Submit the written paragraph summary with the best photo of the event to local neighborhood and business association newsletter contacts, asking that they also submit an article to the D4C Voices publication