General Timeline
1st Year Luminary Planning Steps for a mid-December Event
September
October
November
December
**Just remember that what you put on your website is open to the public. Be cautious with personal information and sensitive information.
September
- Build website with the following: event details, budget breakdown, how to order, volunteer info, sponsorship, and contact info.
- Optional: recruit sponsors to help cover the cost of your event. You can feature their business on your website and in a printout on the day of your event.
- Optional: connect your event to a local charity. This is a great way to give back during the holiday season.
October
- Figure out this year’s agenda, pricing, budget, and volunteer needs.
- Mail annual luminary postcard to all neighbors to garner interest.
- Track all participants in an excel spreadsheet: name, address, email, phone.
- Send email to all willing participants with detailed event information.
- Figure out logistics: where to pick up order, sand, etc.
- Use social media to broadcast.
- Blog updates.
November
- All orders should be in one to three weeks prior to your event. You want to allow yourself enough time for your luminary vendor to have your order ready in time for your event.
- Recruit willing neighbors from each street to reach out to approx 5 nearby homes who have not signed-up (mid-Nov)
- Email blast for volunteer sign-up (Nov 25th).
- Drop-off “last call’ notes to non-participating homes that show a gap in the lights on well-participated streets (late Nov)
- Plan agenda for day-of and work flow (late Nov).
- Reach out to social media and news sources to broadcast.
- Blog updates.
December
- Close ordering window online the 1st week of December.
- Touch base with sponsors and local charity.
- Email all participants pick-up instructions and event details.
- Email all participants again the day before and the day of the event.
- Pick up all luminary kits from a central location the day of the event.
- Blog updates.
**Just remember that what you put on your website is open to the public. Be cautious with personal information and sensitive information.