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RC Week Planning Timeline

It’s important to get organized from the beginning of your RC Week planning. We’ve created a sample timeline to help you stay organized. Need additional inspiration check out previous RC Week events.

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Planning Timeline

  • Set-up a planning meeting with professional recognition week committee members at least three months prior to event.
  • Choose a coordinator/chair and two-three other individuals to help plan promotion/event activities at your workplace or school. Once the group is formed, meet regularly to make a list of tasks for each person to do. Tasks might include:
    • Developing ideas for promotional material.
    • Planning for food ideas.
    • Developing ideas for activities.
    • Talk to your manager when making plans.
  • Develop a budget for promotional materials, food, and space.
    • Find out what has been done in the past. Were those activities ones you’d like to repeat? Are there any special traditions or awards that should be continued?
  • Know logistics — For each activity you select, make sure you know what is required and how long it will take Be mindful of any special planning needs or inter-department coordination.
  • Decide what you want to accomplish — Is it fun, recognition, awareness in the hospital or community, etc then keep those goals in mind throughout the planning process.
  • Survey your staff/students about how they would like to be recognized during the week. Do they prefer fun games/parties/merchandise/recognition from leadership or something else? Once you have results, tailor your recognition to their interests.
  • Determine what resources you can use at your facility for advice and help. Often marketing, public relations, or human resources teams will want to join in Your social media expert or the communication manager are also great resources. Contact them early to give them plenty of time to help with your promotion efforts.
  • Confirm possible fees or permission needs — If you are going to be doing special events in the hospital or at public venues, determine whether there are any fees, or any special permission needed.
  • Consider the staff member’s ability to participate — When reviewing activity ideas, consider how each can be done with a department that is on shift and works in various areas.
  • Download AARC’s resources such as, posters, social media images, and other promotional items.
  • Review plans for activities and events.
  • Find out what is happening in your community — See what’s going on around the RC Week dates that offer participation opportunities. Fall is a favorite time of year for public, or school events. See if you can set up a booth or offer asthma screenings to highlight the profession.
  • Make a list of all those who might be interested in hearing about your celebration, including individuals or groups within your own work setting, local media, the governor/mayor, local schools, and other healthcare providers, such as hospitals, laboratories, medical offices, and clinics.
  • Finalize the email list for promotion.
  • Send out a proclamation request to the mayor/governor, press release, and listings to the local newspapers and other community venues for inclusion in the “Calendar of Events” sections.
  • Order promotional items (allow three to five weeks production time) from the official AARC RC Week at the RC Week Online Store.
  • Email/mail notices of events/activities.
  • Review all the details and finalize any promotion or event details.
  • Make sure all promotional items have arrived.
  • Confirm all events/activities and ensure volunteers know what to do.
  • Share excitement about the week by posting items on social media, including who will be taking pictures and sharing information with AARC, your organization and social media.
  • Watch for AARC’s contests and other fun activities during the week, then share social media posts, emails and online community information with your contacts.
  • Check in with everyone involved to make sure they understand assignments and deadlines for designated duties.
  • Communicate often during the week, get everyone involved, and most of all, have fun.
  • Meet to recap the week on Friday or the following Monday. Obtain feedback from volunteers on the events/activities.
  • Do a write-up on what went well, what you would do again, and what didn’t work. Also, make sure you note suggestions from others about activities/events for next year.
  • Send thank you notes to all volunteers and any donations or in-kind gifts you received.
  • Email AARC any pictures from the event to marketing@aarc.org or tag us at #RCWeek26.