CREATE A CLINIC
Louisiana Appleseed's How-to Guide for Hosting Your Own Estate Planning Legal Clinics
By Jack Galle, Louisiana Appleseed's Outreach Coordinator
The purpose of this guide is to highlight the planning process Louisiana Appleseed uses for our estate planning legal clinics. The goal of these clinics is in line with Appleseed’s broader purpose of alleviating issues of Heirs’ Property and preventing its proliferation through the provision of free, easily accessible, estate planning education and legal services.
I hope you will find this documentation helpful for understanding the work that goes into creating these events and recreate them to fit your own community’s needs. This guide is structured as a timeline, with each time given a target for where the planning process should be leading up to the event. I have also done my best to include various pitfalls and considerations when making choices for your event and a few different case studies based off of events Appleseed has planned and executed.
HOW TO USE THIS GUIDE
Below is a broad overview of the targets you should be trying to reach leading up to your event. Want more detailed guidance than the overview below? You can start your journey here, or use the timeline below to navigate to specific sections of the guide.
Throughout the guide, in addition to detailed information on how to plan your event, there are links to supplemental resources like room flow planning and checklists. You can find canva templates and PDFs of the entire collection of those resources linked below.
CLINIC PLANNING TIMELINE
Two Months or More Before Your Event
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Client and Service Capacity Established; Event Size: Event Type
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Secure the Date, Time
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Secure Event Location
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Discuss Audio and Visual System Possibilities
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Discuss How the Room Can be Laid Out.
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Planning/Meeting Schedule Created
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Identify Partners and Roles They Will Play
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Determine Marketing Strategy
One and a Half Months Before Your Event
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Date/Time Confirmed
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Venue Description, Room Layout Finalized.
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Registration Process Finalized
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Deadlines Established for Marketing Push
One Month Before Your Event
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Marketing Push Active
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Paper Flow Created
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Event Staffing Requirements
Two Weeks Before Your Event
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Set Day-of Agenda with Arrival Times.
One Week Before Your Event
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Set Up Will Generator Event; Include Passwords in Packet
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Email Volunteers with Informational Packets on the Event.
Day of Your Event
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Go Through Tactical Checklist
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Check-In Individual Roles at the Registration Desk
After Your Event
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Send event feedback survey to staff/volunteers.
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Set Post-Event Debrief Meeting
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Enter event participant evaluation data