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Date/Time Confirmed
Venue Description, Room Layout Finalized
Include images of the room, address, important details, etc. *** This finalized document will be shared with volunteers in the volunteer packet.
Components of clinic to consider for venue layout/client flow:
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Intake Interviews:
- Do intake interviews need to take place before attendees receive services? Most Pro Bono and Civil Legal Aid organizations require intake of some kind to confirm eligibility for federally funded services. If intake interviews are required at the event, ensure that there is enough privacy for these interviews to take place and that there is an easy way to send folks to these interviews. When choosing location for intake, make sure there is enough space for people to be comfortable speaking about sensitive matters, such as income.
- Note: The intake process takes 20 minutes or more to complete. It is possible and likely that people who require intake on-site will not see an attorney as quickly as those who completed intake prior to attending the event. Additionally, intake interviews that take longer than others will necessarily be seen out of order of arrival. These situations make intake interviews difficult to transparently implement and will likely cause a bottleneck.
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Check-in/Registration:
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If possible, it is best to have one ingress/egress point. It is ideal to place check-in table directly in front of that entrance point. This positioning allows partners to ensure that all attendees are registered, complete intake (see below), know where they need to go, and receive the educational materials provided by partners.
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Supervising Attorney:
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The supervising attorney should be relatively central to the layout so that the attorney can resolve issues that arise promptly and efficiently.
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A walkthrough of the venue prior to booking is helpful to visualize layout and event flow.
Exterior Consideration Points:
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Parking
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Entrance for clients (including where signage could be to guide clients and places for greeters)
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Load-in points for gear
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Exits and safe places for satellite wifi dish
Interior Consideration Points:
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General Size
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Audiovisual capabilities
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Chairs, tables
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Outlets
Registration Process Finalized
What are the considerations for finalizing the registration process?
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What are the cutoff dates for registration?
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Will there be a registration drive at other events?
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What information do service providers need to capture during registration? (citizenship, location of legal issue, issue type, etc.)
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If you are running registration through an online system:
- What barriers does this pose to serving your population without online access (rural, elderly)? What can you do to mitigate these issues? The community organization partner will likely have valuable input on this front, which should be shared and addressed early in the planning process.
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Hosting pre-registration for the event:
- Hosting pre-registration for the event is ideal because it manages expectations about how many people to expect and the number of attorneys necessary to provide meaningful services, and it makes check-ins faster. It also alleviates pressure on the intake staff and reduces bottlenecks on the day of the event.
- A pitfall we often see in pre-registration management, however, is the population's reticence to accept intake phone calls or complete the interview before the event. The community partner plays a crucial role in allaying participants' concerns about the phone calls and reassuring registrants that the request for information is legitimate rather than a phishing expedition or scam.
Deadlines Established for Marketing Push (flyers, media, canvassing)
What are the considerations for setting marketing push deadlines?
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When do you wish to close registration?
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What is the general turnaround time for media?
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How long do they take between receiving press release and getting something out? Are you looking for media to attend the event, or promote it?
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Do any organizations have a media contact list?
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Is anyone comfortable going on either television or radio? If you have connections to print, digital, radio, or television media, designate a person from the collaboration to handle the interviews and/or appearances.
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