Phase II Storm Water Management Program
Public Meeting Planning Checklist

(Insert Date)
(Insert City)
(Insert Meeting Facility Name)	
What Do We Need To Do?	Who is Responsible?	When Do We Need to Have This Done?	
Secure Meeting Site		As soon as potential dates are decided.  Must have this information before producing announcements.	
Invitations/Announcements - Producing		8 weeks before meeting 	
Invitations/Announcements - Mailing and Advertising		First announcement 6 weeks prior to meeting, again 3 weeks prior, and 1 week prior. 	
Agenda - Producing		Need to start working on agenda as soon as possible	
Agenda - Mailing 		2 weeks before meeting; include in invitation/announcement 1 week prior to meeting 	

Banquet Event Orders-
•	Audio Visual Equipment Needs
•	Room Set-up Confirmed
•	Refreshments (if any)		2 weeks before meeting 	
Meeting Packets or Individual Handouts including the following items:
•	Agenda
•	Presentation Materials
•	Background Information
•	Worksheets 
•	Public Comment Forms
•	Contact Information for Submitting Additional Comments		1-2 weeks before meeting
	
On-site Registration Information		Determined 1-2 weeks before meeting
	
On-site Note Taking		Determined 1-2 weeks before meeting	
Meeting Follow-Up activities:
•	Summarizing public comments
•	Responding to public comments
•	Sending thank you notes to volunteers
		No later than 3 weeks after meeting/closing of public comment period