Timelines
MENOPOLOOZA EVENT PLANNING TIMELINE
✅ 6 Months Out – MARCH 2025
Finalize dates and secure venue
Define event goals, themes, tone, and audience
Set budget (ticket tiers, honorariums, vendor fees, etc.)
Draft speaker list & begin outreach
Create a project management system
🔥 5 Months Out – APRIL
Confirm keynote(s) & initial speakers/panelists
Design logo (✔️ done!) + branding assets
Build event website or landing page
Draft speaker agreement & intake forms (✔️ done!)
Start sponsorship outreach (local businesses, health orgs, etc.)
Begin rough schedule layout
Research vendors: catering, A/V, furniture, signage, etc.
🎟️ 4 Months Out – MAY
Launch early bird tickets + initial marketing push
Confirm additional speakers & workshops
Open vendor/exhibitor applications
Send out detailed intake forms to all speakers
Draft accessibility, inclusion, and safety policies
Confirm insurance, security, and permits if needed
📣 3 Months Out – JUNE
Finalize speaker list & schedule
Confirm all contracts: venue, A/V, catering
Ramp up promo: newsletters, social, local press
Secure volunteers / staffing team
Book hotel blocks for out-of-town speakers (if needed)
Order merch, print materials, swag bags
🌼 2 Months Out – JULY
Run virtual speaker check-ins
Finalize decorations, signage, and installations
Confirm all dietary needs & accessibility requests
Launch “What to Expect” campaign for attendees
Create final event run-of-show & production script
Final call for sponsors, vendors & partners
🌟 1 Month Out – AUGUST
Confirm headcounts (attendees, vendors, volunteers)
Send detailed speaker/sponsor/vendor info packages
Rehearse key segments (MCs, opening, closing)
Test tech + backup plans (WiFi, recordings, livestream)
Begin assembling swag bags + printed materials
Send out final schedule to attendees
🎉 1 Week Out – MID SEPTEMBER
Pack supply kits (signage, badges, snacks, emergency kits)
Walk through venue layout and finalize signage
Confirm deliveries + setup times with all vendors
Send final reminder emails to attendees and speakers
Rest, hydrate, and get your outfit ready 😉
✨ SEPTEMBER 20–21: MENOPOLOOZA!
Activate your team & show up grounded
Capture photos, stories, and feedback
Have fun, cry if needed, hug it out
Celebrate everything you created
💌 1–2 Weeks After
Send thank-you emails to speakers, volunteers, sponsors
Share event recap, photos, testimonials
Gather feedback via post-event survey
Start planning for 2026?
🌸 MENOPOLOOZA — Sample Schedule
DAY ONE
9:00 AM – Opening Ceremony
Welcome, grounding, music, laughter, and intention-setting.
9:30 AM – Keynote with Dr. Tracy Rodgers
A myth-busting, science-backed, empowering kick-off.
10:30 AM – Break & Movement Moment
Stretch it out, sip something delicious, mingle.
11:00 AM – Panel: “WTF Is Happening To My Body?”
Clinicians, holistic practitioners & real folks talk hormones, symptoms & sanity.
take time to add post its to poster paper on the walls-
“What do I want to learn/ understand more about peri/menopause?”
“what do I want other people to learn/ understand about peri/menopause?”
From these we can develop the questions for the World Cafe
12:15 PM – Lunch
Menopause-friendly, body-honouring, delicious options.
1:30 PM – Workshop: Gifts of Imperfection with Bryn Meadows
✨ A self-esteem deep dive to reclaim your voice, worth & power.
3:00 PM – Snack & Connect Break
Guided small group chats or quiet time in the Chill Lounge.
3:45 PM – Fitness For Real Bodies- With Jenn Farrell
Educational class with our fabulous fitness consultant – no pressure, all joy.
4:30 PM – Closing Ritual- hand out gift bags?
Contribute to the project: “My menopause superpower is…”
End with a Cameo
5:00 PM – Evening Off
DAY TWO
9:00 AM – Coffee/tea Social
9:30 Gratitude video (the one with curses) Welcome the group, give instructions for the activity
10:00 AM – Tea & Talks: World Cafe on Menopause
11:00 AM – Workshop/ Panel: “How To Talk to Your Doctor (Without Losing Your Mind)”
Advocacy tools, language scripts, red flag detectors.
12:00 PM – Lunch & Community Art Project?
Build something beautiful together while you eat.
1:30 PM – Breakouts (Choose Your Own Adventure)
🔥 Sex & Intimacy in Midlife
🧠 Mental Health, Rage, and the Rollercoaster
💼 Menopause in the Workplace
3:00 PM – Break & merch
Add to the wall- what’s is my biggest take away?
3:45 PM – Closing Panel: “Now What?”
Visioning, action, next steps, and menopause as initiation.
4:30 PM – Final Ceremony
Music, intention, and a collective affirmation that we are not alone.
Ideas:
Cameos: JVN, Lindy West etc.
Sponsorship? Foxy Box, Georgia Straight Women’s Clinic, Woman MD…
Offer: free tickets to Odd Fellows in Exchange for volunteering
Invite divisions of family practice 2 tix?
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