BGMD TEAM ONBOARDING • EVENT & PRODUCTION CALENDAR

Black Girl Magic Day Signature Pink Carpet Event

Phase-by-phase timeline for planning, producing, and wrapping our signature Pink Carpet. This is your zoomed-in view of the event, from first outreach to final thank-you.

Core Event
BGMD Signature Pink Carpet — Harlem

Our annual, in-person celebration where girls of color walk the Pink Carpet, showcase their work, and experience a day built entirely with them at the center.

  • Date: May 23, 2026 (Harlem).
  • Audience: Girls 2–13, families, mentors, community partners, sponsors.
  • Leads: Operations, Programs, Partnerships / Development.
  • Connected to: After-school program, mentorship, and BGMD brand storytelling.
Phase 1
Foundation & Holds
~ 10–12 weeks out (late Jan – early March)
  • Operations: Confirm internal Pink Carpet date and alignment with program calendar.
  • Operations / Programs: Draft rough run-of-show (arrival, activities, awards, closing).
  • Partnerships: Build sponsor list and start outreach for cash support and in-kind products.
  • Operations: Start Harlem venue scouting (capacity, cost, accessibility, transportation).
Date Lock Run-of-Show Sponsor Prospecting
Phase 2
Venue & Sponsor Commitments
~ 8–6 weeks out (March – early April)
  • Operations: Confirm venue, date, time, and contract.
  • Partnerships / Development: Secure sponsor commitments (cash + in-kind) and confirm quantities.
  • Operations / Partnerships: Set product delivery deadline for goodie bag items (for example: by May 9).
  • Programs / Social: Align event theme, visuals, and key messages for families and sponsors.
Venue Lock Sponsor Deals Product Deadlines
Phase 3
Production & Goodie Bags
~ 4–2 weeks out (late April – mid May)
  • Product Assembly / Operations: All sponsor products and branded items delivered by the agreed deadline.
  • Product Assembly / Programs: Goodie bag packing and Pink Carpet materials assembled and counted.
  • Operations: Final run-of-show locked; staffing and volunteer assignments confirmed.
  • Comms / Social: Final family reminders, what-to-expect emails, and countdown content.
Goodie Bags Run-of-Show Family Comms
Phase 4
Event Day & Wrap-Up
Event day + 2–3 weeks after
  • Operations / Programs: Execute event day run-of-show and manage on-site flow.
  • Social / Content: Capture photos, video, testimonials (with consent) for future storytelling.
  • Programs / Operations: Gather feedback from girls, families, and team via quick surveys and debriefs.
  • Partnerships / Finance: Send sponsor thank-you emails, recap deck, and impact highlights; close out event budget and reporting.
Execution Impact Stories Reporting

Key Deadlines to Watch

  • Phase 1: Internal date locked + initial sponsor outreach started.
  • Phase 2: Venue confirmed and contracts signed; sponsor commitments in writing.
  • Phase 2–3: Final deadline for sponsor product delivery for goodie bags (example: May 9).
  • Phase 3: All goodie bags and materials fully packed at least a few days before event.
  • Phase 4: Thank-you, surveys, and reporting completed within 2–3 weeks after event.

Who Owns This Calendar?

  • Primary Leads: Head of Operations + Head of Programs.
  • Supports: Partnerships / Development, Product Assembly & Shipping, Social / Content, Finance.
  • All changes that impact sponsors, product delivery, venue, or families must go through Operations.

If you need something added or updated on the event calendar, send it to Operations with: event name, date/time, department, who is impacted, and what needs to change.