🌐 County Launch Event Planning Guide

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Estimated read time: 7 minutes

Overview

Launching CarePortal in a new county is a milestone worth celebrating. A launch event helps create momentum, build community ownership, and thank the people who made it possible.

Intended audience

Managers & Directors.png

Included in this article

What is a launch?
Why have a launch event?
Who should be invited?
What happens at the event?
Roles and responsibilities
Timeline and checklist

What is a launch?

A launch refers to the set date when CarePortal activates in a new county. Plan an in-person event around this community-building occasion to celebrate the milestone with your network.

Why have a launch event?

The goal is to create space for Churches, Agencies, and the community to come together around children in crisis. A launch event also:

Generates excitement and momentum for engagement.
Provides an opportunity to thank Agency partners, the first Churches to enroll, and key community members.
Allows the community to post and respond to the first requests live.
Can be combined with the Cost of Poverty Experience (COPE) to ground participants in the "why" of CarePortal.

Who should be invited?

As the Regional Manager, be sure to invite:

Point People, leaders, and members from all enrolled CarePortal Churches
Other church leaders in the community who are interested in learning more
Organizations with potential for future partnership
Child welfare and community Agency leaders
Political and government leaders (city government, legislators, and judges)
Local media (TV, newspapers, radio, and print)

What happens at the event?

The best launch events are locally owned and personalized. Elements to consider including:

Agency partner shares local child welfare statistics and needs.
Regional Manager or Implementing Partner shares the vision: "What does success look like?"
A pastor or community leader shares a message of collaboration for children and families.
The first request is posted live — and met!
Celebration: food, prayer, and possibly worship music.

Roles and responsibilities

While the Regional Manager leads the effort, launch events succeed best when others are empowered to contribute. Roles may be combined or delegated as needed:

Role	Responsibilities
Regional Manager (Lead Organizer)	Manage RSVPs, be the host liaison, and coordinate follow-up.
Logistics Coordinator	Plan logistics, coordinate with host site, manage volunteers, track RSVPs, and plan refreshments.
Ambassador (Community Leader)	Advocate in the community, invite leaders, and encourage participation.
Prayer Team	Pray weekly leading up to the event (often includes pastors, volunteers, and community members).
Host Site	Provide a welcoming location such as a church, community center, or Agency building.
Set-up Volunteers	Help with A/V, chairs, tables, and food setup and cleanup.
Photographer/Videographer	Capture the event for social, follow-up, and future promotion.

Timeline and checklist

120 Days Before Launch: Planning Ahead

Identify internal staff roles (Regional Manager, Logistics, etc.)
Approve agency leadership and sign agreement (See Adding a New Requesting Agency)
Identify 1–2 key church contacts ready to engage
Review the Launch Event Toolkit
Begin or continue church training (See Local Church Orientation Deck Template)

90 Days Before Launch: Initiate Ground Game

Create at least one Community for this County to launch with
Secure commitments from 2–5 churches (varies by county)
Create a launch event planning committee (Download & Review the CarePortal Network Structure & Roles)
Begin drafting event agenda

60 Days Before Launch: Fine-Tune the Details

Agency Implementation Plan underway (rep identified, process solidified, trainings scheduled)
Secure a neutral, welcoming host site
Send official invitations to churches, agencies, and leaders
Start promotions (Eventbrite, social, email, flyers)
Recruit specialty volunteers (photographer, A/V, worship, etc.)

30 Days Before Launch: Promote, Enroll, and Communicate

Complete agency caseworker training (See Agency Training Orientation Deck Template)

⚠️

Important! Area Directors only: Submit the `Request Activation` form, found on the County Detail page of the county you are intending to launch. This form notifies the Support Team of your launch and confirms all required information has been received in order to activate the county within the CarePortal system.

Continue promotion, and invite local media
Confirm pastors and community leaders for short messages
Organize music or worship team (optional)
Finalize press release
Aim for 8–15 committed Churches

7 days before launch: practice, confirm, and remind

⚠️

Important! The Area Director must confirm that the `Request Activation` form has been completed on the County Detail page to ensure the CarePortal Support Team has all the required information to successfully activate the county.

Ensure churches are active in the system (See Local Church Orientation Deck Template)
Prepare launch event presentation (see template below ⬇️ and feel free to use other videos from the CarePortal Vimeo Channel)
Send reminders to presenters and attendees
Identify first 1–2 requests to post live
Confirm food and logistics

24 hours before launch: final prep

Set up at host site
Test A/V equipment
Bring a sign-in sheet (record all attendees, including walk-ins)

Event day

Follow the sample agenda above. Document with photos and video for future use.

Video recap of the Los Angeles launch event:

Video recap of the Fresno launch event:

After the event: thank-yous and story time

Send a follow-up email thanking attendees and inviting them to the first Engage Community Meeting
Thank the host site, sponsors, and volunteers
Share stories and photos on social media (#careportal, tag @careportal)

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