Class held on August 25th at our Annual Kick OffEvent Planning Files - Downloads
EVENT PLANNING LARGE AND SMALL
Vnet Kickoff Training August, 2012
**Event Planning Kit (you must register with PTO Today at no charge to download the kit) http://www.ptotoday.com/event-planning-kit
Kit has great ideas on planning an event; event suggestions; flyer ideas; and a great evaluation sheet to fill out after your event!
EVENT PLANNING TIP HIGHLIGHTS:
- CHOOSE THE RIGHT EVENT
- EVENT GOALS
- PLAN AND BUDGET
- DON’T PROCRASTINATE
- TAKE A BIG BREATH AND HAVE FUN!
- SAY THANKS
Up to a Year in Advance:
- Choose the right event
- Consider factors of support, economy, goals of your group
- Event goals-Share goals and build excitement!
- Build community? Fund a trip? Buy equipment?
- Get everyone on board. Without support, it isn’t going to happen! This includes administration, your board, parents, teachers, everyone involved.
- Meet with your principal/coach/director to determine if this is still something that is needed/wanted.
- Select date.
- Check school and district calendar for conflicts. High schools may have conflicts with district testing; community events on campus; other clubs.
- Get permission. Get administration and district approval way in advance. No point in planning something that doesn’t get approved!
- At high school, submit events for next year before the end of this year (May). Get a jump on other clubs on campus.
- Submit proper paperwork so your event can be approved and covered by district insurance
- Secure location. Annual events (camps, carnivals, music festivals, etc.) can be booked the day after this year’s event! Lock in your location.
- If it is a high school campus, you may have to rent facility, field, lights (if at night), pay for custodians and security; share campus with another club?
- Will you need sound equipment? Microphones? Projector? Ice?
6-9 Months In Advance (do any of the above not done yet)
- Secure permits
- Movie, food handlers, facility requests, etc.
- Budget. Be sure you have the money for expenses and it is in your approved budget. Chairmen should know their budget and how to submit receipts
- EIN number and donation letter to request donations.
- Secure vendors. Don’t wait! They book up fast during busy times of year
- Do they have proper permits? Are they experienced? Referrals?
- What do they need to set up for event?
- Get their logo and contact information for advertising in your programs, newsletter, etc..
6 Months In Advance:
- Have a planning meeting. Set up committees and committee chairmen. Hopefully previous year chairmen have left good notes!
- Event planning checklist. Brainstorm other ideas. http://sua.umn.edu/groups/forms/event_planning.pdf
- Create timeline of when things need to be done and who is in charge of each area
- Give your chairmen clear direction of their duties and their budget
- Give them any names and phone numbers/emails of people willing to help. Every volunteer should be contacted and used!
- Solicit help and donations from local businesses and community.
- Secure photographer to take photos. How will they be displayed?
3-6 Months In Advance:
- Advertise. District; mass emails; newsletters; flyers; website
- Verify district advertising policies
- Recycle. Reuse what you can from past events. Laminate signs. Use tickets again. Refurbish old carnival games. Can it be an Eagle Project?
- Borrow. Send out a mass email to parents asking donations for food, water, shade, basket items, etc. .
- Order porta-johns if needed
- Determine what decorations are needed
1-2 Months In Advance:
- Have a follow up meeting.
- Is everything on time? Within budget? Fix any problems.
- Determine what each chairman needs at their station
- Tables, chairs, shade/Cashbox, tickets/Signage
- How many volunteers and what shifts?
- Copy of volunteer and event schedule
- Decide what your volunteers will wear. Order shirts if needed.
- Start working on anything non-perishable (signs, tickets, labels, packets, menus, schedules, etc.)
- Tickets work well for food
- Set up separate table to collect tickets and orders. More sanitary since your food people are not handling money
- Set up volunteers to staff event
- The committee chairman should contact everyone on their list. Never turn away a volunteer!
- Use students! At high school level, split the group. Half set up. Half clean up. Work shifts throughout the day. Staff booths.
- Use an online volunteer system (Charms/Volunteer Spot, etc.)
- Don’t forget a setup and cleanup committee!
- First Aid station (verify district policies)
- Cot, bottled water, bandaids, gloves, feminine products, sunscreen
- Be sure you know rules for food volunteers. Will they need food handlers cards?
- The Health Inspector has been known to show up at events and shut them down if proper food handling procedures are not followed!
- Southwest Ambulance will park in the parking lot of your event if they are notified.
- Order awards
- Order any items you will be selling. Prizes.
- Signs. You can’t have enough signs! Laminate what you can to use again
- Bathrooms, parking, menus, prices, entrance/exit, sponsors, schedule, tickets/checkin,
- Arrows that can be place anywhere to direct traffic
1-2 Weeks In Advance:
- Final committee meeting. Be sure everything is in order.
- Check weather and have a backup plan
- One last advertising push. School marquee, mass email, newsletters, local businesses, etc.
- Order food items.
- Follow up with your vendors.
- Confirm arrival time. Name of their contact. Name of your volunteer that will meet them. Where to meet. Where to park.
- Follow up with school custodian what is needed:
- Expectations. Will they clean all day? Bathrooms? Kitchen access?
- Custodians and security can be your best friends during large events! Treat them well and thank them tons!
Day of event:
- As event Chairman, personally meet and greet your key people. Custodian, security, special guests (speakers, performers, etc.).
- Consider blocking out parking for them, free meal, bottled water at their station, etc. Ask in advance what they may need at event.
- As event Chairman, keep yourself available for the day. Walk the event frequently. Fill in where needed or get help. Put out fires.
- Carry a cell phone and phone numbers. Walkie talkie to contact custodian, security, and key chairmen (concessions, tickets, checkin, volunteer chair, parking lot, principal/coach/director)
- Provide goodies for those setting up early. Donuts and juice, etc.
- Have a large map laminated laying out your event. As volunteers, vendors, etc. arrive, direct them where to go
- Clean areas as needed. Students go around with trash bags.
- Get your vendors set up. Exchange cell numbers, or check on them often
- Check in area for volunteers. Schedules, name tags, cell phone numbers if they need to contact someone, maps with their locations highlighted, schedule of events, free meal voucher, name tags
- Have someone staff the volunteer/information booth all day. Can also be your lost and found.
- Plenty of trash bags to restock throughout the day (from custodian)
- Treasurer should prepare cashboxes. Follow bylaws!
- Labeled envelopes work well for large events (separate envelopes for tickets, concessions, etc.). Volunteers at booth count money, sign and seal envelope to be picked up by treasurer.
- Treasurer and another adult should deposit money immediately after event (banks will give you night drop envelopes in advance)
- After event, be sure you have a crew and vehicles to take down event and remove excess supplies (food, equipment, decorations, rented items, etc.)
- Debriefing after event.
- Each chairman should evaluate their area. What worked and what didn’t. Make suggestions for next time.
- http://www.ptotoday.com/event-planning-kit Pages 14-15 have a great evaluation form
- Thank you’s. Everyone wants to feel appreciated.
- Photo thank you’s with a photo of your event or group. Especially nice for vendors who can display at their business
Your Time Is A Precious Gift To Us!
Thank you for volunteering to coordinate:________________________!
The budget for this event:_________________.
Please keep all receipts for reimbursement and submit to:_________________.
After your event is completed, we’d love to know how you did it!
Please share the following information to assist coordinators in the future.
v Who served on your planning committee?
v How many people attended (adults/children)?
v How much did the event cost to run? (Please give a general breakdown.)
v Did you feel you had an adequate budget? If no, why?
v How was the event communicated?
v How many volunteers did you have? Were there enough?
v What methods did you use to get volunteers?
v If food was served, please list items and quantities bought and used (be specific).
v What worked well?
v Any suggestions to improve things that could’ve gone better?
v Any other information that could be of assistance to next year’s coordinator?
Thanks again for your help!