Planning Guide

www.ActionforHealthyKids.org

School Events

Table of Contents Making Health the Main Event - Introduction 1

Planning an Event

Organizing Your Team 2

Developing Goals and Objectives 2

Developing a Logistics Plan 3

Volunteers and Event Partners 4

Promotion and Recruitment 4

Event Execution

Event Day 5

Event Evaluation 5

6 – 7

8

9 – 11

12

13

APPENDIX/TOOLS

Example Event Timeline

Example Run of Show

Sample Event Ideas

Volunteer Recruitment Flyer Template

Sample Communications Messaging

Event and Volunteer Management System Overview 14

Making Health the Main Event From the classroom, to the cafeteria and on the

playground, schools are hosting healthy events

and engaging volunteers to build healthy school

environments. You are part of a national

movement working to make schools healthier

places, so kids can learn to eat right, be

physically active and be equipped for success.

Why is that so important? Because research

shows, healthy kids are better learners!

Properly planned and implemented school and

community events can be highly effective for

spreading messages about the importance of

health and wellness.

Holding events throughout the year can help

ensure health and wellness is a topic that stays

top of mind, not only during the school year, but

all year round. This toolkit is designed to provide

schools, parents, community members and

volunteers with information, tips and resources

to help organize, manage and implement

successful health and wellness based events.

Eight steps for a successful event:

1) Organize your planning team

2) Develop event goals and objectives

3) Set a date, time and location

4) Develop a logistics plan

5) Assess volunteer needs and partnerships

6) Publicize the event

7) Finalize details and execute your event

8) Follow-up and evaluate event

The following pages will walk you through each

of these eight steps to prepare you for a

successful event.

Planning Successful

School Events

1

Planning an EventOrganize your Team

Identifying your planning team or committee is

the first step to planning your event. Who within

your organization has beneficial knowledge or

skills that would be an asset on your planning

team? Consider including people outside of your

organization as well – those in your community

that have an interest or expertise on the topic or

have valuable connections. Recruit people with

skills and experience in the following areas to

join your team:

Someone with strong leadership (team

captain/chairperson)

Someone who is organized/detail oriented

(logistics)

Someone who is not afraid to ask for things

(donations/in-kind, additional financial support)

Someone with knowledge of marketing, media

relations and/or social media skills

(promotion/recruitment)

Someone who has planned events and/or

managed volunteers

Once you have your team in place, hold your

first committee meeting to establish your event

goals and objectives. Remember to send out

meeting notes to keep everyone up to date and

on track with planning and deadlines.

What type of event will this be?

Try to limit the event focus to a couple priority

areas or needs. What kind of event makes the

most sense for the organization, the community,

participants and volunteers?

When & where will the event be held?

Think though basic items such as:

Will the event will be indoors/outdoors/both?

Assess if there will be any approvals or special

permits needed.

Look at organizational calendars to avoid any

already scheduled events or holidays.

Try to select a day and time that will

accommodate the most amount of participants.

What resources are currently available?

Think about the resources your organization

currently has and how you can maximize and

expand upon them.

Do you have an engaged PTO/PTA group, an

established volunteer base, or active community

partners? How can you collaborate with them on

your event?

Do you have projects that are in progress or

pending that could benefit from the event?

What material items does your organization

already have?

Be sure to keep the budget in mind throughout

the entire event planning process to assure you

stay on track.

How many people can you accommodate?

Think about not only the space where the event

will be held, but also how you will manage and

supervise attendees and volunteers.

Who can assist as volunteers?

Think about who in your network and

community you could recruit to volunteer.

Engage organization staff, parents and students,

nearby colleges/universities, community

businesses and faith based organizations.

What outcomes will make this event a

success?

Think about the key messages or primary results

you want to get out of the event when it’s over.

Develop Event Goals & Objectives

This is an important step as you begin

planning your event. Think about the following

as you start to organize your plan:

1. What type of event will this be?

2. When & where will the event be held?

3. What resources are currently available?

4. How many people can you accommodate?

5. Who can assist as volunteers?

6. What outcomes will make this event a success?

2

Planning an Event Develop a Logistics Plan

To assure you are tracking on all aspects of your

event, you will want to create an event logistics

plan which includes an event timeline. As a

planning committee, this should be your next

step after developing your event goals and

objectives.

When developing your event plan, include major

milestones, identify the person or organization

responsible for specific tasks and designate

completion dates. Be sure to update and

circulate the timeline to your planning team to

assure you are tracking on progress and

deadlines. At the start of each committee

meeting, take five minutes to review and/or

provide updates on the plan status.

The amount of planning time will vary

depending on the type of event hosted.

Regardless of how long you anticipate planning

to take, whether three weeks or three months,

an event planning timeline is a valuable tool to

help you stay on target.

Tips & Tricks Generally, allow 6-8 weeks to organize and plan

your event. Larger events may take more time.

If special contracts/approvals are needed, be sure

to allow enough time for completion.

Remember to create a plan around registration –

tables, signage and volunteers.

Think about the number of volunteers needed

and how many volunteers you already have

through your internal community.

If you will have several youth volunteers, build in

kid-friendly activities as part of your event.

Determine a parking plan.

Be sure to talk through your recycling and waste

plan.

Designate a storage space to collect event

materials in one organized location.

If activities are being held outside, develop an

inclement weather plan as a backup.

Schedule an event walk-through with the

planning committee the day before the event to

assure everyone is properly informed and

questions are answered.

Developing an Event

Timeline and Logistics Plan

You will want to have a master

event plan to track on each

planning task, as well as who is

responsible for each task. A

sample Event Timeline is

included in the Tools section.

3

Volunteers & Event Partners Engaging community partners and volunteers is

fundamental when it comes to including them in

your events. They are among one of your most

valuable resources, but where do you find them

and how do you go about connecting with

them?

The first step is to brainstorm your current

“assets” – individuals, community based

organizations, businesses, faith-based

organizations or higher learning institutions.

Who is already in your network? Who has the

skills and interests that complement your need?

Who has been involved in the past?

Promotion & Recruitment

The next step is to get the word out and build

enthusiasm around the event. There are a

multitude of low-cost/free ways to communicate

your event and needs. Use as many means as

you have access to in order to get the word out.

Again, the wider your reach, the greater your

chance of success is to meet all of your needs.

Included in the Tools section are samples of:

Event ideas/descriptions

Volunteer recruitment flyer

Sample newsletter and social media

messages

After determining your needs, and who you

would like connect with to engage in your event,

it’s time to take action. Consider the following in

your outreach:

The wider your reach the greater chance you

have to meet all your needs.

Just ask! Often times, people are more than

willing to volunteer, but have never been asked.

Keep asking! Our world is saturated with

competing priorities. There’s a chance your

original message got lost in the mix.

Diversify your outreach for greater sustainability

Communication is key! Make sure everyone has

the most up to date information, messages and

materials at all times.

Tips & Tricks Here are some simple ideas to promote your event:

Post your event and/or volunteer needs using the

AFHK Events and Volunteer tool

Post flyers on bulletin boards in high traffic areas

Include event and volunteer announcements and

registration links in newsletters (both print and

electronic)

Use social media outlets to extend your reach

and ask people to share with their networks

Ask partners to help spread the word by posting

in their communications

Join a community meeting to talk about the

event and recruit for volunteers

Set up a recruitment table with access to the

direct registration link

Coaches/Instructors

Health organizations

Retiree groups/organizations

Job seekers/new residents

Community service clubs

Boy Scouts/Girl Scouts

Faith-based organizations

Fire/Police departments

Business Associations/Chambers

Local businesses/corporations

Designated volunteer

organizations

Where to find volunteers:

School staff

Parents/Grandparents/Caregivers

Students & Alumni

PTO & PTA groups

College & University students

Fraternities & Sororities

4

Event ExecutionEvent Day

After all of the planning is complete, and the

event day is finally here, what should you do?

Start by making an action plan/run of show for

the actual day of the event and for any final prep

work that needs to get done leading up to the

event. Remember to follow your plan and

delegate whenever possible. You have a

planning team and volunteers to assist! Key

items to remember include:

Ensure everyone involved has the most up-to-

date information and project plan – and review

the plan to answer any questions and assure

everyone is on the same page

Use designated volunteers or committee

members to handle all priority areas such as

participant registration, volunteer check-in, media

questions (if invited and present) or

food/beverage needs

Confirm you have extra copies of any printed

material needs such as participant/volunteer

waivers and registration lists

Allow yourself enough time for all final

preparations & any unexpected items that might

arise

A sample Run of Show document is

included in the Tools section.

Event Evaluation

When your event is over, you’ll want to assess if

you met your goals and objectives. If you have

the opportunity and ability to survey your event

attendees and volunteers after the event, their

feedback can be very valuable when evaluating

your event. Use simple, open-ended questions

such as: what was successful? What could be

improved? What would you do differently? What

was your favorite/least favorite aspect of the

event?

Host a final meeting or call with your planning

committee to answer the same survey questions,

evaluate participant answers, recap the event as

a whole, and discuss future planning. A vital

component of your event evaluation process will

be to thank everyone who was involved with the

event – your planning committee, staff,

attendees, volunteers, partners and funders to

name a few. These people are ultimately the key

to your success and a simple thank you goes a

long way, especially if you would like to work

with them again in the future. Congratulate

yourselves on a job well done.

5

Example Event Timeline

6-8 Weeks Out

Hold 1st event committee planning meeting

Brainstorm event – What will the event look like?

Determine how many people you can involve and accommodate.

o Staff, parents, students, community members, media, sponsors/partners, etc.

o How many volunteers will be needed and what tasks will they support?

Determine what resources are needed.

Decide on committee responsibilities/expertise areas.

Set a budget.

Confirm date, time and location of event – reserve rooms/space as needed

Connect with facilities management or your district representatives to confirm all

intended plans are feasible and permitted

4-6 Weeks Out

Hold event committee planning meetings

Determine event activities and compile task list

Research vendors as needed

Determine audio/visual needs

Determine contract/permit needs if necessary

Begin registration process/volunteer recruitment

Order signage and other materials as necessary

2-4 Weeks Out

Hold event committee planning meetings

Secure all contracts/permits as needed

Arrange for all equipment needs – tables, chairs, food, etc.

Determine parking & waste/recycling plans

Identify back-up/inclement weather plan as needed

Identify event opening/closing speakers

Prepare event flyers/communications and begin event promotion

Open event registration link

1-2 Weeks

Hold event committee planning meetings

Confirm details with facilities and vendors

Determine who will be picking up materials/receiving deliveries

Confirm time/date with event speakers

Contact media outlets as appropriate

Assign volunteer shifts/ tasks and communicate to the team

Finalize event Run of Show (agenda for the event, from set up through finish/clean up)

6

Week/Day of Event

Hold event committee planning meetings

Create and print registration lists, nametags, waivers, volunteer instructions, etc.

Gather and pack supplies

Finalize and distribute event agendas

Final walk through with event committee

Determine final needs and preparations

Contact media outlets as appropriate

Arrive early for event set-up

Double check all set-ups – registration table, opening/closing ceremony locations, etc.

Do an A/V sound check

Have a great event!

After Event

Hold final event committee meeting – recap/evaluate event

Survey attendees

Send thank you notes

7

Example Run of Show

Name of Event

Location of Event

Date & Time of Event

Event Preparation

6:30 AM Arrival of event team

Hold a quick meeting with event team to get everyone on the same page

List out final preparation items as needed

7:45 AM Prepare for registration and event opening

Registration tables set with materials (including all signage, breakfast

tables/food or give-away items as needed)

Registration volunteers in place and ready to go

8:15 AM Registration Opens (include location of where registration tables will be set up)

Event Opening (list location of event opening)

9:00 AM Welcome event attendees

List all speakers that will be taking part in the event opening (include

timing for speakers)

Example:

o 9:02 AM – Principal welcomes attendees

o 9:04 AM – Event committee welcome/instructions

o 9:07 AM – Guest speaker welcome

o 9:15 AM – Direct attendees to groups/activities/volunteer tasks

9:20 AM Event activities/service projects begin

Project overview

Instructions as needed

10:50 AM Begin initial activity/project wrap-up

11:00 AM Event attendees gather at event closing location

Event Closing (list event closing location)

11:10 AM Closing ceremony

List all speakers that will be taking part in the event closing (include

timing for speakers – see event opening above for example)

Thank you to all event attendees

11:30 AM Event attendees depart

11:40 AM Event team check-in & prep for final clean up

12:30 PM All depart to celebrate successful event!

8

Sample Event Ideas

FAMILY FITNESS EVENT

Hosting an event that involves physical activity and healthy eating for students and their families

can help you share positive messages, educate and engage parents, and motivate kids to

practice healthy behaviors, both at school and at home.

Tips for Success:

Family fitness events can be held during the day or at night, inside or outside.

Activities should be selected to meet the interests of all ages and skill levels.

Reach out to local businesses to volunteers to participate in your event. For example, a

local gym or trainer may be able to volunteer to offer fitness training stations.

Recruit volunteers to assist with the planning and management of the event – teachers,

staff, parents, community members – and even engage students.

Schedule a meeting 6-8 weeks prior to the event. Topics to discuss include how many

participants you can accommodate at the event, supervision needs, instructions and

instructors at each station, number of volunteers needed, jobs to be done, and

equipment needs for the event.

Activity Ideas:

Obstacle course

Target throws

Tug-of-war

Water balloon toss

Sack and relay races

Jump rope

Yoga/Zumba

Dance Instruction

Engage the Community and Volunteers:

Announce your event and invite parents, friends, and family members to join in the

festivities

Plan ahead and ask your parent network, teachers/staff and community members to

participate as volunteers based on your event needs.

Find additional resources in Game On >> Family Fitness Night

9

REENERGIZE YOUR PLAYGROUND OR CAFTERIA AND OTHER

SCHOOL RENOVATIONS

A school spruce-up can involve all students, their families and the school staff in improving their

school, team building and developing school and community pride. Treat it as a special activity

for students and families followed by a healthy picnic, or taste test.

Tips for Success:

Check with your principal and school district first

to receive approval for refreshing spaces, as needed

Break down each activity into specific parts.

o For example, a school yard pick up involves

defining areas, dividing types of debris,

providing receptacles, recycling collection, and

more. Once broken down it is easier to task

your project for participants.

Activity Ideas:

Paint the cafeteria to make it more inviting – use a

bright, welcoming color or create a healthy mural

Clean up debris on school grounds

Paint hopscotch, four square & other games on

the playground or blacktop space. Many games and sport courts can easily be measured

and tapped out with painter’s tape and painted to instantly refresh the play space

Repaint playground equipment

Engage the Community and Volunteers:

Announce you event and invite parents, friends, and family members to join in the

festivities.

Identify local community experts and other individuals who could assist as volunteers,

provide donations or offer other needed support (e.g., Paint store donating

paint/supplies or connect with a local muralist to volunteer to sketch out/help paint a

healthy cafeteria mural)

Find additional resources in Game On >> Cafeteria Spruce Up

10

SCHOOL GARDEN

Transform a schoolyard space to a garden! A school garden is a wonderful way for students to

physically connect with nutrition education, understand the process of growing healthy foods,

and recognize environmental stewardship.

Tips for Success:

Gain approval from school administration & identify a location for the garden.

Budget for resources (seeds and equipment). There are many organizations that grant

financial support for the investment of school gardens.

Design a plan for the garden and create

a list of needs

If you already have a garden space,

enhance it by weeding it, adding new

mulch and new plants and creating

garden signs naming each plant

Be sure to include a sustainability plan,

as gardens do need regular

maintenance

Activity Ideas:

Enhance an existing or build a new school garden

Plant trees or flowers around the school campus

Add planter beds, mulch, paver stones or plant signage to enhance the space

Engage the Community and Volunteers:

Announce your event and invite parents, friends, and family members to join in the

festivities

Identify local community experts and other individuals who could assist as volunteers,

provide donations or offer other needed support (e.g., A local garden center donating

tools, soil or plants/seeds)

Find additional resources in Game On >> School Garden

11

Please join us for:

Volunteers Needed

(Enter direct link to register as a volunteer)

(List Examples of Volunteer Jobs)

Assist with registration

Help set-up or tear-down

(Enter Event Name) (ENTER SCHOOL NAME)

(ENTER DATE)

(ENTER TIME/LOCATION)

(ENTER CONTACT INFORMATION)

Questions? Contact:

Sample Communications Messaging

SCHOOL MESSAGING

Newsletter Copy:

Through grant funding from Action for Healthy Kids (AFHK), [school name] is thrilled to host

[event name] on [date, time] with AFHK and [partner name(s)]. This event shines a spotlight on

the great efforts our school is doing to improve the health and wellness of our students, and

provides an opportunity for schools like ours to celebrate our contributions to student health

and wellness.

We have exciting activities planned for our students, families, staff, and community members!

Our main event is [name of event, describe activities]. If you interested in attending and/or

volunteering, sign up today at [insert direct registration link]. Contact [insert name] at [insert

contact information] with any questions.

At [name of school] we’re working to put our students on a healthier path by hosting this

wellness event and are excited to also promote our [list other health and wellness initiatives at

the school year round]. We’re also taking the Every Kid Healthy Pledge to get great information

and free resources to create a healthier school environment for our kids. You can take the

Pledge too!

We hope to see you at our event!

Social Media Posts:

@Action for Healthy Kids

Celebrate with us! We’ve joined @Action for Healthy Kids in a national movement to

create healthier school environments for kids to learn. Sign up today! [registration link]

With @Action for Healthy Kids, we’re shining a spotlight on the great efforts our school

is doing to improve the health and wellness of their students. Join us! [registration link]

We’re hosting a [list event name] on [list date] with @Action for Healthy Kids to

celebrate our school’s wellness achievements! Join us by registering as a volunteer at

[registration link]

13

Events & Volunteer

Management System

The Action for Healthy Kids Event & Volunteer

management system tool is an online tool and

resource that enables schools to have greater impact

in planning, organizing, recruiting, growing and

sustaining events and volunteer engagement. The functionality, combined with a simple, user-friendly

interface allows schools to easily add events, register attendees, recruit volunteers, find resources to

support their events, and customize and manage events and volunteer initiatives specific to their

school’s needs and network. If you are managing your events and volunteers with a disjointed

combination of spreadsheets, email, survey tools, and your contact database, it’s time to get

organized with an event management technology to streamline your event processes.

From the classroom, to the cafeteria, to the playground, schools are hosting healthy events and

engaging volunteers to build healthy school environments. Join the movement of people committed

to creating healthy schools, and find more information at ActionforHealthyKids/Volunteer.

Invite & Recruit

System benefits & features:

Simplify process from setting up and communicating to managing activities and inviting attendees and volunteers

Engage with registrants before and after events through email and social media

Invite contacts to attend

& volunteers to help

Access and manage from anywhere

Gather feedback, track attendees, measure success and have record of previous activities

Increase organization & efficiency—streamline events, programs & volunteer management

Enlist volunteers and attendees through simple online registration

Plan & post events

& volunteer needs

Schedule & Post

Manage events

easily & efficiently

Manage & Confirm