School Events Planning Guide - ?· event, you will want to create an event logistics . plan which includes…

  • View

  • Download

Embed Size (px)


  • Planning Guide

    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


    9 11




    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


  • 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


    Someone who is organized/detail oriented


    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


    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


    Think about the key messages or primary results

    you want to get out of the event when its 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?


  • 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


    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


    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.


  • 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


    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


    After determining your needs, and who you

    would like connect with to engage in your event,

    its time to take action. Consider the following in

    your outreach:

    The wider your reach the greater