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 Day 5
Event Evaluation 5
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
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
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
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
Do you have projects that are in progress or
pending that could benefit from the event?
What material items does your organization
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:
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
The wider your reach the greater