successful event planning

Transcription

1 Getting Started 1. Organize your planning committee To ensure the best possible event plan, invite approximately 10 committee members comprised of the following: Principal or principal s designee Teacher(s) PTA/PTO/PTSA/PTSO Representative from your area office Representative from the Office of Communications Organization(s) and/or business partner(s) affiliated with the school 2. Prepare an agenda for every meeting Date, time, and location Guest list Establish RSVP date Mail out formal invitations and letters Send announcement home with students Identify participants Write program Check technical requirements Check on flags and video presentation Inform security Plan for refreshments Plan decorations and give-aways Check on school plaque (dedications) Contact the Office of Communications for support

2 Getting Started continued Take minutes during every meeting It is recommended to take minutes at each of the committee meetings. Send minutes to all committee members as soon as possible, following each meeting as a friendly reminder for assignments of tasks. The following is a sample only. All of the tasks/assignments may not apply to all events. Assign responsibilities at the first meeting and report on status at subsequent meetings.

3 focus on details 1. Determine what kind of event you are planning Ribbon cutting and dedication ceremony for NEW school Ribbon cutting and dedication ceremony for NEW addition to school Dedication ceremony for remodeled school Name dedication for specific room/area in your school Groundbreaking ceremony Press Conference (introducing special programs, announcing gains in test scores, announcing special award(s), announcing special partnerships, ) 2. Name your event Elementary School Ribbon Cutting and Dedication Ceremony High School Renaming Ceremony Middle School Groundbreaking Ceremony Naming Ceremony for the Auditorium 3. Set date and time for the event (in case of bad weather or other unforeseen circumstances, always have a PLAN B ready) Keep in mind that students may not be in school on testing days When selecting the date - check the weather report - Fall and spring are preferred seasons Contact the following offices to ensure your date will fit in their schedule - representation is everything: - Superintendent - Board - County Government - Honoree(s) The preferred times to start the event are either 9 or 10 a.m.

4 focus on details continued The program The program should not last longer than 45 minutes - if you keep it short and to the point, your guests are more likely to stay throughout the whole event Coordinate with the dedication committee members, who should be invited to be part of the dedication/ribbon cutting ceremony The program participants may bring greetings, invocation, special remarks, presentations, etc. Take into consideration the number of special speakers - more is not necessarily better Only include confirmed speakers on your print program Indicate to your speakers to limit their remarks to 2 minutes

5 focus on details continued Determine the location Groundbreaking - Outdoors on future building site Ribbon Cutting/Dedication - School s cafeteria, multipurpose room, auditorium, media center Press Conference - School s conference room - School s cafeteria, multipurpose room, auditorium, media center - Off-site location, such as board room, county executive building, sports & learning complex, etc. 6. Develop the guest list Following is a recommended list of guests to invite. The committee members may have additional names through their organization and/or community. It is suggested to develop a master list of invitees for planning purposes. Please pony all administrative staff invitations. Elected Officials within the individual district: Members of Congress, Prince George s County Delegation, County Council County Executive Mayors MD Public School Construction Program NAACP M-NCPPC Board of Education Superintendent of Schools Executive Council Members Principal Prince George s County Council of PTAs Labor Unions Architect Builder Department of Planning and Architectural Services Contractor Member(s) of the Community Sponsors Business Partners Staff Student(s)

6 focus on details continued Protocol As you establish your program, the following protocol should be used for individuals who are listed on the program. In school functions, ranking constituents should be listed in the following order: Federal Government The President of the United States Senators Congressional Representatives State Government Governor of Maryland Lt. Governor General Assembly Senators Delegates County Government County Executive States Attorney Sheriff County Council Members Local Municipalities Board of Education Board Chair Board Vice Chair Board Members Superintendent of Schools Chief Administrators Regional Assistant Superintendents Directors Principals Community Leaders

7 focus on details continued Invitations Identify your invitees Determine RSVP date, contact person, and phone number/ address Mail out invitations and formal letters four weeks prior to event Follow up with phone calls to the special invitees Send event announcement home with students

8 focus on details continued Technical requirements Podium with multi-box Set up for press Cordless microphone(s) Sound system Set up for video and/or computer presentation Is there a need for easy elevator access? Contact Office of Communications for event taping 10. Event support US and MD flags Podium with school system logo Chairs and tables Tent or canopy for outside events (cover against sun) Contact security Reserve VIP parking (rope off) Reserve Elected Officials/Special Guest/VIP seating with signage (follow protocol) Decide decorations (red carpet, scissors, ribbon, balloons, plants, corsages, boutonnieres, ) Decide gifts (flowers, pencils, buttons, something made by students, ) Contact Board Office for school plaque (mostly new schools) Contact the Office of Communications ( ) for photo coverage, media advisory, and other event support Coordinate entertainment early - transportation may be needed 11. Reception/refreshments Determine if reception will be catered - small food items will get you far (chicken wings, meat balls, cheese trays, crackers, fruit trays, cookies, etc.) Determine if a bag lunch is more appropriate for all participants (for example at a ground breaking) Who is paying for the reception? Only new schools have funds for this in their budget. Always talk to the PTA/PTO/PTSA/PTSO and see if they may be able to support your efforts.

9 focus on details continued Funding for dedication of new schools only

10 focus on details continued Wording: The Act of Dedication acto De Dedicacion

11 closing out After the event Reflect and give yourself kudos Once refreshed, make a list of things that went well and things that needed improvement - this will better prepare you for your next event It is always a nice touch to send a thank you letter to all those individuals who helped make the event a success Remember It is always about our students!

12 EVENT CHECK LIST Who: When: Where: What: Why: RSVP Date: RSVP Contact: Event Lead External: Event Lead PGCPS: C Check Off Task Assigned Deadline Preparation: SPEAKER(S) and ENTERTAINMENT Determine speaker(s): Write speaker invitation letter Send speaker invitation letter Confirm speaker(s) Coordinate travel for speaker(s) - if applies Obtain guest pass for speaker(s) - if applies Send guest pass to speaker(s) Within 5 days of sending letter, obtain speaker s bio, presentation title, abstract, and photo - if applies Request presentation 3-5 days in advance - if applies Create Create and provide Talking Points Determine event entertainment Contact and book entertainment If transportation is needed for entertainment book and confirm Preparation: ROOM/VENUE Determine budget and who is paying for what Visit location do a site check - if applies Book room/venue Check availability of microphones if not order PGCPS microphones Check availability of podium if not order PGCPS podium

13 Check availability of mault box (press box) if not order PGCPS mault box (press box) Check availability of sound system if not order PGCPS sound system Check if MD and US flags are available If flags are not available on location, contact Maintenance to provide flags don t forget to include this request in your to Maintenance Place flags to the right and the left of podium if applies Check if tables and chairs are needed how many Check if additional space is available in case of overflow Reserve overflow area for guests Provide layout for set up Provide CCF table covers if applies Confirm who is doing set up If tables and chairs are not available at location contact PGCPS Warehouse to place request and set up Check if area is accessible and clean Check room capabilities (i.e. capacity, video capability) Check availability of laptop Contact PGCPS IT for computer and networking needs Book sign language interpreter(s) Check if tent or canopy is needed Check if security is needed Schedule security how many Check if enough parking is available Determine overflow parking if necessary Book translator(s) Reconfirm all bookings Determine if food/refreshments are needed Select food/refreshments Confirm delivery of food/refreshments Create Preparation: PUBLICITY Write Media Advisory for PGCPS Web site Post Media Advisory on PGCPS web site Create event flyer if applies Post flyer on PGCPS web site Print flyers Create and print directional signage if applies Create and print promotional posters and distribute Create Save the Date card for e- mail purposes Add event to PGCPS calendar of events

14 Send e- mail blast to constituents (PGCPS, BOE, city majors, County Council, Delegation, Senators, etc.) Send reminder e- mail to all constituents 2 days before event Contact media outlets and provide event information if applies Prepare press kits Develop agenda with support of speaker(s), administration Send agenda for approval to all included on agenda Provide agenda via e- mail to all involved in the event Create PSA or newsbreak if applies Play PSA or newsbreak and share viewing schedule Create and print sign- in sheets Determine if event calls for give- aways if so provide In case of cancellation make sure to contact all invitees and staff Duties: DAY OF EVENT Coordinate final set up, such as directional signage, reserved seating and parking Have event staff sign in (for your documentation) Greet speakers Direct attendees Provide water for speakers Provide handouts to attendees if available Duties: POST EVENT Speaker honorarium Write/send thank you letters to speakers and planning staff (this will go a long way) Write Press Release for PGCPS Web site if applies Post Press Release on PGCPS Web site Include event story in Education Insight Post video footage on PGCPS Web site If photos were taken create photo essay and post on PGCPS Web site Create and provide event survey to selected group of guests Follow up with debriefing