T h e D I Y G u i d e

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1 T h e D I Y G u i d e T o O r g a n i z i n g A N at i o n a l Fa m i ly Week Event Developed by

2 CONTENTS About National Family Week...3 Ideas For National Family Week Events And Celebrations...4 For Community Agencies For Businesses For Schools For Families Holding A Celebration Planning Overview...6 Event Planning Checklist Getting Media Coverage...9 Sample Media Release 2 bc council for families The DIY Guide To Organizing A National Family Week Event

3 ABOUT NATIONAL FAMILY WEEK National Family Week (NFW) has been celebrated since 1985 when it was proclaimed an official week by the Government of Canada. It is always the week before Thanksgiving. Initiated by Family Service Canada, National Family Week has been coordinated by The Canadian Association of Family Resource Programs (FRP Canada) since FRP Canada, a bilingual, not-for-profit association with members located in all provinces and territories, promotes the well-being of families by providing national leadership, consultation and resources to those who care for children and support families. Together with other NFW partners, FRP Canada provides downloadable resources filled with helpful suggestions for fun activities that families can do together. The BC Council for Families has created this how-to guide for organizing a NFW event which can be found along with other NFW resources at and also on the BC Council for Families website, at Why Have a Week for Families? National Family Week is a time when organizations, businesses, government, schools, communities and families can focus on the importance of families in Canadian life. Through events and celebrations during National Family Week, we can celebrate family life, encourage families to spend more time together and help create a more family-friendly culture throughout Canada. Why Participate in National Family Week? There are so many benefits to participating in National Family Week. Special events this week present opportunities to reach target audiences, increase visibility, involve the community, distribute information and raise awareness. By holding an event to celebrate National Family Week your organization will: Connect with the community you serve. Attract media attention to your programs and services. Strengthen your image as a community leader. Enhance your relationship with community leaders, funders, local and provincial representatives, and other key individuals and groups. Most importantly, by participating in National Family Week, you ll help connect families and kids in your community to the opportunities, networks, support and services that enable them to succeed. 3 bc council for families The DIY Guide To Organizing A National Family Week Event

4 IDEAS FOR NATIONAL FAMILY WEEK EVENTS AND CELEBRATIONS There are lots of ways for community groups (large and small), schools, employers, government, and families to get involved in National Family Week. The ideas listed below are merely a start. Get creative! For Community Agencies Hold a family summit. Engage local families and community leaders in a meaningful dialogue about the challenges facing children and families in your community. Organize a community-wide family festival/information fair. Partner with other local groups to host the fair. Feature local family entertainers, activities, and information and resources about local programs and supports for families. Sponsor a family swim at the local pool. Sponsor a family skate. Organize a family film night. Organize a family walk or hike. Hold noon hour presentations on family life education. Make a National Family Week video to post on your organization s website. Hold a reception or open house featuring presentations and displays on family life, parenting, and other programs your agency offers for children and families. Invite the media! Hold a community potluck or family dance. Organize a community clean-up day. Hold an awards ceremony to honour individuals in your community who have contributed to the well-being of children and families. Put up a National Family Week display in your foyer or reception area highlighting the services your organization provides for families. Organize a street party. Arrange a community outing to local areas of interest. Examine your work and family policies. How effective are they? Are staff aware of them? Do they need updating? Produce a National Family Week edition of your newsletter. Record interviews with people in your community to build an oral history. Promote the achievements of local families through recognition awards. Promote a Family Night when local families are encouraged to do activities together as a family. 4 bc council for families The DIY Guide To Organizing A National Family Week Event

5 For Businesses Put up a display in your foyer, reception area or lunchroom highlighting what you do for families and what families mean to your organization. Host a family-friendly day in your workplace. Encourage staff to bring children to work for the day. Have a family photo display or competition. Provide information for families in your staff room or lunch area. Have a work experience day for youth from the local school or children of staff. Look at your work and family policies. How effective are they? Are staff aware of them? Do they need updating? Produce a National Family Week edition of your company s internal newsletter. Hold lunch-and-learn seminars on family topics relevant to the week for your staff. Make sure your employees are aware of your organization s family friendly initiatives, and encourage them to make use of them. For Schools Encourage students to write about their families. Organize a family sports day. Display children s art about their families at a local mall or community centre. Hold a photo contest. Hold a parent/grandparent tea hosted by students. Have a family week essay or poetry contest, with winning essays to be published in a local paper. For Families Plan and cook a meal together, with each person responsible for one dish or item. Start a family blog to keep friends and relatives up to date on your activities. Plan a family reunion. Create a family CD or playlist of favourite songs. Create a family scrapbook with a page for each family member. Go swimming together. Go for a family bike ride. Have a family game night. Go for a walk and discover your neighborhood. Do an art or craft project together. Arrange to do something special for a family you know in difficult circumstances: offer to babysit, take the children to a movie, bring a hamper of ready-to-eat meals. Hold a family talent show evening. 5 bc council for families The DIY Guide To Organizing A National Family Week Event

6 HOLDING A CELEBRATION The type of event you choose to hold will depend on your time, resources, and the goals you set for your outreach efforts. The resources in this guide will assist you in planning all kinds of events, large or small. Step One: Gather Your Group By putting together an event committee, planning and organizing your National Family Week will be easier and also a lot more fun. A diverse group of committee members will bring a variety of resources: members may be able to supply a venue, recruit volunteers, or contribute to promotional activities. Consider asking representatives from local schools, afterschool programs, Parent Advisory Committees and local media outlets to become volunteer committee members. Potential Event Partners: Municipal government Family resource centres Schools Public libraries Healthcare agencies Local media newspapers, radio or TV Local businesses Cultural, recreational or social organizations Child care centres Step Two: Visioning The event committee will need to develop realistic, achievable goals that can guide the planning and organization of the event, and ensure its success. This will involve a critical review of the market appeal of the event locally, regionally and beyond. Here are some questions to consider at your first planning meeting: What are your goals for the event? Who is your target audience? What is the ideal number of participants? When is the best date and time for the event? What is the budget? (Consider that you may need to pay for things such as the venue, refreshments, materials, printing or photocopying signs or promotional materials) Step Three: Finding A Venue Pick a spot for your event that s appealing, convenient, and family-friendly. When choosing the venue, consider the following: How many people can the site accommodate? Is the venue accessible to people with disabilities? Is it close to public transit? Is there enough parking available? Are there outside food restrictions? Are tables, chairs, and other furniture or materials available onsite or will they need to be rented? Technical equipment and technical support: who will provide it? 6 bc council for families The DIY Guide To Organizing A National Family Week Event

7 Step Four: Promote The Event Make sure people in your community know about your event well in advance: Send out a press release to promote the event on radio and TV, in print, and online. Submit calendar listings to daily and weekly newspapers (both print and online versions). Spread the word through other organizations newsletters, listservs, blogs, etc. Post notices of your event in schools, libraries, family resource programs, youth organizations (Boys and Girls clubs, YMCAs), coffee shops, grocery stores and other local businesses. Go to to submit details of your NFW event, which will be posted on FRP Canada s website. See the section on GETTING MEDIA COVERAGE for more information and resources on promoting your National Family Week event. Step Five: Greening Your Event Take an environmentally responsible approach to event planning with these suggestions: Hold the event during the day and in a location with natural lighting. Look for a venue that has environmental practices or policies. Publicize your commitment to a green event as part of your marketing. Promote public transit and pedestrian or bike routes to the event. Encourage attendees to bring their own materials/resources. Communicate electronically when possible to reduce your printing needs. Ask people to bring their own mug/glass. Use 100% recycled paper napkins. Try to keep food and drink packaging to a minimum. Avoid individually packaged containers and condiments. Step Six: After The Event Send thank you notes and s to staff, volunteers and supporters. Send your photos of the event to and to Step Seven: Evaluating The Event Was the event a success? Were participants satisfied? Were volunteers happy? Knowing what worked and what didn t will help you plan for next year s National Family Week event. Develop a brief evaluation form and put copies on the Welcome or Registration table at your event. Make sure one volunteer is in charge of thanking participants and collecting evaluation forms as they leave. 7 bc council for families The DIY Guide To Organizing A National Family Week Event

8 EVENT PLANNING CHECKLIST Task Who is Responsible Date Completed before the event Form event committee Recruit partner organizations Define event objectives & set goals Develop a rain plan if the event is outdoors Identify people to be invited Create and confirm budget Research venue, equipment & facilities Is the venue easily accessible? Is AV equipment and lighting provided? How many people can the venue hold? Is insurance required? Book venue Book speakers or special guests Obtain insurance and permits if required Meet with key suppliers Recruit volunteers to help at the event Approach local businesses to support the event Confirm event partners Develop promotional plan Create & print promotional materials Implement promotional plan Register your event at frp.ca (and in BC at Develop a checklist of items required for the event Organize your event box with necessary supplies such as tape, string, staplers, clip boards, baskets (supplies will vary with events) Develop a plan for the day and make sure all volunteers know what to do Create directional signs to help people find the event, and to point them to washrooms or other essentials Do a walk-through of the event after the event Post-event: plan a wrap-up/review meeting Post-event: plan a team thank-you (dinner, card, small gift, etc.) Post-event: reconcile budget Post-event: prepare report for future events 8 bc council for families The DIY Guide To Organizing A National Family Week Event

9 GETTING MEDIA COVERAGE Step One: Build A Media List Talk to the members of your event committee to find out if they have personal or professional contacts with local media. If you need to build your media list from scratch, using the yellow pages and online searches, compile a list of local TV and radio stations, daily newspapers, as well as weekly community, or neighborhood papers. Most radio and TV stations have their broadcast schedules posted on their websites. Identify the names and times of relevant programs and the appropriate contact information. Community papers may be open to carrying an article that you have written. Call the publications and ask for the contact information. Step Two: Put Out A Media Release You may be a small local organization, but that doesn t mean that media won t be interested in how you are celebrating National Family week. A media release will help you highlight the services you provide to families, especially if you ve organized a newsworthy event. Use the following checklist to determine what the newsworthy aspects of your event are and produce a media release that highlights your event. Media Release Checklist Who makes the event newsworthy? A local celebrity or media personality. A politician. A particular group from the community. What makes the event newsworthy? A unique event or activity. A fun or engaging atmosphere. Issues that have potential local or community impact. When will the event be held? As part of National Family Week. As part of a larger community event. Where will the event be held? In a new or unusual location. In a popular venue. Why will the event occur? A fundraiser. To raise awareness. To advocate for a particular issue or cause. 9 bc council for families The DIY Guide To Organizing A National Family Week Event

10 Sample Media Release FOR IMMEDIATE RELEASE <Your Organization> Jumps Into Family Fun! A National Family Week Event October 5 11, 2009 <Your city, prov (date of release)> This year, in the week leading up to Thanksgiving, families in <your town> can join people and organizations across Canada to celebrate the many ways families nurture themselves through fun and activities. From October 5 to 11, 2009, Canadians in communities across the country will come together for local celebrations during National Family Week. The week provides an opportunity to celebrate families and to reflect on their importance in our lives. Jump into Family Fun is the theme for this year s National Family Week. Through National Family Week activities, family members across Canada will have the opportunity to celebrate and promote the many ways families have fun together, nurturing their physical, spiritual and emotional health. <Insert brief event description. Include date, time, and location. A quote from a spokesperson from your organization adds colour and interest.> There are so many ways for families, businesses, and organizations to celebrate National Family Week: Participate with your family in local National Family Week activities. Learn more about the issues that affect family life in your community, and how you can become involved with organizations and groups to work for change. Plan a fun activity that your family can do together take a walk, play a game, hold a special family meal or get-together. Encourage employers to consider family-friendly work options such as flexible hours and time off to attend school functions. Meet and get to know your neighbors. Please join Canadian Association of Family Resource Programs (FRP Canada) and its partners in celebrating families in all our communities during National Family Week, October 5-11, 2009! Visit to learn more about National Family Week. <Call agency name and phone number> to learn more about <event>. <Contact Person> <Your Organization, your phone> <Your address> <Agency Name> <Add a brief description of your agency and the programs and services you offer.> # # # 10 bc council for families The DIY Guide To Organizing A National Family Week Event

11 Step Three: Send A Media Advisory A media advisory is a brief communication used to alert the media that you have an upcoming event that you would like them to cover. Unlike a media release, an advisory does not reveal the whole story about the event - instead it provides just enough information to pique the reporter s curiosity. Send your media advisory one week before your event so that media outlets can plan to attend. Include the date, time, location and the name and contact information for a spokesperson or event organizer. Reporters, especially for TV, will be interested in events with compelling visuals. If your event will have hands-on activities, make this clear in your advisory. Step Four: Develop A Public Service Announcement (PSA) Public service announcements are free TV and radio announcements of events held by community service organizations. Prepare a brief (no more than 100 words) summary of your event, using short sentences that can easily be read aloud on radio or TV. Open with the most interesting fact: the appearance of a celebrity, a community-wide event. Mention the essential facts of the event: who, what, when, where, why. Provide contact information, including your website address. COMMUNICATIONS TIMELINE t i m e a c t i v i t y 1 month prior to the event 2-3 weeks prior to the event 1 week prior to the event Send event details to community calendar listings. (continue weekly until start of National Family Week) Send PSA to local radio and TV stations (continue weekly until start of National Family Week) Send Media Release. Send Media Advisory. 11 bc council for families The DIY Guide To Organizing A National Family Week Event

12 We families! We re listening to families about what they need, and want! Granville Street Vancouver BC V6H 3H1 Main Fax