Family Literacy Event Planning Checklist page 1 of 5

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1 Family Literacy Event Planning Checklist page 1 of 5 Pre-Planning Session - Questions to Ask, Things to Consider before you begin: crucial initial questions and plans Analyze - Brainstorm - Question - Evaluate 1. What do you want to achieve? 2. Do you have a planning team who can accomplish the goals? 3. Is there ample time (6+ weeks) to effectively plan and administer this event? 4. What resources are available? 5. What resources are needed? In-Kind donations, grants, co-sponsors? 6. Has a similar event been held? Was it successful? Why? Why not? 7. How can you improve on past events? 8. Is there enthusiasm to support this event? 9. Can you estimate the participation numbers? What is the minimum number for this event to take place? What are the maximum capacity numbers? 10. Will this event conflict with any calendar events for the school or community? 11. How will you recruit Team Leaders and volunteers? 12. Make a rough dra3 of a time frame for task accomplishment 13. How o3en will the Planning Team/Team Leaders need to meet? 14. Do you need to start with a small simple event so that you can be successful and have an opportunity to learn? 15. List crucial information/questions that need to be resolved before you move forward with planning How parent friendly is your school? Suggestions for a welcoming environment. Give families at least six weeks notice and schedule the event on a week-night rather than a week-end. Sixty to Ninety minutes is a suggested time length for the activities. Going too long can be detrimental for future event attendance. If a full meal is served consider a maximum 2 hour time length. Hospitality: A hospitality team can help guide people before during and a%er the Greeters who can give directions, answer question and distribute a program agenda. A large wall chart with the event schedule of activities. A place for parents to sit with good visibility and amplified sound for the MC. Ample space so parents can get up and find the restrooms without having to crawl over people. Name tags for all event staff and Keep directions and information brief and to the point. Verbal instructions combined with a simple guide in the program agenda handout can help people stay on track. If numerous rooms are used for the event provide a simple map for directions. Start the evening with an ice-breaker. Sing-A-Long Folk Song Short funny skit Humorous story about the students, staff or school. Ice Breaker Game - get people interacting with each other. Provide a set-up that will avoid people standing in long lines and bottle-necks. Consider the flow of events with a room full of people. Shorten food service lines by providing access on both sides of the buffet table. Set up more than one food service area. Provide a separate beverage table so that beverages don t hold up the food line. Pre-wrap utensils w/napkins. Give easy access to activities and supplies. Pre-package or organize supplies per/person or per/table if possible. NAME:

2 Family Literacy Event Planning Checklist page 2 of 5 Goals/Objectives 1. The event promotes Family Literacy. a. Parents understand the significant roll they play in their child s education. b. Parents have an opportunity to learn and practice strategies they can do at home with their children. c. Parental involvement is increased in their child s education. Interactive opportunities are presented. 2. Parents and students feel welcomed, included, valued and comfortable. a. Families leave the event with a sense of pride and belonging. b. Parents want to come to future events. 3. The Event Planning Team is a collaboration of parents, school staff and community members. 4. The event is well planned, organized and managed. Each Team Leader is supported and prepared for their responsibilities Names/Contact Info The TEAM LEADERS COMMUNICATIONS: PR, Documentation, Photos, Reports FINANCES: Budget, Donations, Co-Sponsors, Grants PHYSICAL SPACE: Location, Hospitality, Security, Decor FOOD SERVICE: ACTIVITIES: Event: Location: Date: Time:

3 Family Literacy Event Planning Checklist page 3 of 5 Six - Eight Weeks Prior to the Event Coordinate efforts and work toward common goals for a successful Rough dra% goals, tasks, calendar schedule, deadlines, a%er-event tasks, etc. List current resources and needed materials/ supplies. Include thank you gi%s and cards. Determine number of volunteer team members needed. Rough dra% communication for recruiting Re-evaluate the goals and tasks and make adjustments. Submit all dra%s to the Planning Team Chair. Adjust as needed. Schedule Team Meetings. Set Agenda. Provide meeting minutes. Clarify and assist Team Leaders in understanding their roles and responsibilities. Coordinate Team Leader efforts. Communicate updates and changes. Keep files of all materials produced: Photos, Records, Minutes, Notes, Lists, Articles. Research and list reports needed: Title One, Idaho Reads! VISTA, School Admin, etc. Obtain a copy of each report. Create a visual image for all communication materials (fonts, logos, illustrations). List communication avenues: School newsletter, website, PTO, community calendars, local paper, etc. Dra% articles, press releases, advertising, posters, flyers, banners etc. Dra% event signs: directions, restroom locations, etc. Dra% invitations to community guests. Dra% Event Program which includes: Program agenda/schedule Exit & restroom locations. Guest speaker bios. Thank You & recognition: sponsors, donors, volunteers, planning team, special guests, school administration, etc. Post event theme/date/time on school and community calendars, etc. Make community contacts: VIP Guests, local press, etc. Planning Finances: Budgets, Donations, Co- Sponsors, Grants Contact the School Bookkeeper: understand the system and tools for tracking finances, rules and regulations, etc. Design budget report/system for Team Leaders. Dra% a budget. Research grants and take action. Consider/recruit Co-Sponsors. Determine possible action plans for soliciting donations. List businesses and groups for donations. Dra% donation request letters. Collect receipts and track spending. Physical Space: Location, Hospitality, Security, Decorations Evaluate, Coordinate & Communicate with: School Admin, custodian, head cook, etc. Activities and Food Service Team Leaders: communication re: space needed and coordinated efforts. Furnishings, sound, electricity, audio-visual equipment, water etc. Dra% decor scheme. Coordinate with the theme. Communications Team Leader re: visual images, colors, etc. Determine childcare needs/solutions. Lists: materials/supplies/needs. Food Service Coordinate menu with the theme, consider space available and time allowed. Test menu and recipes. List supplies/materials: Food coolers w/ ice? Boxes? Food wrap/storage? Paper products? Determine le%-over food solutions. Literacy Event Activities Determine all activities/games/schedule Large group/small groups Guest readers Incentives/prizes Family literacy packs/bags Book swap, etc. List materials/supplies, personnel, etc. Dra% plans for room set up and furnishings. Note: MC should be easily seen & heard: stage? microphone? Make community contacts: Guest Readers, etc.

4 Family Literacy Event Planning Checklist page 4 of 5 Three - Five Weeks Prior to the Event Prioritize all Team Leader Meetings. Continue to submit dra%s & materials to the. Communicate, recruit and manage volunteer teams. Evaluate tasks and schedule. Make adjustments. Evaluate materials/supplies lists and storage needs. Make adjustments. Acquire materials and supplies: Include: storage boxes, labels, etc. Produce items/materials. Submit budget reports. Continue to coordinate team leader efforts. Determine areas of need/lack. Resolve issues. Encourage and support the team leaders. Begin a list of topics for a%er-event de-brief session. Design an A%er-Event Questionnaire for Team Leaders. Design an A%er-Event Questionnaire for Design a Parent Questionnaire. Prepare Thank You gi%s for Team Leaders. Produce, organize, deliver and post PR materials. Organize and schedule your team: who, what, when, where and how for documenting the actual Photographer/Videographer Statistician Interviewer/Reporter Dra% an a%er-event article for newspaper/school website, etc. Obtain any necessary photo-release forms for the Finances: Budgets, Donations, Co- Sponsors, Grants Organize and schedule your team: who, what, when where and how for donation acquisition. Follow-up on grants. Confirm Co-Sponsors, take necessary steps for effective collaboration. Production Solicit and collect In-Kind Donations and cash gi%s. Write & mail receipts with Thank You cards. Prepare/store/deliver donations. Physical Space: Location, Hospitality, Security, Decorations where and how for facility readiness. Rooms ready for activities and food service. Greeters, Security, Childcare, etc. Parking lot helpers? Restroom checks before, during & a%er the Name tags or ribbons to identify event staff? Food Service where and how for food preparation and service. Literacy Event Activities Finalize the Activities List and Event Schedule. Provide this list to all team leaders/team members, guest speakers, etc. Write out specific verbal instructions for the activities: Instructions should be clear and simple so families will easily understand what is expected. What are the age ranges for the activity? Where to go? What is the time frame? What are the activity goals? How is the activity played? MC: Practice giving the instructions and receive input from the team. Are they easy to follow and understand? Simple written instructions can be provided to compliment the verbal instructions. where and how for all activities. Consider/plan pre-events for students to generate interest and excitement, ie: contests, book swap, etc. Consider/plan ways to get parents involved/ interested, ie: via creative communications, recruiting parents as volunteers, etc.

5 Family Literacy Event Planning Checklist page 5 of 5 One - Two Weeks Prior to the Event You have reached the stage where it s too late to procrastinate! Evaluate your team s progress. Review all lists and assignments. Make adjustments as needed. Confirm with Team Members/Volunteers regarding their specific assignments/tasks for the event day and a%er-event agenda items. Considerations and plans for: Transportation/delivery. Emergency back-up plans. A%er-event de-brief team meeting/s. Recruit additional volunteers as needed. Address envelopes for Thank You notes. Prepare thank-you gi%s for volunteers and community participants. Finalize event day tasks and schedule. Hold a Walk Through at the Event Location with your Team Leaders. Distribute the A%er-Event Questionnaire for Team Leaders. Team Leaders Hold a Walk Through at the Event Location with your volunteer team. Distribute the A%er-Event Questionnaire for Event Day Follow your task schedule. You are ready. Manage the unexpected with grace and sanity. Smile all day long! It s a GREAT DAY! Hand out parent questionnaires. Ask parents to fill them out and leave them with you. After-Event Submit final budget reports. Fill out and submit A%er-Event Questionnaires Write Thank You Notes. Organize planning materials. Submit to Communications Team Leader. Hold De-Brief and Thank You meeting for your team. Organize/file photos, event materials and articles. Write and submit articles for the local newspaper, school communications, etc. Complete and submit reports.