School Events Planning Guide.

Transcription

1 School Events Planning Guide

2 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 APPENDIX/TOOLS Example Event Timeline Example Run of Show Sample Event Ideas Volunteer Recruitment Flyer Template Sample Communications Messaging Event and Volunteer Management System Overview 14

3 Planning Successful School Events 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. 1

4 Planning an Event Organize 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 captain/chairperson) Someone who is organized/detail oriented (logistics) 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 (promotion/recruitment) 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. 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? 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 success? Think about the key messages or primary results you want to get out of the event when it s over. 2

5 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 objectives. 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. 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. 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 plan. 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. 3

6 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 them? 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? After determining your needs, and who you would like connect with to engage in your event, it s time to take action. Consider the following in your outreach: The wider your reach the greater chance you have to meet all your needs. Just ask! Often times, people are more than willing to volunteer, but have never been asked. Keep asking! Our world is saturated with competing priorities. There s a chance your original message got lost in the mix. Diversify your outreach for greater sustainability Communication is key! Make sure everyone has the most up to date information, messages and materials at all times. Where to find volunteers: School staff Coaches/Instructors Faith-based organizations Parents/Grandparents/Caregivers Health organizations Fire/Police departments Students & Alumni Retiree groups/organizations Business Associations/Chambers PTO & PTA groups Job seekers/new residents Local businesses/corporations College & University students Community service clubs Designated volunteer Fraternities & Sororities Boy Scouts/Girl Scouts organizations 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 messages Tips & Tricks Here are some simple ideas to promote your event: Post your event and/or volunteer needs using the AFHK Events and Volunteer tool Post flyers on bulletin boards in high traffic areas Include event and volunteer announcements and registration links in newsletters (both print and electronic) Use social media outlets to extend your reach and ask people to share with their networks Ask partners to help spread the word by posting in their communications Join a community meeting to talk about the event and recruit for volunteers Set up a recruitment table with access to the direct registration link 4

7 Event Execution Event Day After all of the planning is complete, and the event day is finally here, what should you do? Start by making an action plan/run of show for the actual day of the event and for any final prep work that needs to get done leading up to the event. Remember to follow your plan and delegate whenever possible. You have a planning team and volunteers to assist! Key items to remember include: Ensure everyone involved has the most up-todate information and project plan and review the plan to answer any questions and assure everyone is on the same page Use designated volunteers or committee members to handle all priority areas such as participant registration, volunteer check-in, media questions (if invited and present) or food/beverage needs Confirm you have extra copies of any printed material needs such as participant/volunteer waivers and registration lists Allow yourself enough time for all final preparations & any unexpected items that might arise A sample Run of Show document is included in the Tools section. Event Evaluation When your event is over, you ll want to assess if you met your goals and objectives. If you have the opportunity and ability to survey your event attendees and volunteers after the event, their feedback can be very valuable when evaluating your event. Use simple, open-ended questions such as: what was successful? What could be improved? What would you do differently? What was your favorite/least favorite aspect of the event? Host a final meeting or call with your planning committee to answer the same survey questions, evaluate participant answers, recap the event as a whole, and discuss future planning. A vital component of your event evaluation process will be to thank everyone who was involved with the event your planning committee, staff, attendees, volunteers, partners and funders to name a few. These people are ultimately the key to your success and a simple thank you goes a long way, especially if you would like to work with them again in the future. Congratulate yourselves on a job well done. 5

8 Example Event Timeline 6-8 Weeks Out Hold 1 st event committee planning meeting Brainstorm event What will the event look like? Determine how many people you can involve and accommodate. o Staff, parents, students, community members, media, sponsors/partners, etc. o How many volunteers will be needed and what tasks will they support? Determine what resources are needed. Decide on committee responsibilities/expertise areas. Set a budget. Confirm date, time and location of event reserve rooms/space as needed Connect with facilities management or your district representatives to confirm all intended plans are feasible and permitted 4-6 Weeks Out Hold event committee planning meetings Determine event activities and compile task list Research vendors as needed Determine audio/visual needs Determine contract/permit needs if necessary Begin registration process/volunteer recruitment Order signage and other materials as necessary 2-4 Weeks Out Hold event committee planning meetings Secure all contracts/permits as needed Arrange for all equipment needs tables, chairs, food, etc. Determine parking & waste/recycling plans Identify back-up/inclement weather plan as needed Identify event opening/closing speakers Prepare event flyers/communications and begin event promotion Open event registration link 1-2 Weeks Hold event committee planning meetings Confirm details with facilities and vendors Determine who will be picking up materials/receiving deliveries Confirm time/date with event speakers Contact media outlets as appropriate Assign volunteer shifts/ tasks and communicate to the team Finalize event Run of Show (agenda for the event, from set up through finish/clean up) 6

9 Week/Day of Event Hold event committee planning meetings Create and print registration lists, nametags, waivers, volunteer instructions, etc. Gather and pack supplies Finalize and distribute event agendas Final walk through with event committee Determine final needs and preparations Contact media outlets as appropriate Arrive early for event set-up Double check all set-ups registration table, opening/closing ceremony locations, etc. Do an A/V sound check Have a great event! After Event Hold final event committee meeting recap/evaluate event Survey attendees Send thank you notes 7

10 Example Run of Show Name of Event Location of Event Date & Time of Event Event Preparation 6:30 AM Arrival of event team Hold a quick meeting with event team to get everyone on the same page List out final preparation items as needed 7:45 AM Prepare for registration and event opening Registration tables set with materials (including all signage, breakfast tables/food or give-away items as needed) Registration volunteers in place and ready to go 8:15 AM Registration Opens (include location of where registration tables will be set up) Event Opening (list location of event opening) 9:00 AM Welcome event attendees List all speakers that will be taking part in the event opening (include timing for speakers) Example: o 9:02 AM Principal welcomes attendees o 9:04 AM Event committee welcome/instructions o 9:07 AM Guest speaker welcome o 9:15 AM Direct attendees to groups/activities/volunteer tasks 9:20 AM Event activities/service projects begin Project overview Instructions as needed 10:50 AM Begin initial activity/project wrap-up 11:00 AM Event attendees gather at event closing location Event Closing (list event closing location) 11:10 AM Closing ceremony List all speakers that will be taking part in the event closing (include timing for speakers see event opening above for example) Thank you to all event attendees 11:30 AM Event attendees depart 11:40 AM Event team check-in & prep for final clean up 12:30 PM All depart to celebrate successful event! 8

11 Sample Event Ideas FAMILY FITNESS EVENT Hosting an event that involves physical activity and healthy eating for students and their families can help you share positive messages, educate and engage parents, and motivate kids to practice healthy behaviors, both at school and at home. Tips for Success: Family fitness events can be held during the day or at night, inside or outside. Activities should be selected to meet the interests of all ages and skill levels. Reach out to local businesses to volunteers to participate in your event. For example, a local gym or trainer may be able to volunteer to offer fitness training stations. Recruit volunteers to assist with the planning and management of the event teachers, staff, parents, community members and even engage students. Schedule a meeting 6-8 weeks prior to the event. Topics to discuss include how many participants you can accommodate at the event, supervision needs, instructions and instructors at each station, number of volunteers needed, jobs to be done, and equipment needs for the event. Activity Ideas: Obstacle course Target throws Tug-of-war Water balloon toss Sack and relay races Jump rope Yoga/Zumba Dance Instruction Engage the Community and Volunteers: Announce your event and invite parents, friends, and family members to join in the festivities Plan ahead and ask your parent network, teachers/staff and community members to participate as volunteers based on your event needs. Find additional resources in Game On >> Family Fitness Night 9

12 REENERGIZE YOUR PLAYGROUND OR CAFTERIA AND OTHER SCHOOL RENOVATIONS A school spruce-up can involve all students, their families and the school staff in improving their school, team building and developing school and community pride. Treat it as a special activity for students and families followed by a healthy picnic, or taste test. Tips for Success: Check with your principal and school district first to receive approval for refreshing spaces, as needed Break down each activity into specific parts. o For example, a school yard pick up involves defining areas, dividing types of debris, providing receptacles, recycling collection, and more. Once broken down it is easier to task your project for participants. Activity Ideas: Paint the cafeteria to make it more inviting use a bright, welcoming color or create a healthy mural Clean up debris on school grounds Paint hopscotch, four square & other games on the playground or blacktop space. Many games and sport courts can easily be measured and tapped out with painter s tape and painted to instantly refresh the play space Repaint playground equipment Engage the Community and Volunteers: Announce you event and invite parents, friends, and family members to join in the festivities. Identify local community experts and other individuals who could assist as volunteers, provide donations or offer other needed support (e.g., Paint store donating paint/supplies or connect with a local muralist to volunteer to sketch out/help paint a healthy cafeteria mural) Find additional resources in Game On >> Cafeteria Spruce Up 10

13 SCHOOL GARDEN Transform a schoolyard space to a garden! A school garden is a wonderful way for students to physically connect with nutrition education, understand the process of growing healthy foods, and recognize environmental stewardship. Tips for Success: Gain approval from school administration & identify a location for the garden. Budget for resources (seeds and equipment). There are many organizations that grant financial support for the investment of school gardens. Design a plan for the garden and create a list of needs If you already have a garden space, enhance it by weeding it, adding new mulch and new plants and creating garden signs naming each plant Be sure to include a sustainability plan, as gardens do need regular maintenance Activity Ideas: Enhance an existing or build a new school garden Plant trees or flowers around the school campus Add planter beds, mulch, paver stones or plant signage to enhance the space Engage the Community and Volunteers: Announce your event and invite parents, friends, and family members to join in the festivities Identify local community experts and other individuals who could assist as volunteers, provide donations or offer other needed support (e.g., A local garden center donating tools, soil or plants/seeds) Find additional resources in Game On >> School Garden 11

14 Volunteers Needed Please join us for: (Enter Event Name) (ENTER SCHOOL NAME) (ENTER DATE) (ENTER TIME/LOCATION) (List Examples of Volunteer Jobs) Assist with registration Help set-up or tear-down Questions? Contact: (ENTER CONTACT INFORMATION) (Enter direct link to register as a volunteer)

15 Sample Communications Messaging SCHOOL MESSAGING Newsletter Copy: Through grant funding from Action for Healthy Kids (AFHK), [school name] is thrilled to host [event name] on [date, time] with AFHK and [partner name(s)]. This event shines a spotlight on the great efforts our school is doing to improve the health and wellness of our students, and provides an opportunity for schools like ours to celebrate our contributions to student health and wellness. We have exciting activities planned for our students, families, staff, and community members! Our main event is [name of event, describe activities]. If you interested in attending and/or volunteering, sign up today at [insert direct registration link]. Contact [insert name] at [insert contact information] with any questions. At [name of school] we re working to put our students on a healthier path by hosting this wellness event and are excited to also promote our [list other health and wellness initiatives at the school year round]. We re also taking the Every Kid Healthy Pledge to get great information and free resources to create a healthier school environment for our kids. You can take the Pledge too! We hope to see you at our event! Social Media for Healthy Kids Celebrate with us! We ve for Healthy Kids in a national movement to create healthier school environments for kids to learn. Sign up today! [registration link] for Healthy Kids, we re shining a spotlight on the great efforts our school is doing to improve the health and wellness of their students. Join us! [registration link] We re hosting a [list event name] on [list date] for Healthy Kids to celebrate our school s wellness achievements! Join us by registering as a volunteer at [registration link] 13

16 Events & Volunteer Management System The Action for Healthy Kids Event & Volunteer management system tool is an online tool and resource that enables schools to have greater impact in planning, organizing, recruiting, growing and sustaining events and volunteer engagement. The functionality, combined with a simple, user-friendly interface allows schools to easily add events, register attendees, recruit volunteers, find resources to support their events, and customize and manage events and volunteer initiatives specific to their school s needs and network. If you are managing your events and volunteers with a disjointed combination of spreadsheets, , survey tools, and your contact database, it s time to get organized with an event management technology to streamline your event processes. System benefits & features: Simplify process from setting up and communicating to managing activities and inviting attendees and volunteers Enlist volunteers and attendees through simple online registration Engage with registrants before and after events through and social media Gather feedback, track attendees, measure success and have record of previous activities Access and manage from anywhere Increase organization & efficiency streamline events, programs & volunteer management Schedule & Post Invite & Recruit Manage & Confirm Plan & post events & volunteer needs Invite contacts to attend & volunteers to help Manage events easily & efficiently From the classroom, to the cafeteria, to the playground, schools are hosting healthy events and engaging volunteers to build healthy school environments. Join the movement of people committed to creating healthy schools, and find more information at ActionforHealthyKids/Volunteer.