event planning da vinci design charter high school
TRANSCRIPT
Event PlanningDa Vinci Design Charter High School
Goals for this Presentation
Provide tools for you to plan a successful Event
Teach you an important life skill
Make you think through the planning process
Remind you to use the Design Process
Design ProcessThe 4 C’s
Care
Conceptualize
Create
Critique
Event BinderCover – create your own
Presentation – PowerPoint and notes
Sample Forms – Completed forms for examples
Blank Forms – Blank forms for your use – originals!
Finances – Deposit Slip - add your club budget here
Misc. – Use for whatever you might need
5 blank tabs – Use one for each of your events
Event Planning Form
ProcedureThe first form you should be using when you decide to have an event
Backwards Schedule all dates
Use in your club meeting to assign duties
Add any “Other” duties to be completed
Event Planning Form
Most Important form to complete accurately and timely
Complete electronically in WordCannot use tab to get to correct field – use your mouse
The form will expand as space is needed
PDF can be printed and filled in by hand
Electronic copy must be sent to [email protected]
Signed copy must be given to Maria Beltran in the office
ApprovalsEmail from “dvdevents” – two possibilities
Receive approval for the event or
Request for more information
Admin/Office will track your due datesYou are responsible for following up
Thursdays Process forms
Reply to emails
Facilities Planning Form
Anything needed from the campus facilities dept.
From chairs and tables to lighting and electrical
Think through and visualize your event
If you need anything at a specific time make note
i.e. if you want something set up 2 hours before your event , etc.
Post Event Procedures &
ReflectionAfter your event is over you’re NOT done!
Money needs to be properly reported
Don’t underestimate the power of a Thank You!
Hand written notes are a lost art
Draft thank you messages for admin to use
Use your own or DVD cards – Maria Beltran has more
Reflection is critical to future success!The Good, The Bad and The Ugly
Deposit SlipMaria Beltran is your contact for money matters
Money should be locked in the cash box and left at school after the event
Two people count money and advisor signs off
“checks and balances”
Complete deposit as soon as possible
If a fundraiser :How much money was raised?
How can you share this information?
Marketing your Event
Successful events need people to attend!
Publicize event early
Be sure to include all relevant information on:
Flyers, posters, website, emails, etc.
Every piece of marketing material think Who, What, Where, Why, When & How
Who?Know your audience!
Students, parents, teachers, families
Know who is in charge?
Why are these details important to know?
What?What will be happening at the event?
Does the name of your event explain what will be happening?
Is there a theme?
Will there be things for sale?Food, drinks, products, etc.
Reminder, no food or drinks can be sold at lunch
How can people pay?Tickets, cash, credit cards, etc.
Where?On campus or off?
Outside or inside?
Where exactly?
Will you need anything at this location?Facilities requests
Signage
Why?What is the purpose or goal of this event?
Think what do I want the attendees to take away?
Is this a fundraiser?Who is the beneficiary?
Is this a celebration or an educational event?
When?What day, date and time will this event take place?
Don’t forget to have an end time!
Is there any specific time within the event to mention?
i.e. event starts at 6pm, dinner served at 7pm, dancing till 10pm, etc.
How?How will you make this all happen?
Who do you need help from?Teachers, volunteers, facilities, chaperones, etc.
Do participants need to bring anything to get in?
Are you selling tickets?
How will you publicize this event to ensure great participation?
Sample Flyers
What’s missing
QuestionsKristie Wakefield – [email protected]
Phyllis Nakagawa – [email protected]
Maria Beltran – [email protected]
DVD Events – [email protected]