Planning School Event
Planning School Event - Good planning will result in a successful event.
School Event Planning – 10 Steps
1) Develop committees
Here are the types of committees often needed to run a successful school event:
This committee should have no more than six members, and is responsible for overseeing all of the
major decisions regarding the event. Typically, it takes at least four to six weeks, at the minimum, to
plan most events.
This committee is responsible for all notices sent home about the event, all posters placed around
the community, news releases and public service announcements on radio and cable TV.
This committee is considered one of the most challenging. The volunteers must be recruited, assigned,
confirmed, and then trained.
Food & Beverage
The committee responsible for deciding on a menu and pricing, cooking and serving.
This committee handles parking, security, lost & found, tables, chairs, electrical issues, permits & licenses,
design layout, audio visual equipment, restrooms, clean-up, and more…
This committee is responsible for all game-related issues, and scheduling and running activities.
This committee is in charge of recruiting sponsors for the event.
Typically chaired by the Treasurer, this committee is responsible for all ticket sales.
This committee is responsible for recruiting talent and entertainment for the school
event. This may include talent contests, karate or gymnastics demonstrations,
costumed characters, clowns, balloon artists, magicians, face painters, hair braiders, etc.
Some school events include outside vendors, such as arts and craftspeople. This committee is
responsible for all the headaches associated with dealing with outside vendors.
2) Decide on a theme and a goal
Many committees choose a different theme for their events each year. Some of the most popular have included Country/Western, Environmental Awareness, Space & Aliens, 50’s, 60’s, and Hawaiian. The Goal of the event must also be decided upon, and should be realistic and attainable.
3) Choose an appropriate date
It is important to compare possible dates with your communities’ social calendar, so as not to interfere with any major fairs, festivals, or big events being held on the same date. A quick call to other schools in the area will make sure you’re not having competing events at the same time (I’ve seen it happen more than once!). Also, the last two weekends in October and the first weekend in May seems to be the most popular dates.
4) Choose entertainment, equipment, and food vendors
The entertainment chosen and the equipment available will often help select your vendors. Experience does count, so be sure to choose a vendor that has been in business for at least five years. There’s nothing worse than not having your vendors show up on the day of the event. Some schools will do all the food themselves, others will bring in an outside vendor (such as pizza).
5) Develop a time-line and checklist
A time line helps to make sure your event runs smoothly. A checklist will insure nothing is forgotten.
6) Develop and implement solicitation strategies
Sponsorship programs and early ticket discounts must be decided upon and implemented.
7) Recruit volunteers
A good rule of thumb is recruiting double the number of volunteers you think you need to run the event. A typical no-show rate for school events is between twenty and twenty-five percent. It is important to confirm volunteers the day before the event.
8) Enjoy the event
Remember, the event should be fun!
9) Evaluate Results
It is important to take notes immediately after the school event, as to what went well and what could be improved for next year.
10) Follow-up and thank the volunteers, donors, and the sponsors
I’ve seen many instances where this step is skipped, and it makes it harder to recruit volunteers or sponsors the next year. People want to be appreciated and thanked for their time or donation.
Here’s info on School Fund Raising Event Ideas
Good Luck in Planning School Event!