Project Planner
Project/Event Planner
Go Beyond: Lesson Plans To Plan an Event
Event Name:
Step Into Fitness
Date:
December 11, 2018
Location(s):
Henderson Middle School
Description:
We are implementing a Walking Program titled “Step Into Fitness” for our school. The walking program is simple; the students will take a brisk 20-minute walk around our soccer field area that will have designated mile markers displayed. Walking is one of the most accessible forms of exercise, and making time to brief walking breaks throughout a day can provide numerous health benefits.
Purpose:
The purpose of our program is to encourage students and staff to begin walking or to increase their current amount of physical activity by making it fun and rewarding. Walking is a great form of exercise and you can fit it in whenever and wherever it works!
Time of Event:
First lunch 11:08 – 11:38
Second lunch 11:57 – 12:27
# of Guests:
Approximately 50 to 75 students during 1st lunch
Approximately 50 to 75 students during 2nd lunch
Special Guests:
Approximately 5 to 15 Staff and Faculty Members
Materials Needed for Event:
T-Shirts for Girls Build Team Members
Pedometers for participates of the Walking Program
Poster Boards
Markers
Printing Paper
Plastic Water Bottles
Incentives for participants
Healthy Snacks
Punch cards to track frequent walking miles
Banners
Flags for promoting the program
Foam boards for Final Expo
Velcro
Glue (Glue sticks)
3-4 Months before the Event
Activity: Walking Program Step Into Fitness
Person Responsible
Due Date
Establish planning group and appoint a lead team member.
Carolina Perez
Nov. 16, 2018
Hold planning meeting for event goals and details (How often? When? Where?).
Hajira Batool
Bi-Weekly
During 6th period (1:20 – 2:05)
Room 44
Nov. 16, 2018
Establish job responsibilities (see example) - consider publicity, spokesperson, photographer, greeters, runners, etc.
Dejelika Coulibaly
Dec. 10, 2018
Determine funding and budget (are these school approved?).
Fatima Batool
Dec. 10, 2018
Reserve date on key attendees’ calendars.
Alondra Hurtado
Dec. 17, 2018
Reserve event space - follow school protocol for reserving space and getting on school calendar.
Carma Tart
Dec. 17, 2018
Determine date of event and reserve venue.
Jaliah Jackson
Dec. 17, 2018
Confirm speakers and speakers’ needs.
Legacy Hattison
Dec. 17, 2018
Determine guest list - gather contact information (Who are you inviting? How will they be contacted?)
Alondra Hurtado
Dec. 17, 2018
Discuss communication and promotion strategy - how will you publicize and let the audience know?
Desarae Brown
Dec. 17, 2018
Website: Add an ‘Events’ page on your Weebly site with information about your event.
Jaliah Jackson and Stephanie Salinas
Dec. 10, 2018
Notes:
2-3 Months Before the Event
Activity
Person Responsible
Due Date
Create and print or email save-the-date cards, invitations, and related materials (i.e. map, etc).
Meet with Project Manager and Social Media Manager to discuss publicity.
Draft program agenda.
Determine signage requirements (directional, backdrops, etc.).
Determine on-site registration procedures, including ushers.
Book event with caterer and establish preliminary menu / Determine if food will be served.
Contact Transportation for parking assistance at your venue.
Contact Campus Police for safety and security assistance.
Contact vendors as required for rentals such as: tents, stage, podium, chairs, tables, AV equipment (sound, lighting, projector, computers, etc), flowers, plants, other decorations.
Notes:
4 Weeks Before the Event
Activity
Person Responsible
Due Date
Arrange for photographer.
Approve final agenda and run of show.
Draft script or talking points for speakers.
Work with Project Manager and Social Media Manager on copy for publicity (on your Weebly site and other channels). Tell LA Promise Fund/ Girls Buildstaff about your event! #GirlsBuild @lapromisefund
Meet with vendors on site, follow up on all orders.
Consider site preparation (wifi needs, special cleaning, equipment, and trash removal). Contact the venue staff for assistance.
Prepare event signage.
Send electronic invitations.
Recruit volunteers to help with setup and clean-up on the day of your event.
Notes:
2 Weeks Before the Event
Activity
Person Responsible
Due Date
Review staffing assignments for day of event. This includes volunteers helping with your event.
Meet on-site with operational staff such as transportation officials, A/V, Wifi setup, and volunteers to discuss responsibilities.
Meet with caterer on site to discuss setup and final menu.
Send out attendance update to planning team/key players.
Notes:
1 Week Before The Event
Activity
Person Responsible
Due Date
Review catering order and headcount.
Print programs, name badges, seating charts, place cards, signage, etc.
Confirm arrangements with vendors.
Create run of show (from set-up to clean-up.
Assign 2-3 floaters that will oversee all the different areas of your event and establish communication strategy for the day (texting, walkie talkies, etc.)
Notes:
24 Hours Before the Event
Activity
Person Responsible
Due Date
Contact caterer to verify all arrangements.
Confirm security requirements.
Ensure tent, chairs, tables, stage, podium are in place.
Send reminder email to your volunteers and guests.
Notes:
Day of the Event
Activity
Person Responsible
Due Date
Begin setup at least 2 hours before your event. This includes setup of chairs, tables, podium, food, water, check-in table, signage, etc.
Arrange printed material, nametags, etc. on registration table and make sure at least one person is there at all times.
Check sound and lighting equipment with vendor(s).
Ensure space and hook-ups are available for media.
Ensure decorations are in place.
Place water at podium.
Notes:
1-3 Days After the Event
Activity
Person Responsible
Due Date
Write thank you notes to speakers, volunteers, staff and others as appropriate.
Complete written evaluation of the event with suggestions for future events.
Coordinate event story and photographs with Social Media Manager.
Make sure all vendors are paid.
Add images to the website.
Write up a description about the event for the website.
Notes:
Go Beyond: Lesson Plans To Plan an Event
Event Name:
Step Into Fitness
Date:
December 11, 2018
Location(s):
Henderson Middle School
Description:
We are implementing a Walking Program titled “Step Into Fitness” for our school. The walking program is simple; the students will take a brisk 20-minute walk around our soccer field area that will have designated mile markers displayed. Walking is one of the most accessible forms of exercise, and making time to brief walking breaks throughout a day can provide numerous health benefits.
Purpose:
The purpose of our program is to encourage students and staff to begin walking or to increase their current amount of physical activity by making it fun and rewarding. Walking is a great form of exercise and you can fit it in whenever and wherever it works!
Time of Event:
First lunch 11:08 – 11:38
Second lunch 11:57 – 12:27
# of Guests:
Approximately 50 to 75 students during 1st lunch
Approximately 50 to 75 students during 2nd lunch
Special Guests:
Approximately 5 to 15 Staff and Faculty Members
Materials Needed for Event:
T-Shirts for Girls Build Team Members
Pedometers for participates of the Walking Program
Poster Boards
Markers
Printing Paper
Plastic Water Bottles
Incentives for participants
Healthy Snacks
Punch cards to track frequent walking miles
Banners
Flags for promoting the program
Foam boards for Final Expo
Velcro
Glue (Glue sticks)
3-4 Months before the Event
Activity: Walking Program Step Into Fitness
Person Responsible
Due Date
Establish planning group and appoint a lead team member.
Carolina Perez
Nov. 16, 2018
Hold planning meeting for event goals and details (How often? When? Where?).
Hajira Batool
Bi-Weekly
During 6th period (1:20 – 2:05)
Room 44
Nov. 16, 2018
Establish job responsibilities (see example) - consider publicity, spokesperson, photographer, greeters, runners, etc.
Dejelika Coulibaly
Dec. 10, 2018
Determine funding and budget (are these school approved?).
Fatima Batool
Dec. 10, 2018
Reserve date on key attendees’ calendars.
Alondra Hurtado
Dec. 17, 2018
Reserve event space - follow school protocol for reserving space and getting on school calendar.
Carma Tart
Dec. 17, 2018
Determine date of event and reserve venue.
Jaliah Jackson
Dec. 17, 2018
Confirm speakers and speakers’ needs.
Legacy Hattison
Dec. 17, 2018
Determine guest list - gather contact information (Who are you inviting? How will they be contacted?)
Alondra Hurtado
Dec. 17, 2018
Discuss communication and promotion strategy - how will you publicize and let the audience know?
Desarae Brown
Dec. 17, 2018
Website: Add an ‘Events’ page on your Weebly site with information about your event.
Jaliah Jackson and Stephanie Salinas
Dec. 10, 2018
Notes:
2-3 Months Before the Event
Activity
Person Responsible
Due Date
Create and print or email save-the-date cards, invitations, and related materials (i.e. map, etc).
Meet with Project Manager and Social Media Manager to discuss publicity.
Draft program agenda.
Determine signage requirements (directional, backdrops, etc.).
Determine on-site registration procedures, including ushers.
Book event with caterer and establish preliminary menu / Determine if food will be served.
Contact Transportation for parking assistance at your venue.
Contact Campus Police for safety and security assistance.
Contact vendors as required for rentals such as: tents, stage, podium, chairs, tables, AV equipment (sound, lighting, projector, computers, etc), flowers, plants, other decorations.
Notes:
4 Weeks Before the Event
Activity
Person Responsible
Due Date
Arrange for photographer.
Approve final agenda and run of show.
Draft script or talking points for speakers.
Work with Project Manager and Social Media Manager on copy for publicity (on your Weebly site and other channels). Tell LA Promise Fund/ Girls Buildstaff about your event! #GirlsBuild @lapromisefund
Meet with vendors on site, follow up on all orders.
Consider site preparation (wifi needs, special cleaning, equipment, and trash removal). Contact the venue staff for assistance.
Prepare event signage.
Send electronic invitations.
Recruit volunteers to help with setup and clean-up on the day of your event.
Notes:
2 Weeks Before the Event
Activity
Person Responsible
Due Date
Review staffing assignments for day of event. This includes volunteers helping with your event.
Meet on-site with operational staff such as transportation officials, A/V, Wifi setup, and volunteers to discuss responsibilities.
Meet with caterer on site to discuss setup and final menu.
Send out attendance update to planning team/key players.
Notes:
1 Week Before The Event
Activity
Person Responsible
Due Date
Review catering order and headcount.
Print programs, name badges, seating charts, place cards, signage, etc.
Confirm arrangements with vendors.
Create run of show (from set-up to clean-up.
Assign 2-3 floaters that will oversee all the different areas of your event and establish communication strategy for the day (texting, walkie talkies, etc.)
Notes:
24 Hours Before the Event
Activity
Person Responsible
Due Date
Contact caterer to verify all arrangements.
Confirm security requirements.
Ensure tent, chairs, tables, stage, podium are in place.
Send reminder email to your volunteers and guests.
Notes:
Day of the Event
Activity
Person Responsible
Due Date
Begin setup at least 2 hours before your event. This includes setup of chairs, tables, podium, food, water, check-in table, signage, etc.
Arrange printed material, nametags, etc. on registration table and make sure at least one person is there at all times.
Check sound and lighting equipment with vendor(s).
Ensure space and hook-ups are available for media.
Ensure decorations are in place.
Place water at podium.
Notes:
1-3 Days After the Event
Activity
Person Responsible
Due Date
Write thank you notes to speakers, volunteers, staff and others as appropriate.
Complete written evaluation of the event with suggestions for future events.
Coordinate event story and photographs with Social Media Manager.
Make sure all vendors are paid.
Add images to the website.
Write up a description about the event for the website.
Notes: