Event Planning Da 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 Process The 4 C’s CareConceptualizeCreateCritique

Event Binder Cover – 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 Procedure The 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 Word Cannot 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 Signed copy must be given to Maria Beltran in the office

Approvals from “dvdevents” – two possibilities Receive approval for the event or Request for more information Admin/Office will track your due dates You are responsible for following up Thursdays Process forms Reply to s

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 & Reflection After 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 Slip Maria 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, s, etc. Flyers, posters, website, s, 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

Questions Kristie Wakefield – Phyllis Nakagawa – Maria Beltran – DVD Events –