1. How to put the SPECIAL in Special Events
Jen Benson, Development Director
Stephanie Pravecek, Special Events Coordinator

2. Scenario #1
Your Chapter wants to hold an event to raise money for scholarships for your graduating seniors. One of your board members has offered to host the event in his cool new “party barn.”
What do you need to do to pull this off? Consider: Safety and Insurance, Event Logistics, Follow-Up
Safety and Insurance
Confirm date and location of event with TeamMates Central Office. See event request form. A waiver is not usually necessary but may be needed.
If alcohol is being served, employ a third party vendor.
Depending on location:
Make a plan for inclement weather
Determine if maps/directional signage are necessary
Plan for safe parking and guest entry/exit

3. Scenario #1 – Cont’d Event Logistics
Visit the “Barn Party Tool Kit” on the Coordinator’s Playbook.
Develop guest list, send invitations and RSVPs.
Decide on event agenda – who is speaking, when and for how long?
Secure necessary equipment – tables, chairs, microphone and speaker system, fans, etc.
Secure food and drink suppliers and servers. Plan for trash/clean up.
Prepare all materials needed for “the ask” – pledge cards, envelopes, pens, basket to collect envelopes, etc.
Follow-Up
Keep a running list of people to thank as you are planning the event.
Write thank you notes to the host(s) and all who attended.
Plan for guest follow up – perhaps board members will make follow up phone calls or send hand- written thank you notes.
Submit all donation information to the TeamMates Central Office for tax acknowledgement.
Don’t forget to tell the donors what you did with their money! Send info on scholarships awarded, graduating seniors, etc.

4. Scenario #2
Your chapter is getting ready to go to the Zoo/Spring Game.
What do you need to do to prepare for this? Consider: Safety and Insurance, Event Logistics, Follow-Up
Event Logistics
Safety
Permission forms collected from all participants
Let TeamMates Central Office know that you are going to be participating
Create a plan for pick of drop off
Distribute plan to all,
Order school busses to take participants
Accountability 1:1
Know where medical kit/medical staff are
Create emergency card badges for all mentees
Know medical needs to participants
Participate in calls from the TeamMates central office
Emergency contacts
Know the plan for inclement weather
Follow-up
Write Thank You’s to donors
Thank mentors

5. Scenario #3
Your chapter is preparing for a trip to a local sporting event/ activity.
What do you need to do to prepare for this? Consider: Safety and Insurance, Event Logistics, Follow-Up
Safety
Event Logistics
TeamMates Central Office should be notified at least 90days in advance or in March with the activity report.
Contact place for tickets
Permission forms for every participant
Accountability 1:1
Have a medical kit
Distribute plan to all for arrival and departure
Know medical needs to others
Order food if needed
Emergency contacts, insurance coverage
Follow-up
Have plan for inclement weather
Keep track of donors to thank
Order busses
Thank mentors

6. Scenario #4
You’re at the Zoo/Spring Game and one of your mentees gets hurt & needs emergency medical attention.
What process do you follow? Consider: Before, During, and After
Before
Know where there is a First Aid Kit/Medical Staff
Be aware of medical conditions
During
Contact Event staff at location for medics
Call 911 (depending on emergency)
Contact TeamMates Staff
After
File an incident Report and turn in to Jaci McKeever
Notify Parents

7. Scenario #5
You’re at the Zoo/Spring Game and one of your mentees gets lost.
What process do you follow? Consider: Before, During, and After
Before
have a meeting spot if lost located
all parties have emergency contacts
All mentees wear emergency contact badges
Discuss plan in place if someone was to get lost
During
have someone at meeting spot location in case student is there
alert TeamMates Staff/Event Staff
Be on the look out
After
File an incident report and turn into Jaci McKeever
Notify Parents