Hello my friends! Did you get wrangled into planning the end of school year party? If you are in charge of hosting an event, party or festival of any magnitude, say for work, school, church or an organization there is a basic plan you need to follow to attend to all the details. Here is a 'schedule' of tasks.
Two Months before the event:
Check on any licensing you may need. Chances are, there is nothing to worry about, but if you will need to check on permit for:
selling items or tickets - IRS, (are you 501 C3 status? non-profit?)
raffling items or money - gaming commission
selling or serving alcohol - zoning, licensing, age restrictions
selling food - health department
lighting candles or having a fire (marshal approval)
transportation, rides, hayrides, inflatables (Moon Walks, etc.) insurance issues; city ordinances or codes
animals - health codes; ordinances
In general, check the blanket policies of the organization you work with or under. What are your by-laws? Group codes? etc.
Delegate: Depending upon the size of your event, you will need to assign tasks. If you are an organization and you have a board, each board member can take the task that fits their role. Ask for RSVPs and volunteers. Don't try to go it alone! Let others share their talents. .
Get the word out: Insert newsletter or bulletin announcemenst, print and post flyers, or start a phone chain or email invitiations. Will you invite the general public or have a limited guest list? Set up a table after school, after church or activity meetings.
Take an informal head count: How many will be involved? How many children and what ages? Will it be a family affair?
Determine your budget: What is your overhead? Will you collect donations of food, supplies, etc? Will you need to charge money? Will you sell tickets? Will this be a fundraiser of some sort?
Find a location: A large basement? A church hall? A school gym? A barn? Will you need to rent a facility?
Decide upon activity locations: Outdoor, indoor or both? Will you have scavenger hunts, hayrides, hay mazes, etc that will be outside? Consider your local weather.
Network your volunteers: How many activity helpers will you have? Who donate food, craft supplies, etc? Who could cut out, assemble or design items you'll need for activiites? Will you need shoppers? Phone callers? etc. I like to call upon senior citizens who might like an opportunity to be involved.
Prepare your agenda: ( see sample below) How many activities? Who will man each one? How will you arrange space? Where and when will people eat?
Assign coordinators: Consider this: make each game or activity coordinator responsible for preparing a list of supplies and prizes and making or gathering materials. If one family or person takes care of each activity it will run smoother and not be overwhelming for a few folks. Family members can take turns manning the activity so everyone can participate. Give each coordinator a budget or spending limit based upon your initial budget analysis. A simple way is to divide your activity budget by the number of activities. (ie $200- 10 activities = $20 each). But do remember that some may cost more.
Circulate order forms and place a bulk order: Give each coordinator time to plan their activity and list what will be needed. If you will order from a catalog, ask that supply or prize lists be in about three weeks ahead of time. Send bulk order from whichever catalogs or online sources you use.
Consider purchasing durable goods: This might be a good annual event. If you buy game supplies, like a bean bag toss game, store them from year to year.
In the week ahead:
Send out reminder texts, group chat or emails.
Shop for food and store supplies. Freeze perishables.
Decorate area. Don't inflate anything until the day of the party. Inflatables lose air overnight.
Set up games, activities or booths.
Check for anything you might be missing.
Put in a last newsletter/ bulletin reminder.
Most of all, remember to have fun yourself!
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