Event Planning

EVENT PLANNING

Every time TOPP KIDS hosts an event; it is an opportunity to show families and the community the quality of our programs. This tends to be a time where everyone can get together and appreciate the program and the commitment to the community. A poorly planned event can have the exact opposite effect and damage the reputation of the programs. It is important that every event we plan is executed with excellence. The following describes how to plan events based on our event planning sheet:

TOP OF PAGE 1
Fill out the NAME OF THE EVENT, the EVENT DATE, the name of the DIRECTOR OF FUN (person in charge of hosting the event- typically the WHOLE TEAM with direction from Program Coordinator) and the allotted BUDGET determined by the Program Coordinator (if hosting from the in- house float) or the CEO (if it is a company wide event).

EDUCATORS SCHEDULE
Plan your Educators schedule here. Your schedule should reflect proper ratios and times each Educators is working. If you need extra Educators for the event, this is how you let your Program Support Manager know.

OVERVIEW
This is where you lay out your grand idea! What is the event, is there any partnerships within the community, etc.

ATMOSPHERE
What will the atmosphere be like at the event? Calm, busy, standing, sitting, fun? Are there decorations? Is there food or beverages being served? Never should an event have a “dry moment” with nothing planned.

OBJECTIVE
Here you can list the reason for the event. Is it to increase awareness for something, increase parent involvement, accreditation goal, to raise money, to engage your team to become champions at hosting events, create memories for the kids or just to have families come together?

DRESS
At all events, Educators should wear TOPP KIDS Educators T-Shirts unless a dress code more conductive to the theme is present. Make sure that the team looks great as this is always the first impression to our quality!

CREATIVE
What is it that will be created for this event? Think of everything needed: signs, banners, handouts, emails, artwork, PLANNING…. The list goes on. Typically, your Arts & Expressions and Program Coordinator portfolios will be largely involved in this part. Assign tasks and list names.

GUEST PRIZES / GIVEAWAYS
Are there any prizes/giveaways ? How are they won/handed out?

EVENT APPROVED BY
Every event planned must be signed off by 3 parties- Program Coordinator, Program Support Manager & CEO

PRE-PROMOTION
What are you going to do to HYPE UP the event in the week(s) before the event? Is there any promotional material being used?

EVENT REVIEW
To be completed after the event for future reference with the Program Coordinator.

MUSIC
What music will be playing during the event?

BUDGET TRACKING
Use this tool to keep track of what is spent for the event. Opening balance should match the budget for the event. Out of pocket spending is not permitted.

Event Planning Sheet: