Literacy/Diversity Night Celebration

Name of event what

Becker Literacy Night and Diversity Celebration
(building opening, sports day, art
show, launch of new program)
Date of event
March 9th

Time of event
5:30 7:00

Location of event
Becker Commons and Gymnasium

Event coordinator/contact person

Becker Team leaders and Title 1 Team
Alex Hansen & Melissa Steggall

Target audience who

Opportunity for families to come and celebrate the
Who is this promotion targeted at? student culture inquiry
What does the audience need to
know?
What will hold their interest?

Message what
What do you want to say to the
target audience?
What do you want them to
know/do?

Objectives why
Be clear about what you hope to
achieve with this event.

Description of event what Begin planning our Diversity Celebration:

March 9th 5:30 7:00
th

2 African American
nd

3 Native American
rd

1 - Bosnia
st

Knd Diverse Culture in the

Classroom
5 continue in the Diversity
th

4 Hispanic Latino
th

2014-2015 Plan
Noodles and Company
Friendship Village 300 Bosnian Cake
Balls Provided
Cookies & Juice from Hy-Vee

Schedule of events:
 Specialist Participation
PE Cultural Games look at
different cultural an d find
games
Art Display work in the kitchen
Counselor Culture Leadership
Leader in Me
Music Songs and Music
throughout the event
Media Support research and
accessing materials- Working in
the kitchen
Game, Dance, resources, art show
Student ambassador Culture of
Leadership
Service Leaders to rotate
Student Ambassadors
Order tri-fold: K 6 boards, 5 3
boards,
Microphone in the cafeteria
Who will participate in the
presentations
Ask PTO to purchase beverages

Risk assessment what

Identify possible risks and develop
strategies to minimise risks.

Evaluation criteria established

Survey has been created and will be distributed and
What were our aims/objectives? picked up by PIE members during the meal
Did we achieve what we set out to
do?
Did it come in on budget?
What were the
intended/unintended outcomes?
How do we measure
effectiveness?
What tools do we use to measure
our success?

Checklist
Door prizes will be drawn throughout the event
Who will be involved in the event
Date/s of event determined Schedule of events throughout the evening will be
Location/venue for event booked created by Title 1 Team
Target audience determined
Message determined
Objectives set
Risk assessment completed
 Evaluation criteria established
DECS Strategic
Communications informed/involved

Early event planning template

Person Date to be
Early event planning responsible Action completed
Budget
Steggall Ordered cookies Pick-up
Source identified and juice from Hy- cookies 4/29
Sponsorship Vee
Break even point established Order Entrees
Have you accounted for the GST? from Noodles and
Company
Protocol
Request to invite Minister or CE in
writing and timely (six to eight
weeks prior to event)
Protocol issues (relating to
Commonwealth/State funding)
Anything that needs to be
approved by DECS Strategic
Communications
Anything that needs to be
approved by the Manager
Ministers office notified
DECS Strategic Communications
notified
Education News notified

Invitations
Hansen Send home
Mailing list generated/updated parent letter
Invitation composed
Invitation checked Steggall Make a
Printer Connected Call
Calligrapher
RSVPs (responsible person
briefed)
Invitation list compiled
Names on list and titles/addresses
checked for accuracy
Special guests/speakers alerted to
make time in diaries
Invitations sent
Catering
Hansen/Steggall $600 for food
Cost per head or upfront $100 dessert
Upmarket or casual
Beverages orange juice, mineral
water, tea and coffee (instant or
percolated)
 Food fruit platters, bagels,
danish, bagettes, sandwiches,
biscuits and cakes
Hot or cold
Self service or waiting staff
Internal or external catering
Power required
Equipment required
Tables, tablecloths, cups and
saucers
Plates, napkins, knives and forks
(disposable/non-disposable)
Can the theme of the event be
followed through in catering?
Special dietary requirements of
guests
Menu

Person Date to be
Early event planning responsible Action completed
Advertising
Press, radio TV, school
newsletter
Education News
Media release DECS Strategic
Communications
Talent
Hileman Singing
Book and brief Nielsen Teach game
Rehearsals Wilson Display art
Signage
Organise plaque if necessary
Check plaque wording with
DECS Strategic Communications
Departmental signage booked
with DECS Strategic
Communications
Other signage produced
Program/running sheet/speeches
Program finalised
Running sheet written
Program/running sheet sent to
speakers
Speakers fully briefed
Speeches written
Let caterers know program - when
to serve drinks/food
Value added for guests
Steggall Gift cards to Barns
Copy of publication, CD-ROM and Nobles
Gifts
 Programs Games from Wal-Mart
Catalogues
Special offers/discounts Title 1 Team
Competitions
Prizes
Audio/visual requirements
Bredow 4/1/15 custodial
PA system request complete
CD or tape player
Lapel or handheld microphone
Lighting
Extra electrical requirements
Lectern
Staffing
All Teams will
Extra required support
Staff to meet and greet
guests
Ambience
Tri- Fold Boards
Floral arrangements, pedestal ordered and available
can the theme of the event be for teacher pick-up
followed in flowers?
Background music

Person Date to be
Early event planning responsible Action completed
Hospitality
DCS Sign in guest
Welcome signage at entrance Title 1 Team
Ushers briefed
Cloak room Friendship Pass out
Red carpet Village surveys
Housekeeping
Student
Cleaning before and after Leaders
On standby during the event
On the day
Time for set up by whom
Time for dismantle by whom
Dais, stage
Tables, chairs layout
Chair covers
Floor plan
VIP seating
Book courier/transport
Name tags
Clear location directions
Registration desk
After the event
Person responsible
Debrief
 Comments on all aspects (negative
and positive)
Guest feedback
Guidelines for improvement next
time
Evaluation against criteria
Celebration
Thankyous