Public Service Community School 

W.E. Stand - Women’s Empowerment Club 

Project/Event Planner 
 
Event Name:   “Activate Youth” 
Issues Facing Young Women Outreach Workshops 
Date:   March (Date TBD) - Canceled due to School Closure 

Location(s):  Diego Rivera Learning Complex 

Description:   A Youth Outreach conference to address issues facing young 

women in the community - Local middle school students will attend 
a series of workshops related to health, wellness, and awareness.  

Purpose:  To promote health, wellness, and awareness of issues facing women 

in our community.  

Time of  Workshop (Tuesday / date TBD); Time: 9:30am - 1:00pm 

Event: 

# of Guests:   TBD 

Special  N/A 
Guests:  

Materials  Flyers/Posters - Publicity 

Needed for  Facility request - Library, Student Cafeteria or MPR 
Event:  Audio/Visual Equipment for workshop presentation(s) 
Workshop materials: 
1. Self-Affirmations workshop - cards, art supplies, bracelet supplies 
2. Gender Stereotypes workshop - activity directions 
3. Mindfulness workshop - journals, aromatherapy oils, stress balls 
4. Consent workshop - skit scripts, brochures / handouts 
5. Empowerment workshop - jenga game 
 
 1-2 Months Before the Event 
 
  Person   
Activity  Responsible   Due Date 

Establish planning group and appoint a lead team  Planning   

member.  committee: 
 

Hold planning meeting for event goals and details (How  Planning   
often? When? Where?).  committee 

Establish job responsibilities - consider publicity,  Planning   

spokesperson, photographer, greeters, runners, etc.  committee 

Determine funding and budget (are these school  Ms. Schwarz   

approved?).  Patricia Ramirez 

Reserve date on key attendees’ calendars.  Ms. Schwarz   

Ms. Griffin 
Staycy Arroyo 

Reserve event space - follow school protocol for  Ms. Schwarz   

reserving space and getting on school calendar.   Staycy Arroyo 

Determine date of event and reserve venue.  Ms. Schwarz   

Staycy Arroyo 

Confirm speakers and speakers’ needs.   Ms. Schwarz   

Staycy Arroyo 

Determine guest list - gather contact information (Who  Ms. Schwarz   

are you inviting? How will they be contacted?)  Ruby Garduno 
Melanie Beltran 

Discuss communication and promotion strategy - how  Planning   

will you publicize and let the audience know?  committee 

Website: Add an ‘Events’ page on your Weebly site  Planning   

with information about your event.  committee 

 
Notes: 40-60 students  
Issues Facing Teens WorkshopTopics: 
1. Consent 
2. Healthy Friendships & Relationships 
3. Drugs, Alcohol & Vaping 
4. Transition to High School 
 
 4 Weeks Before the Event 
 
  Person   
Activity  Responsible   Due Date 

Create and print or email save-the-date cards,  Planning committee   

invitations, and related materials (i.e. map, etc).  Jennipher Ramos 
Dayaana Ramos 

Meet with Project Manager and Social Media  Ms. Griffin   

Manager to discuss publicity.  Ms. Schwarz 
Ruby Garduno 

Arrange for photographer.  Ms. Khraizat (PSCS)   

Kenya Gutierrez 

Draft script or talking points for introducing  Ms. Schwarz   

speakers of workshops.  Ms. Guzman (LAEP) 

Work with Project Manager and Social Media  Ruby Garduno   

Manager on copy for publicity (on your Weebly site  Kenya Gutierrez 
Melanie Beltran 
and other channels). Tell LA Promise Fund/ Girls 
Buildstaff about your event! #GirlsBuild 
@lapromisefund 

Prepare event signage.   Jennipher Ramos   

Dayaana Ramos 

Send electronic invitations.  Ms. Schwarz   

Ms. Guzman 

Recruit volunteers to help with setup and clean-up  Planning Committee   

on the day of your event. 
 
Notes: 
 
 
 
 
 
 
 
 
 
 
 
 1-2 Weeks Before the Event 
 
Activity  Person  Due Date 
Responsible  

Review staffing assignments for day of event. This  Ms. Guzman   

includes volunteers helping with your event.  Ms. Schwarz 

Meet on-site with operational staff: A/V, Wifi setup  Ms. Schwarz   

Confirm arrangements with guest speakers.  Ms. Schwarz   

Ms. Guzman 
 
 
24 Hours Before the Event 
 
Activity  Person  Due Date 
Responsible  

Ensure tent, chairs, tables, stage, podium are in place.    Planning   

Committee 

Send reminder email to your volunteers and guests.  Ms. Schwarz   

 
 
Day of the Event 
 
Activity  Person  Due Date 
Responsible  

Begin setup at least 2 hours before the event. This  Planning   

includes setup of chairs, tables, podium, food, water,  committee 
check-in table, signage, etc. 

Check audio/visual sound and lighting equipment.   Mr. Gonzalez   

Place water at podium.  Jennipher Ramos   

 
Notes: 
 
 
 
 
 1-3 Days After the Event 
 
Activity  Person Responsible   Due 
Date 

Write thank you notes to speakers, volunteers, staff  Jennipher Ramos   

and others as appropriate.  Dayaana Ramos 
Staycy Arroyo 
Planning Committee 

Complete written evaluation of the event with  All Club Members   

suggestions for future events. 

Coordinate event story and photographs with  Ruby Garduno   

Social Media Manager.   

Make sure all vendors are paid.  Ms. Griffin   

Ms. Schwarz 
Ms. Guzman 

Add images to the website.  Ms. Schwarz   

Jose Rivera 

Write up a description about the event for the  Jose Rivera   

website.  Ruby Garduno 
Melanie Beltran 
 
 
Notes: