Public Service Community School 

W.E. Stand - Women’s Empowerment Club 

Project/Event Planner 
 
Event Name:   “HERstory Day” 
Post-Women’s History Month Symposium 
Date:   April 14 

Location(s):  Diego Rivera Learning Complex / Pivot to Virtual Event 

Description:   Although this event is scheduled in April, the event is intended to 
culminate Women’s History Month. Students and community 
members are invited to attend panels, workshops, and discussions 
related to women’s history and current issues facing women in our 
community.  

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

in our community. Topics may include:  
1. Women in STEAM Careers 
2. Mental Health - addressing stress, depression, etc. 
3. Challenging Gender Roles 
4. Goal Setting and Achievement 
5. Building Healthy Relationships 

Time of  Workshop (Tuesday, April 14); Time: 9:30am - 3:00pm 

Event: 

# of Guests:   TBD 

Special  TBD 
Guests:  

Materials  Flyers/Posters - Publicity 

Needed for  Facilities requested - Library, Student Cafeteria and MPR 
Event:  Parent letters, permission slips and waivers 
Audio/Visual Equipment for workshop presentation(s) 
Food - Continental Breakfast and Lunch 
Thank you cards and Gratitude gift bags 

 
 
 1-2 Months Before the Event 
 
  Person   
Activity  Responsible   Due Date 

Establish planning group and appoint a lead team  Planning  March 13 
member.  committee: 
 

Hold planning meeting for event goals and details (How  Planning  March 13 
often? When? Where?).  committee 

Establish job responsibilities - consider publicity,  Planning  March 13 

spokesperson, photographer, greeters, runners, etc.  committee 

Determine funding and budget (are these school  Ms. Schwarz  March 13 
approved?).  Patricia Ramirez 

Reserve date on key attendees’ calendars.  Ms. Schwarz  Feb 14 

Ms. Griffin 
Ms. Fordham 
Staycy Arroyo 

Reserve event space - follow school protocol for  Ms. Fordham  Dec 13 
reserving space and getting on school calendar.  

Determine date of event and reserve venue.  Ms. Fordham  Dec 13 

Confirm speakers and speakers’ needs.   Ms. Schwarz  March 13 

Ms. Fordham 
Ms. Griffin 
Staycy Arroyo 

Determine guest list - gather contact information (Who  Ms. Schwarz  March 13 
are you inviting? How will they be contacted?)  Ms. Fordham 
Ruby Garduno 
Melanie Beltran 

Discuss communication and promotion strategy - how  Planning  Feb 14 

will you publicize and let the audience know?  committee 

Website: Add an ‘Events’ page on your Weebly site  Planning  March 13 
with information about your event.  committee 

 
Notes: 
Planning Committee: 
 
 
 4 Weeks Before the Event 
 
  Person   
Activity  Responsible   Due Date 

Create and print or email save-the-date cards,  Planning committee  March 13 
invitations, and related materials (i.e. map, etc).  Jennipher Ramos 
Dayaana Ramos 

Meet with Project Manager and Social Media  Ms. Griffin  March 13 
Manager to discuss publicity.  Ms. Schwarz 
Ms. Fordham 
Ruby Garduno 

Arrange for photographer.  Ms. Khraizat (PSCS)  March 13 

Kenya Gutierrez 

Draft script or talking points for introducing  Ms. Schwarz  March 20 
speakers of workshops.  Ms. Fordham 

Work with Project Manager and Social Media  Ruby Garduno  March 20 
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  March 20 

Dayaana Ramos 

Send electronic invitations.  Ms. Schwarz  March 13 

Ms. Fordham 

Recruit volunteers to help with setup and clean-up  Planning Committee  March 20 
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. Fordham  April 3 
includes volunteers helping with your event.  Ms. Schwarz 

Meet on-site with operational staff: A/V, Wifi setup  Ms. Schwarz  April 13 

Confirm arrangements with guest speakers.  Ms. Schwarz  April 3 

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

Ensure tent, chairs, tables, stage, podium are in place.    Planning  April 13 
Committee 

Send reminder email to your volunteers and guests.  Ms. Schwarz  April 13 
 
 
Day of the Event 
 
Activity  Person  Due Date 
Responsible  

Begin setup at least 2 hours before the event. This  Planning  April 13 
includes setup of chairs, tables, podium, food, water,  committee 
check-in table, signage, etc. 

Check audio/visual sound and lighting equipment.   Mr. Gonzalez  April 13 

Place water at podium.  Jennipher Ramos  April 14 

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

Write thank you notes to speakers, volunteers, staff  Jennipher Ramos  April 20 
and others as appropriate.  Dayaana Ramos 
Staycy Arroyo 
Planning Committee 

Complete written evaluation of the event with  All Club Members  April 20 
suggestions for future events. 

Coordinate event story and photographs with  Ruby Garduno  April 20 
Social Media Manager.   

Make sure all vendors are paid.  Ms. Griffin  April 14 
Ms. Schwarz 
Ms. Fordham 

Add images to the website.  Ms. Schwarz  April 20 

Jose Rivera 

Write up a description about the event for the  Jose Rivera  April 20 
website.  Ruby Garduno 
Melanie Beltran 
 
 
Notes: