Planning any event is a big feat, and it seems impossible without guidance. To help you out, here is the complete list of everything you need to do before your club's event! Most forms can be found at the AAC. Some of these tasks do not apply to smaller events, but it is very important to complete all of the relevant tasks, so read carefully. If you are unsure whether or not you have to complete a certain task or if you have any questions you can contact [email protected].
Apps and Approvals
- Find an advisor for the event. They must be present at the event.
- Activity app ASAP (at least two weeks before event)
- Fundraising app ASAP (at least two weeks before event)
- App for interest meeting (still at least two weeks before event)
- App for tech rehearsal (STILL at least two weeks before event)
- App for dress rehearsal (STILL at least two weeks before event)
Things to do first
- Complete your activity app (at least 3 weeks before event)
- Create a timeline for the event
- Create a budget and leave room for unexpected needs
- PR/PO for all items to be bought (can be found at AAC)
- Keep all PR/PO Numbers in your budget
Early Planning
- Create ideas/outline/plan of the event
- Make information packet, program, and presentation
- Write the script (if applicable)
- Get the script approved by Mrs. Hazlett or your advisor
- Get your items approved (videos, programs, packets, songs, presentations, etc.)
- Get hosts or participants
- Create a Job List (how many people do you need to help and what are the jobs for those people?)
- Confirm who will take official pictures/video during the event
- Plan and schedule clean up committee with specific jobs
- Contact event participants early
- Decide what is being bought for the event
- Create an inventory form
- Outline when/who is picking up/dropping off event items
- Get all contracts approved by Mrs. Pollack (at the AAC)
- Confirm Agoura has received the counter-signed contracts from all vendors
Closer to the event
- (optional) come to K4 on a Monday night at 6:00 PM to present to Student Council and get input
- Periodically follow up with participants
- Do you need a cash box and tickets?
- Do you need spirit scanners?
- Send a list of students to your advisor to notify any teachers of students missing class.
- Give final event details to the participants
- If borrowing items: Label all items and find a date when/how are you returning.
- Present your final event
After Event Completion
- Send thank you cards to teachers/admin/volunteers.
- Send pictures of the event to attendance secretary to share via AHS social media sites and PFC contact
- Meet with any co-planners/Student Council and go over pros and cons
- Turn in all reimbursements
- Insert a picture of your receipts
- Complete your profit explanation and Send to the Commissioner of Finance (e[email protected])
- Complete the fundraising app at the AAC with actual profits/expenses
- Meet with your advisor post event to discuss the event
- Inventory Form completed at the end of the event
Advertising
- Create an Advertising plan
- Principal Newsletter
- Video Production
- Contact advertising
- Contact Teachers
- Contact PFC
- Contact Peach Jar
- Contact Attendance Secretary social media
- Contact J. Cohen stadium marquee
- Contact Journalism for articles
- Contact the Acorn
- Reach out to other schools in the district
- Tech for the library TV’s and AAC Marquee
- Make PAs (can be found at the AAC and are due 24 hours before you want them to be announced)
Adults/Council to Contact
- Contact Keith (to get help with setting up tables, trashcans, etc.)
- Contact tech for tech equipment needed
- Contact Entertainment (for speakers/microphones)
- Tell the office if any guests are coming
- Do we need to contact the HOA’s and/or stables because of loud noise or events happening on campus?
- Contact Admin if you need anything
- Contact Advisors who will be supervising the event 1 week prior
PAEC Extras
- Complete the box office form
- Plan a meeting with Gilles
- Send out the link for the PAEC job list
- Confirm the PAEC job list sign up is complete