event planning in international schools
TRANSCRIPT
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Events at International Schools
A Challenge – a Chance
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Importance of Events
• Presentation of the school
• Presentation of students progress• Networking – VIPs, donors, parents, faculty
• Finding new sponsors
• Homely atmosphere for international families
• Welcoming the neigborhood
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Examples of Possible Event Formats for the School Community…..
Internal:St. Martins DayHalloween, FaschingMusic & Drama ProductionsArt Week Science FairSing-a-longCircus etc…..
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…and for Public, Donors, Friends, Sponsors etc.
Open to the public:
International Spring Fair Christmas Market and Concert Sport events with local clubs Bookbridge What Moves Me Grand Opening FIS-Forum Visits of Service Clubs & Celebrations etc…
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Quality of Events
• Communication with and to all parties involved
• Everything should have a student relation
• Welcoming atmosphere
• Food and beverages
• Nice decoration
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Quality of Events
• Enough helpers
• Cleaning Team
• Well organized in detail (like wardrobe, trash, service, name tags, school information etc.)
• Photographer
• Media coverage
• Flowers / presents – thank you
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Event planning 1
Event planning form Event Calendar(s) Whom to inform? Building a team Creating a plan Clarifying responsibilities Creating a time line Starting to work
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Event Planning 2
Meeting schedule Correspondence tool (Outlook, others) Progress updates (minutes) Checklists Deadlines Last check …..EVENT!
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Structure
PurposeBudgetingNumber of guestsLocation within the school Equipment (seats, sound system, tables etc.)
DecorationCateringProgram (Music, Course, Children etc.)
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Event Planning Form
Event / Date
Location
Department
Person in charge
Organizing Team
Kick-off MeetingDate / Last Meeting Date
Anticipated number of participants
Whom to inform
Red Cross/First Aiders
Catering Please specify
Special Items Flowers, Speaker’s desk, Others
Multimedia cart / Screen
Cleaning Services
Facility Managers Info
School Closure Service
Babysitting
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PR for Events
•Local Magazins Deadlines vary
•Press Release 2 weeks before
•School Newsletter 3 - 4 weeks before /weekly
•Webpage News/Events 3 - 4 weeks before
•Social Media 3 - 4 weeks before
•Posters 3 weeks before
•Flyers 3 weeks before
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Invitation
• Guest List
- Database and check with SMT
• Letter
- 4 weeks in advance
- What, when, where, who
• Attachments:
- Flyer
- Reply Fax
• List of response
- tracking
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Debriefing
•Opinions
•Praise and review
•Conclusion
•List of amendments/improvement for next event
•Thank you letter/e-mail to helpers