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August 1 to August 16
- Form your event team. Assign leads for: Event Chair,
Logistics; Media and Public Relations; VIPs and RSVPs.
Call your first meeting.
- Ask partner organizations or other afterschool providers
about working together on a joint event so you can
maximize resources.
- Brainstorm.
- What would you like to come out of your event?
Media coverage? A new or better relationship with
your mayor? More parent involvement? Impress funders
or potential funders?
- How can you demonstrate to your target audience that afterschool is key to kids’ success? Think about the value of your program from the
perspective of the community, parents, funders,
students, local businesses.
- Who are the best people to deliver your message?
Parents, students, principals, the mayor?
- Where is the best place to deliver our message
with a rally?
- How can you best highlight the students' and
program's achievements and accomplishments? What
interesting perspective or project can make a
good media story or visual for a news article?
- Get your juices flowing by checking out what
others have done in the Case
Studies and Event Ideas.
- Hone down your brainstorming list by picking the
best ideas to show off your program and reach the
audience you are most concerned about.
- Select the time and location. Find out if you need
any permits for the event. (See below "How to Get
A Permit" for tips on applying for a permit.)
- Set the budget.
- Begin compiling a list of community and business
leaders, elected officials, media, and parents that
you plan to invite to the event.
- Compile a notebook with all of the planning information
for easy reference.
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How to get a permit:
Contact your local police department, or the parks department if you are planning to have an event at a park.
If a rally at a capitol or local government building is the plan, contact the maintenance office for the capitol or the city manager's office.
Look on the Web for information. Some city websites allow you to apply for the permit online.
The application will ask you to describe the event, including use of tables, tents, or other structures.
If you are asked for proof that you are insured against property damage or personal injury, ask to apply for a waiver of this requirement.
Be friendly and cooperative with the staff in the permit office, and assure them you will take careful use of the space. This may make it easier to repeat the process for Lights On Afterschool next year.
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August 16 to August 30
- Design the invitation using Lights On Afterschool
artwork (click here for samples
and logos). Be sure to include:
- Date
- Time
- Place
- RSVP instructions
- Make sure you have the contact information for everyone
involved with planning the event.
- Draw up a responsibility/status report.
- Delegate authority on written assignment sheets.
- Determine the timeline needed to accomplish each
task.
- Outline the program. Select and invite the speakers,
including policy makers. (See Reaching
Out to Policy Makers for tips and a sample Invitation)
- Arrange for catering, photographer, audio equipment,
seating, greeters or ushers, restrooms, first aid,
supplies, decorations and entertainment.
- Request a proclamation from your mayor or city council.
(See Sample Proclamation.)
August 31 to September 14
- Make a list of reporters, editors, and producers
who cover education in your area. (See Create
a Media List.)
- Create a Save the Date card and distribute it to
all of your local media outlets. (See Sample
Save the Date.)
- Update your guest list with more friends, media,
local dignitaries and celebrities as well as business
people and other potential sponsors.
- Remember to pick a backup date for outdoor events
in case of inclement weather.
September 17 to October 1
- Prepare an announcement of the event and send it
to all local community calendar editors.
- Post signs and posters in public places announcing
the event.
- Mail the invitations. Make follow-up phone calls
to confirm all V.I.P. guests.
- Plan for a medical professional, such as a school
nurse, to be on hand for emergencies during the event.
- Update the RSVP list daily.
- Confirm refreshments, audio equipment, seating,
restrooms, first aid, photographer, supplies, flowers,
decorations, entertainment, etc.
- Write a step-by-step agenda with times in minutes
and the name of the person with primary responsibility.
- Develop a press kit.
- Get proclamation framed for presentation.
- Arrange transportation if necessary for dignitaries
and guest speakers.
October 2 to October 15
- Write a media alert.
Distribute October 4 or 5.
- Follow-up on invitations. Reconfirm attendance by
policy makers and other key speakers. Share the program
agenda with speakers; offer to provide talking points.
- Update the agenda.
- Confirm greeters, ushers, drivers and the photographer.
- Update the RSVP list.
- Get a weather report for outdoor events.
- Assign someone to collect news clips on the event,
and to tape any morning or afternoon news programs
of stations that are planning to cover the event.
- Copy 2010 sign up forms (see www.afterschool2010.org)
for attendees to fill out and and light
bulbs to decorate.
- Update your media alert
and re-distribute October 10 or 11.
- Have your news release
ready to go.
October 18
October 19
- Gather your light bulb art to deliver to Congressional
District Offices. Send the artwork with a personal
note (download sample here)
and information on your program, or arrange to hand
deliver it.
- Consider making it a field trip for students.
- Collect your news clips and tapes of coverage, distribute
to friends, parents, partners, funders and potential
funders.
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