Planning a Successful Community Event

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Planning a Successful Community Event

• Counseling Academy
• October 24, 2003

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Putting the Community back in Community Adult
School
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Your presenters

• Imelda Macias
• Teacher-Counselor Harbor OC
• Rich Wormus
• APO Belmont CAS
• Derek Majors
• APACS L.A. Tech Ctr
• Monica Gnirs
• APACS North Valley OC

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Why are we doing this?

• 10 mandate
• Recruitment
• Connecting to the community
• Outreach
• Find services for our students to increase
  retention

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Kinds of Events

• Job Fair
• Open House
• Everybody/Community
• Specific Groups
• High School Counselors/School Personnel
• Health Fair
• Community Resource Fair
• Campus Tours

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How Where to Start

• Put a team together
• Pick a date
• Decide what type of event
• Needs survey
• Students
• Staff
• Community partners
• Day school/Feeder school

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Tips for New Event Planners

• Start Small
• First timers dont try to do it all!
• Small events are building blocks for future big
  events
• Get feed back from attendees/committee members
  via evaluation surveys
• Plan next years event to include more
• Make a timeline
• Feed your employers/guests

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Step 1 Pick A Team

• Select a chairperson
• Ask for volunteers
• Staff
• Teachers
• Classified Support Staff
• Students Student Council
• Community Organizations
• Employers
• Feeder Schools

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To Do List Part 1

• Set or know your budget
• Identify donations/services/in-kind services
• Develop a list of employers/participants/guests
• Service providers
• Employers
• Dignitaries
• Law enforcement

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To Do List Part 2

• Decide on a Theme (use year to year)
• Pick a date, time, place
• Assign duties to sub committees (Chairs)
• Set-up
• Clean-up/Campus Beautification
• Tour Guides/Ushers/Escorts
• Decorations
• Entertainment
• Refreshments

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PublicityGetting the Word Out

• Identify the audience
• Public Service Announcements
• Newspapers/News Releases
• Chamber of Commerce
• Website
• Send flyers to neighboring schools
• Adult Schools/Occupational Centers
• Elementary/High Schools
• Community Colleges

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Publicity Tips

• Save the Date Flyers must look GOOD!
• Get a good photographer/videographer
• Invite press
• Invite LAUSD Board Members
• Invite Local District Asst. Superintendents
• Invite Legislators/politicians
• Inform the STUDENTS/STAFF/FACULTY

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More to Do.

• Assign booths/tables/stations/rooms
• Electrical outlets
• Technology
• Arrange to feed guests (if applicable)
• Do you need a tent/ a stage/ booths/ lights/
  music?
• Arrange for a drop off point for presenters/
  guests
• Decorations/Signs/Name Badges

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Prepare for the Day

• Time schedule for staff and students
• Prepare students for the days events
• Resumes
• How to dress and act for employers
• Campus beautification
• Train Information/Welcome Table Staff
• Manned by student council/volunteers

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Prepare for the Day

• Program
• Name Tags
• Campus Maps
• Signs for
• Restrooms
• Workshops
• Registration
• Parking
• Seating arrangements

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Prepare for the Day

• Information Packet for participants/guest
• Schedule of classes
• List of participants
• Activities for the day
• Map of campus
• Program Flyers
• Business card of contact persons
• Lunch/Breakfast ticket
• Evaluation Form
• Flyers for upcoming events i.e. graduation

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Timeline 3-6 Months Before

• Choose your committee
• Choose Event/Select the Date
• Check the calendar for DACE events/holidays/feeder
  school schedule
• Assign tasks to sub committees
• Contact employers/guests
• Save the Date flyer

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Timeline - 2 Months Before

• Send letters of invitation to dignitaries/guests
• Meet with Sub Committee Chairs
• Arrange Transportation
• Arrange for stage/booths/tents/facility

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Timeline 1 month before

• News Releases
• Flyers
• Parent Meetings
• Ordering the food
• Confirm stages/permits
• Send out invites
• Printing posters/flyers

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Timeline 2-3 weeks

• Call participants/guests/dignitaries to confirm
  participation
• Print Program
• Prepare the students
• Final committee meeting
• Train Student Council/Volunteers

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After the Event

• Toot your own horn
• Send summary of event to Beaudry
• Send letters of appreciation to dignitaries
• Thank you notes to staff, participants
• Debrief committee members

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Break Time
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Job Fair

• Contacts Tapping into who we know!
• EDD
• Our faculty staff Their networks
• Local Politicians
• Our Old Friends
• Community Advisory Boards
• Local Employers who will hire our students
• Trade Advisories

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Preparing Students for Job Fair

• Resumes
• How to Dress
• How to Interview
• Appropriate Questions to ask employers
• Portfolio

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Community Fair
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Counselor Open House

• Whos invited?
• School Counselors- including neighboring
  Districts
• Career Advisers
• PSA
• Deans
• APSCS
• Transition Services Special Ed Department
• Newcomers Staff
• Support Staff

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Counselor Open House WHY?

• Marketing Selling them our programs
• Networking Putting a face to the name!
• Builds an on-going trusting relationship
• They see first hand how we HELP their program
• Out of site out of mind!
• They learn about the many options we have at our
  schools
• They can voice their concerns and recommend
  programs

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Questions/Sharing