PILLARIAN STUDENT COUNCIL

PROJECT/EVENT PLANNING PACKET

NAME OF PROJECT:________________________________________________

SCHOOL YEAR:_______________________

COMMITTEE CHAIRPERSON(S):_____________________________________

COMMITTEE MEMBERS:
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 PROJECT PLAN
Pillarian Student Council Project Proposal Form

Project Title:_____________________________ Today’s Date:__________________

Committee Chairperson(s):__________________ Due Date of Plan:___________
Committee Members:
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Date(s) of Event:_________________ Day(s) of the Week:________

Time(s) of Event:_________________ Location(s):_______________
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List three goals that your committee has for the project. Be sure that your goals are
SMART (Specific, Measureable, Assignable, Realistic, and Time-oriented).

Goal #1:
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Goal #2:
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Goal #3:
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Detailed Description of the Project/Event:
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 PROJECT Suggestions

Have the committee chairperson(s) and the appropriate committee members meet with
Advisor. Fill in sections below.

Student Council President’s Comments/Suggestions:

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Student Council President’s Signature Date

Student Council Advisor’s Comments/Suggestions:

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Sponsor’s Signature Date

School Administrator’s Comments/Suggestions:

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Administrator’s Signature Date
 Budget Estimate Sheet

Date(s) of Event:________Funds to be used:________Approximate Cost: Php________

Estimated Budget
Item Quantity Cost

TOTAL
***Be sure to think about any of the items that could be donated by local businesses. For those items, you
need to submit a typed letter to that business that provides a description of the project/event. The letter
needs to be done on school letterhead, as most businesses need this for tax purposes. The letter also needs
Mr. Gilpin’s signature, so please make sure that three (3) people have read it before you give it to Mr.
Gilpin.

Treasurer’s Comments/Suggestions:
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Treasurer’s Signature Date
 PROJECT PLANNING
Committee “To Do” List

With the members of your committee, brainstorm a list of things that need to be done
during the planning phase. Once you know “what” needs to be done, decide “who” and
“when”.

What Who When______

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***Once you have completed the Committee “To Do” List, each individual needs to fill
in their “To Do’s” on their individual assignment sheet on the next page.
 Individual “To Do” List

Each individual needs to take some time and fill out their own Individual “To Do” List.

Individual’s Name:____________________________________

What When Done?______

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***Each individual needs to make sure all of their individual duties are put down in their
own calendars.
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Individual Contact List
Please keep a list of the businesses and people (i.e. DJ, decorator, T-shirt company, etc.)
you work with in the planning of this project. They need to be kept for future references
and shared with your committee chairperson. Also, please be sure to give a copy of any
contracts, pamphlets, or samples to the committee chairperson to be kept with the official
planning packet file.

Business Name Contact Person Phone Number Details/Service

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 Project Contact List
This sheet is mainly for the committee chairperson’s records. Please keep a list of the
ALL businesses and people (i.e. DJ, decorator, T-shirt company, etc.) the committee
worked with in the planning of this project. They need to be kept for future reference.

Business Name Contact Person Phone Number Details/Service

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***Please be sure to attach a copy of any contracts, pamphlets, samples, etc. to be kept
with the official planning packet file for this project.
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 Project Calendar
On the calendar below, include ALL dates and times of tasks that need to be completed
for the project/event. The tasks need to be very specific (i.e. preparation details,
publicity, et-up, clean-up, etc.).
Project:__________________________ Month(s) of:_________________________
Sunday Monday Tuesday Wednesday Thursday Friday Saturday

***Once you have completed your calendar, the committee chairperson needs to go in
and type in the necessary information.
 Pictures
Assign someone in your group to take pictures of the event or activity. Take pictures of
the set-up and during the activity. These pictures may be used for future Student Council
use, so please bring in an electronic copy if possible. Select the box and go to “Insert”
above, or print the pictures out and paste them to the page.

Description: Description:

Description: Description:
Description: Description:

Description: Description:

Description: Description:
 Marketing and Advertising Scheme

Fill out the important details of the event that needs to be communicated with the staff,
student body, and community. These are details that should be included in all methods of
advertising.

Event Name:_________________________ Where:_________________________

Date:__________ Time:_________________ Cost:_________________________

Other Information:____________________________________________________

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Marketing Timeline

Come up with a marketing plan. Think of how you are going to creatively market your
event.

Two weeks before the event:

One week before the event:
The day before and/or the day of the event:

Announcements

Fill out the following announcement sheet and give it to the appropriate person to get it
on the announcements. Make sure it is creative and “ear catching”! You may want to
write several just to change it up.

Date(s) to be Read:_____________________ From:__________________________

Announcement:________________________________________________________

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***Be sure to attach any samples (flyers, handouts, etc.) of any marketing methods you
use.
 Student Council Committee Post-Project Evaluation Sheet
Committee:________________________________ Person#___

1) Please describe what was successful about the project:

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2) Please describe what needed improvement:

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3) Please describe what could be done next time to improve the project:

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