2010-11

2010-11 Main Event Planning Packet

Every committee needs a leader, usually called a chairperson or chair. The chair has the final
responsibility for the success of the committee and must work with the members to decide what has
to be done, who will do it, where it will be done, and when it must be completed. The chair also
needs to know and communicated how much authority the committee has. To achieve this, the
committee chairperson should:

 Have a clear understanding of the goal and authority of the committee

 Communicate that goal to the members of the committee
 Delegate tasks to sub-committee members
 Notify members of the event and their necessary attendance (a reminder phone call or e-mail
the night before can be valuable)
 Set deadlines for completion of tasks
 Follow up on progress of specific tasks
 Don’t procrastinate
 Do your best to represent the NHS group and its goals
 Be diplomatic: facilitate the group, don’t dominate it

Please use this packet to set up concrete goals and timelines for the event. Please try to provide the
most possible information for your main event. After your event, please list if there were difficulties
or things you would improve next year. Providing this information will help following years’ NHS to
run similar main events with ease.

Please return the completed packet to Kevin Rasmussen or Sam Jensen by Monday, June 7th.

Comments about the event:

 2010-11

GENERAL INFORMATION

Name of Project: ___________________________________________________________________

Chairperson(s) & Email: ____________________________________________________________

Purpose:  Social  Service  Fundraiser  Other

Location: _________________________________________________________________________

Date: __________________________ Time: _____________________

Event description: __________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

SUB-COMMITTEE DIVISION
Please indicate the types of sub-committees you plan to have and the number of people required for each

 Decoration # of Subcommittee members:________

 Advertising # of Subcommittee members:________

 Food/Beverages # of Subcommittee members:________

# of Subcommittee members:________
 Coat Check
# of Subcommittee members:________
 Services [ex: security, DJ, venue]
# of Subcommittee members:________
 Games/Entertainment
# of Subcommittee members:________
 _____________________________
# of Subcommittee members:________
 _____________________________
# of Subcommittee members:________
 _____________________________
# of Subcommittee members:________
 _____________________________

TOTAL Number of Committee Members: ________


EVENT PLANNING CHECKLIST:
Do you need any of the following?
Administrative
 Obtain administrative approval
 Put the activity date on the school calendar
 Reserve needed facilities (gym, cafeteria, etc.)
Custodial Assistance
 Chairs
 Tables
 Risers
 Podium
 Other: __________________________________
Audio/visual needs
 Microphone
 Sound system
 Lights (spotlight, stage lights, etc.)
 Projector (LCD, slide, movie, etc.)
 CD player
 Other: _________________________________
Decorations
 Select theme
 Order/purchase decorations
 Request volunteers for decorations set up
 Gather supplies for decorating
(tape, scissors, staplers, trash cans, etc.)
Tickets
 Determine admission/ticket price
 Design ticket
 Arrange for tickets to be printed
 Schedule ticket sales volunteers
 Arrange for cash box for ticket sales
2010-11
Program
 Create schedule of events
 Arrange entertainment (DJ, speaker, games, etc.)
 Request services (security, chaperones, etc.)
 Design event program
 Arrange program to be printed
 Request volunteers for the event
Food/Beverages
 Order refreshments or request donations
 Arrange for ice, if necessary
 Obtain necessary supplies: cups, plates, napkins
 Organize servers for refreshment distribution
 Arrange for a cash box, if selling refreshments
Chaperones/Security
 Request administrative supervision
 Request parent chaperones
 Create a list of duties for chaperones
 Write thank you notes to chaperones/security
 Hire security guards for parking lot patrol
Publicity
 Design and create posters, flyers, etc.
 Arrange PA announcements
 Draft press release and deliver to local media
 Send out emails to general NHS members
 Contact community TV channel [ex: Channel 12]
 2010-11

Judging/Contests  Determine and obtain prizes (donations)

 Determine criteria for judging  Write thank-you notes to judges and sponsors
 Recruit judges

MATERIALS:
List all materials or equipment needed

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

Item:_____________________________ Source:________________________ Cost:_________

BUDGET

Event budget: $____________________ Did you meet your budget? Y / N

PUBLICITY

What audience do you want to reach?

 Students  Parents  Faculty/Staff  Community  Other: ___________________

Special theme, logo, or colors that will be used: ________________________________________

Will tickets be needed? Y / N Ticket price: _________________

If yes, on sale when _____________________ Where ____________________________________