Download - Developing an Annual Event Calendar
Developing an Annual Event Calendar
Events
Planning
Get the Word Out
Review &
Improve
Events
EventsAn event is any and all opportunities to share your
school with someone else.
• P.T.L. Dine Out Night• Booster Club Athletic Banquet• National Young Readers Week• National Lutheran Schools Week• Home Games• Pastor Appreciation and Day Care Director
Luncheons• Teacher Appreciation Week
Events
• What is the goal for each event?• How many events per year?• How often should you host events?• Who is the event designed for?
Events
• What is the goal for each event?– Informational• Open House• Open Enrollment Night
– Fellowship• Welcome Back Ice Cream Social
– Fundraising• Dine Out Night• Spring Auction
– Spiritual Support• Prayer Tree
Events
• How many events will you have this school year?– Dependant upon• Environment
– Facilities– Flexibility in scheduling
• Budget• Your Marketing Plan and Goals• How long you have been an Admissions Counselor• How many hours are dedicated towards being an
Admissions Counselor
Events• How often will you host events?– Weekly• Chapel
– Monthly• E-newsletters
– Quarterly• Open Houses
– Bi-Annually• Open Houses
– Annually• Grandparents and Special Friends Day
Events• Who are the events geared toward?– Early Childhood
• Kindergarten Step Up Day– Elementary
• Middle School Step Up Night– Middle School
• High School Fair– Family & Friends
• Fall Festival– Faculty/Staff
• Welcome Back Week• Teachers Breakfast
– Community• Hurricane Preparedness Event
Events
It’s important that your event be clearly defined!
• Participants need to leave knowing why they were there to begin with.
• Participants need to with the impression that the event was well planned.
Planning
Planning
• Planning Partners– Principal– Teachers– Volunteers
• Documentation– Keep track of what you are doing as you go
• Advice– If this is the first time event…ask the other
Admissions Counselors for help!
Prep Calendar
Time Lines
• Begin at the End!– Working backwards from the deadline helps you
have a more accurate and time effective plan.– Review notes from last year. – Add to-do-list to working calendar
First Draft
Second Draft
Time Lines
• Calendar management options– Outlook Express– Google Calendar– Pen & Paper– Handheld devices• Blackberry• i-Phone• PDA
Outlook Express
• Advantages– User friendly– Available on most computers– Reminder functions– Multiple Calendars in one place
Outlook Express
• Disadvantages– Your computer has to on and open for reminders– Does not interface with all handheld devices
Google Calendar
• Advantages– available on any computer– Invite function– Reminders come to your e-mail– Free Tool
Google Calendar
• Disadvantages– Multiple steps for data entry
Pen & Paper
• Advantages– No data loss– Great for visual learners
Pen & Paper
• Disadvantages– Not as readily available as web based options
Handheld devices
• Advantages– Information is readily available– Can be backed up to prevent data loss– Data can be shared from one device to another– Internet
Handheld devices
• Disadvantages– Not all devices can be synced– Corporate Package may be required– Can be cost prohibitive• Device• Monthly service plan
Get the Word Out
Get The Word Out
• Internal and External Website– Gracelcms.com– Gracelutheraneagles.org• Home Page• Classroom Pages
Get The Word Out
• Community Websites– Local Newspapers– Local TV Stations– Local Radio Stations– Family/Kids Event Sites
Get The Word Out
• e-Newsletters– Monthly updates– Bragging Rights• Constant Contact• Word• Print Shop• Publisher
Get The Word Out
• Principal Monthly Newsletter– Ours is electronic and available as a download on our
web site
Get The Word Out
• Fliers– Home in folders– Local Businesses• I try to limit this option.
– Paper and copies are expensive– Not always the most effective
Get The Word Out
• Marquee– If you have one…use it!
• Dry Erase Easels
Get The Word Out• Church Newsletters
– Monthly Updates• Updates• Thank You
– Add events to the Calendar• Church Worship Bulletin
– Weekly Updates• Thank You• Future Event Invites
• Church Bulletin Board– Designated for School– Updated Weekly/Bi-Weekly
Get The Word Out
• Invitations– Special Events• Pastor Appreciation Luncheon• Grandparents & Special Friends Day• Day Care Director Luncheon
– Personalized
Get The Word Out
• Get Creative– T-shirts• Got Tickets?• Just Say Grace
Review &Improve
Review & Improve• Immediately Following the Event– Add your immediate thoughts to your Prep
Calendar• What would you do differently• Did you over/under buy?• Did anyone give you a compliment or complaint?
Review & Improve• Immediately Following the Event– Add your immediate thoughts to your Prep
Calendar• What would you do differently• Did you over/under buy?• Did anyone give you a compliment or complaint?
• The Next Day– Ask Teachers/Principal/Volunteers for feedback
Review & Improve• Immediately Following the Event– Add your immediate thoughts to your Prep Calendar
– (use a different color)• What would you do differently• Did you over/under buy?• Did anyone give you a compliment or complaint?
• The Next Day– Ask Teachers/Principal/Volunteers for feedback
• Prior to Planning the Next Event– Review your notes so you can adjust for the next time
Prayer
“This will be a memorial day for you; you will celebrate it as a festival to God
down through the generations,”Exodus 12:14a
“They will celebrate your abundant goodness and joyfully sing of your
righteousness.”Psalms 145:7
