Events at International Schools

A Challenge – a Chance

Importance of Events

• Presentation of the school

• Presentation of students progress• Networking – VIPs, donors, parents, faculty

• Finding new sponsors

• Homely atmosphere for international families

• Welcoming the neigborhood

Examples of Possible Event Formats for the School Community…..

Internal:St. Martins DayHalloween, FaschingMusic & Drama ProductionsArt Week Science FairSing-a-longCircus etc…..

…and for Public, Donors, Friends, Sponsors etc.

Open to the public:

International Spring Fair Christmas Market and Concert Sport events with local clubs Bookbridge What Moves Me Grand Opening FIS-Forum Visits of Service Clubs & Celebrations etc…

Quality of Events

• Communication with and to all parties involved

• Everything should have a student relation

• Welcoming atmosphere

• Food and beverages

• Nice decoration

Quality of Events

• Enough helpers

• Cleaning Team

• Well organized in detail (like wardrobe, trash, service, name tags, school information etc.)

• Photographer

• Media coverage

• Flowers / presents – thank you

Event planning 1

Event planning form Event Calendar(s) Whom to inform? Building a team Creating a plan Clarifying responsibilities Creating a time line Starting to work

Event Planning 2

Meeting schedule Correspondence tool (Outlook, others) Progress updates (minutes) Checklists Deadlines Last check …..EVENT!

Structure

PurposeBudgetingNumber of guestsLocation within the school Equipment (seats, sound system, tables etc.)

DecorationCateringProgram (Music, Course, Children etc.)

Event Planning Form

 Event / Date

 

 Location

 

 Department

 

 Person in charge

 

 Organizing Team

 

 Kick-off MeetingDate / Last Meeting Date

 

Anticipated number of participants

 

 Whom to inform

   

 Red Cross/First Aiders

 

 Catering Please specify

 

 Special Items Flowers, Speaker’s desk, Others

 

 Multimedia cart / Screen

 

 Cleaning Services

 

 Facility Managers Info

 

 School Closure Service

 

 Babysitting

 

PR for Events

•Local Magazins Deadlines vary

•Press Release 2 weeks before

•School Newsletter 3 - 4 weeks before /weekly

•Webpage News/Events 3 - 4 weeks before

•Social Media 3 - 4 weeks before

•Posters 3 weeks before

•Flyers 3 weeks before

Invitation

• Guest List

- Database and check with SMT

• Letter

- 4 weeks in advance

- What, when, where, who

• Attachments:

- Flyer

- Reply Fax

• List of response

- tracking

Debriefing

•Opinions

•Praise and review

•Conclusion

•List of amendments/improvement for next event

•Thank you letter/e-mail to helpers