Planning a Successful Community Event Counseling Academy October 24, 2003

“Putting the Community back in Community Adult School”

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

Why are we doing this? 10% mandate 10% mandate Recruitment Recruitment Connecting to the community Connecting to the community Outreach Outreach Find services for our students to increase retention Find services for our students to increase retention

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

How & Where to Start Put a team together Put a team together Pick a date Pick a date Decide what type of event Decide what type of event Needs survey Needs survey Students Students Staff Staff Community partners Community partners Day school/Feeder school Day school/Feeder school

Tips for New Event Planners Start Small First timers don’t 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

Step 1: Pick A Team Select a chairperson Ask for volunteers Staff Teachers Classified Support Staff Students – Student Council Community Organizations Employers Feeder Schools

To Do List: Part 1 Set or know your budget Set or know your budget Identify donations/services/in- kind services Identify donations/services/in- kind services Develop a list of employers/participants/guests Develop a list of employers/participants/guests Service providers Service providers Employers Employers Dignitaries Dignitaries Law enforcement Law enforcement

To Do List: Part 2 Decide on a Theme (use year to year) Decide on a Theme (use year to year) Pick a date, time, place Pick a date, time, place Assign duties to sub committees (Chairs) Assign duties to sub committees (Chairs) Set-up Set-up Clean-up/Campus Beautification Clean-up/Campus Beautification Tour Guides/Ushers/Escorts Tour Guides/Ushers/Escorts Decorations Decorations Entertainment Entertainment Refreshments Refreshments

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

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

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

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

Prepare for the Day Program Program Name Tags Name Tags Campus Maps Campus Maps Signs for Signs for Restrooms Restrooms Workshops Workshops Registration Registration Parking Parking Seating arrangements Seating arrangements

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

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

Timeline - 2 Months Before Send letters of invitation to dignitaries/guests Send letters of invitation to dignitaries/guests Meet with Sub Committee Chairs Meet with Sub Committee Chairs Arrange Transportation Arrange Transportation Arrange for stage/booths/tents/facility Arrange for stage/booths/tents/facility

Timeline – 1 month before News Releases News Releases Flyers Flyers Parent Meetings Parent Meetings Ordering the food Ordering the food Confirm stages/permits Confirm stages/permits Send out invites Send out invites Printing posters/flyers Printing posters/flyers

Timeline 2-3 weeks Call participants/guests/dignitaries to confirm participation Call participants/guests/dignitaries to confirm participation Print Program Print Program Prepare the students Prepare the students Final committee meeting Final committee meeting Train Student Council/Volunteers Train Student Council/Volunteers

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

Break Time

Job Fair Contacts – Tapping into who we know! Contacts – Tapping into who we know! EDD EDD Our faculty & staff – Their networks Our faculty & staff – Their networks Local Politicians Local Politicians Our “Old Friends” Our “Old Friends” Community Advisory Boards Community Advisory Boards Local Employers who will hire our students Local Employers who will hire our students Trade Advisories Trade Advisories

Preparing Students for Job Fair Resumes Resumes How to Dress How to Dress How to Interview How to Interview Appropriate Questions to ask employers Appropriate Questions to ask employers Portfolio Portfolio

Community Fair

Counselor Open House Who’s invited? School Counselors- including neighboring Districts Career Advisers PSA Deans APSCS Transition Services – Special Ed Department Newcomers Staff Support Staff

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

Questions/Sharing