How to put the SPECIAL in Special Events Jen Benson, Development Director Stephanie Pravecek, Special Events Coordinator

Scenario #1 Your Chapter wants to hold an event to raise money for scholarships for your graduating seniors. One of your board members has offered to host the event in his cool new “party barn.” What do you need to do to pull this off? Consider: Safety and Insurance, Event Logistics, Follow-Up Safety and Insurance Confirm date and location of event with TeamMates Central Office. See event request form. A waiver is not usually necessary but may be needed. If alcohol is being served, employ a third party vendor. Depending on location: Make a plan for inclement weather Determine if maps/directional signage are necessary Plan for safe parking and guest entry/exit

Scenario #1 – Cont’d Event Logistics Visit the “Barn Party Tool Kit” on the Coordinator’s Playbook. Develop guest list, send invitations and RSVPs. Decide on event agenda – who is speaking, when and for how long? Secure necessary equipment – tables, chairs, microphone and speaker system, fans, etc. Secure food and drink suppliers and servers. Plan for trash/clean up. Prepare all materials needed for “the ask” – pledge cards, envelopes, pens, basket to collect envelopes, etc. Follow-Up Keep a running list of people to thank as you are planning the event. Write thank you notes to the host(s) and all who attended. Plan for guest follow up – perhaps board members will make follow up phone calls or send hand- written thank you notes. Submit all donation information to the TeamMates Central Office for tax acknowledgement. Don’t forget to tell the donors what you did with their money! Send info on scholarships awarded, graduating seniors, etc.

Scenario #2 Your chapter is getting ready to go to the Zoo/Spring Game. What do you need to do to prepare for this? Consider: Safety and Insurance, Event Logistics, Follow-Up Event Logistics Safety Permission forms collected from all participants Let TeamMates Central Office know that you are going to be participating Create a plan for pick of drop off Distribute plan to all, Order school busses to take participants Accountability 1:1 Know where medical kit/medical staff are Create emergency card badges for all mentees Know medical needs to participants Participate in calls from the TeamMates central office Emergency contacts Know the plan for inclement weather Follow-up Write Thank You’s to donors Thank mentors

Scenario #3 Your chapter is preparing for a trip to a local sporting event/ activity. What do you need to do to prepare for this? Consider: Safety and Insurance, Event Logistics, Follow-Up Safety Event Logistics TeamMates Central Office should be notified at least 90days in advance or in March with the activity report. Contact place for tickets Permission forms for every participant Accountability 1:1 Have a medical kit Distribute plan to all for arrival and departure Know medical needs to others Order food if needed Emergency contacts, insurance coverage Follow-up Have plan for inclement weather Keep track of donors to thank Order busses Thank mentors

Scenario #4 You’re at the Zoo/Spring Game and one of your mentees gets hurt & needs emergency medical attention. What process do you follow? Consider: Before, During, and After Before Know where there is a First Aid Kit/Medical Staff Be aware of medical conditions During Contact Event staff at location for medics Call 911 (depending on emergency) Contact TeamMates Staff After File an incident Report and turn in to Jaci McKeever Notify Parents

Scenario #5 You’re at the Zoo/Spring Game and one of your mentees gets lost. What process do you follow? Consider: Before, During, and After Before have a meeting spot if lost located all parties have emergency contacts All mentees wear emergency contact badges Discuss plan in place if someone was to get lost During have someone at meeting spot location in case student is there alert TeamMates Staff/Event Staff Be on the look out After File an incident report and turn into Jaci McKeever Notify Parents