Developing an Annual Event Calendar

Events Planning Get the Word Out Review & Improve

Events An 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 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 – 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 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 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

Julie Ann Peterson Grace Lutheran, Jacksonville, FL