Table of Contents Making Health the Main Event - Introduction 1
Planning an Event
Organizing Your Team 2
Developing Goals and Objectives 2
Developing a Logistics Plan 3
Volunteers and Event Partners 4
Promotion and Recruitment 4
Event Execution
Event Day 5
Event Evaluation 5
6 – 7
8
9 – 11
12
13
APPENDIX/TOOLS
Example Event Timeline
Example Run of Show
Sample Event Ideas
Volunteer Recruitment Flyer Template
Sample Communications Messaging
Event and Volunteer Management System Overview 14
Making Health the Main Event From the classroom, to the cafeteria and on the
playground, schools are hosting healthy events
and engaging volunteers to build healthy school
environments. You are part of a national
movement working to make schools healthier
places, so kids can learn to eat right, be
physically active and be equipped for success.
Why is that so important? Because research
shows, healthy kids are better learners!
Properly planned and implemented school and
community events can be highly effective for
spreading messages about the importance of
health and wellness.
Holding events throughout the year can help
ensure health and wellness is a topic that stays
top of mind, not only during the school year, but
all year round. This toolkit is designed to provide
schools, parents, community members and
volunteers with information, tips and resources
to help organize, manage and implement
successful health and wellness based events.
Eight steps for a successful event:
1) Organize your planning team
2) Develop event goals and objectives
3) Set a date, time and location
4) Develop a logistics plan
5) Assess volunteer needs and partnerships
6) Publicize the event
7) Finalize details and execute your event
8) Follow-up and evaluate event
The following pages will walk you through each
of these eight steps to prepare you for a
successful event.
Planning Successful
School Events
1
Planning an EventOrganize your Team
Identifying your planning team or committee is
the first step to planning your event. Who within
your organization has beneficial knowledge or
skills that would be an asset on your planning
team? Consider including people outside of your
organization as well – those in your community
that have an interest or expertise on the topic or
have valuable connections. Recruit people with
skills and experience in the following areas to
join your team:
Someone with strong leadership (team
captain/chairperson)
Someone who is organized/detail oriented
(logistics)
Someone who is not afraid to ask for things
(donations/in-kind, additional financial support)
Someone with knowledge of marketing, media
relations and/or social media skills
(promotion/recruitment)
Someone who has planned events and/or
managed volunteers
Once you have your team in place, hold your
first committee meeting to establish your event
goals and objectives. Remember to send out
meeting notes to keep everyone up to date and
on track with planning and deadlines.
What type of event will this be?
Try to limit the event focus to a couple priority
areas or needs. What kind of event makes the
most sense for the organization, the community,
participants and volunteers?
When & where will the event be held?
Think though basic items such as:
Will the event will be indoors/outdoors/both?
Assess if there will be any approvals or special
permits needed.
Look at organizational calendars to avoid any
already scheduled events or holidays.
Try to select a day and time that will
accommodate the most amount of participants.
What resources are currently available?
Think about the resources your organization
currently has and how you can maximize and
expand upon them.
Do you have an engaged PTO/PTA group, an
established volunteer base, or active community
partners? How can you collaborate with them on
your event?
Do you have projects that are in progress or
pending that could benefit from the event?
What material items does your organization
already have?
Be sure to keep the budget in mind throughout
the entire event planning process to assure you
stay on track.
How many people can you accommodate?
Think about not only the space where the event
will be held, but also how you will manage and
supervise attendees and volunteers.
Who can assist as volunteers?
Think about who in your network and
community you could recruit to volunteer.
Engage organization staff, parents and students,
nearby colleges/universities, community
businesses and faith based organizations.
What outcomes will make this event a
success?
Think about the key messages or primary results
you want to get out of the event when it’s over.
Develop Event Goals & Objectives
This is an important step as you begin
planning your event. Think about the following
as you start to organize your plan:
1. What type of event will this be?
2. When & where will the event be held?
3. What resources are currently available?
4. How many people can you accommodate?
5. Who can assist as volunteers?
6. What outcomes will make this event a success?
2
Planning an Event Develop a Logistics Plan
To assure you are tracking on all aspects of your
event, you will want to create an event logistics
plan which includes an event timeline. As a
planning committee, this should be your next
step after developing your event goals and
objectives.
When developing your event plan, include major
milestones, identify the person or organization
responsible for specific tasks and designate
completion dates. Be sure to update and
circulate the timeline to your planning team to
assure you are tracking on progress and
deadlines. At the start of each committee
meeting, take five minutes to review and/or
provide updates on the plan status.
The amount of planning time will vary
depending on the type of event hosted.
Regardless of how long you anticipate planning
to take, whether three weeks or three months,
an event planning timeline is a valuable tool to
help you stay on target.
Tips & Tricks Generally, allow 6-8 weeks to organize and plan
your event. Larger events may take more time.
If special contracts/approvals are needed, be sure
to allow enough time for completion.
Remember to create a plan around registration –
tables, signage and volunteers.
Think about the number of volunteers needed
and how many volunteers you already have
through your internal community.
If you will have several youth volunteers, build in
kid-friendly activities as part of your event.
Determine a parking plan.
Be sure to talk through your recycling and waste
plan.
Designate a storage space to collect event
materials in one organized location.
If activities are being held outside, develop an
inclement weather plan as a backup.
Schedule an event walk-through with the
planning committee the day before the event to
assure everyone is properly informed and
questions are answered.
Developing an Event
Timeline and Logistics Plan
You will want to have a master
event plan to track on each
planning task, as well as who is
responsible for each task. A
sample Event Timeline is
included in the Tools section.
3
Volunteers & Event Partners Engaging community partners and volunteers is
fundamental when it comes to including them in
your events. They are among one of your most
valuable resources, but where do you find them
and how do you go about connecting with
them?
The first step is to brainstorm your current
“assets” – individuals, community based
organizations, businesses, faith-based
organizations or higher learning institutions.
Who is already in your network? Who has the
skills and interests that complement your need?
Who has been involved in the past?
Promotion & Recruitment
The next step is to get the word out and build
enthusiasm around the event. There are a
multitude of low-cost/free ways to communicate
your event and needs. Use as many means as
you have access to in order to get the word out.
Again, the wider your reach, the greater your
chance of success is to meet all of your needs.
Included in the Tools section are samples of:
Event ideas/descriptions
Volunteer recruitment flyer
Sample newsletter and social media
messages
After determining your needs, and who you
would like connect with to engage in your event,
it’s time to take action. Consider the following in
your outreach:
The wider your reach the greater chance you
have to meet all your needs.
Just ask! Often times, people are more than
willing to volunteer, but have never been asked.
Keep asking! Our world is saturated with
competing priorities. There’s a chance your
original message got lost in the mix.
Diversify your outreach for greater sustainability
Communication is key! Make sure everyone has
the most up to date information, messages and
materials at all times.
Tips & Tricks Here are some simple ideas to promote your event:
Post your event and/or volunteer needs using the
AFHK Events and Volunteer tool
Post flyers on bulletin boards in high traffic areas
Include event and volunteer announcements and
registration links in newsletters (both print and
electronic)
Use social media outlets to extend your reach
and ask people to share with their networks
Ask partners to help spread the word by posting
in their communications
Join a community meeting to talk about the
event and recruit for volunteers
Set up a recruitment table with access to the
direct registration link
Coaches/Instructors
Health organizations
Retiree groups/organizations
Job seekers/new residents
Community service clubs
Boy Scouts/Girl Scouts
Faith-based organizations
Fire/Police departments
Business Associations/Chambers
Local businesses/corporations
Designated volunteer
organizations
Where to find volunteers:
School staff
Parents/Grandparents/Caregivers
Students & Alumni
PTO & PTA groups
College & University students
Fraternities & Sororities
4
Event ExecutionEvent Day
After all of the planning is complete, and the
event day is finally here, what should you do?
Start by making an action plan/run of show for
the actual day of the event and for any final prep
work that needs to get done leading up to the
event. Remember to follow your plan and
delegate whenever possible. You have a
planning team and volunteers to assist! Key
items to remember include:
Ensure everyone involved has the most up-to-
date information and project plan – and review
the plan to answer any questions and assure
everyone is on the same page
Use designated volunteers or committee
members to handle all priority areas such as
participant registration, volunteer check-in, media
questions (if invited and present) or
food/beverage needs
Confirm you have extra copies of any printed
material needs such as participant/volunteer
waivers and registration lists
Allow yourself enough time for all final
preparations & any unexpected items that might
arise
A sample Run of Show document is
included in the Tools section.
Event Evaluation
When your event is over, you’ll want to assess if
you met your goals and objectives. If you have
the opportunity and ability to survey your event
attendees and volunteers after the event, their
feedback can be very valuable when evaluating
your event. Use simple, open-ended questions
such as: what was successful? What could be
improved? What would you do differently? What
was your favorite/least favorite aspect of the
event?
Host a final meeting or call with your planning
committee to answer the same survey questions,
evaluate participant answers, recap the event as
a whole, and discuss future planning. A vital
component of your event evaluation process will
be to thank everyone who was involved with the
event – your planning committee, staff,
attendees, volunteers, partners and funders to
name a few. These people are ultimately the key
to your success and a simple thank you goes a
long way, especially if you would like to work
with them again in the future. Congratulate
yourselves on a job well done.
5
Example Event Timeline
6-8 Weeks Out
Hold 1st event committee planning meeting
Brainstorm event – What will the event look like?
Determine how many people you can involve and accommodate.
o Staff, parents, students, community members, media, sponsors/partners, etc.
o How many volunteers will be needed and what tasks will they support?
Determine what resources are needed.
Decide on committee responsibilities/expertise areas.
Set a budget.
Confirm date, time and location of event – reserve rooms/space as needed
Connect with facilities management or your district representatives to confirm all
intended plans are feasible and permitted
4-6 Weeks Out
Hold event committee planning meetings
Determine event activities and compile task list
Research vendors as needed
Determine audio/visual needs
Determine contract/permit needs if necessary
Begin registration process/volunteer recruitment
Order signage and other materials as necessary
2-4 Weeks Out
Hold event committee planning meetings
Secure all contracts/permits as needed
Arrange for all equipment needs – tables, chairs, food, etc.
Determine parking & waste/recycling plans
Identify back-up/inclement weather plan as needed
Identify event opening/closing speakers
Prepare event flyers/communications and begin event promotion
Open event registration link
1-2 Weeks
Hold event committee planning meetings
Confirm details with facilities and vendors
Determine who will be picking up materials/receiving deliveries
Confirm time/date with event speakers
Contact media outlets as appropriate
Assign volunteer shifts/ tasks and communicate to the team
Finalize event Run of Show (agenda for the event, from set up through finish/clean up)
6
Week/Day of Event
Hold event committee planning meetings
Create and print registration lists, nametags, waivers, volunteer instructions, etc.
Gather and pack supplies
Finalize and distribute event agendas
Final walk through with event committee
Determine final needs and preparations
Contact media outlets as appropriate
Arrive early for event set-up
Double check all set-ups – registration table, opening/closing ceremony locations, etc.
Do an A/V sound check
Have a great event!
After Event
Hold final event committee meeting – recap/evaluate event
Survey attendees
Send thank you notes
7
Example Run of Show
Name of Event
Location of Event
Date & Time of Event
Event Preparation
6:30 AM Arrival of event team
Hold a quick meeting with event team to get everyone on the same page
List out final preparation items as needed
7:45 AM Prepare for registration and event opening
Registration tables set with materials (including all signage, breakfast
tables/food or give-away items as needed)
Registration volunteers in place and ready to go
8:15 AM Registration Opens (include location of where registration tables will be set up)
Event Opening (list location of event opening)
9:00 AM Welcome event attendees
List all speakers that will be taking part in the event opening (include
timing for speakers)
Example:
o 9:02 AM – Principal welcomes attendees
o 9:04 AM – Event committee welcome/instructions
o 9:07 AM – Guest speaker welcome
o 9:15 AM – Direct attendees to groups/activities/volunteer tasks
9:20 AM Event activities/service projects begin
Project overview
Instructions as needed
10:50 AM Begin initial activity/project wrap-up
11:00 AM Event attendees gather at event closing location
Event Closing (list event closing location)
11:10 AM Closing ceremony
List all speakers that will be taking part in the event closing (include
timing for speakers – see event opening above for example)
Thank you to all event attendees
11:30 AM Event attendees depart
11:40 AM Event team check-in & prep for final clean up
12:30 PM All depart to celebrate successful event!
8
Sample Event Ideas
FAMILY FITNESS EVENT
Hosting an event that involves physical activity and healthy eating for students and their families
can help you share positive messages, educate and engage parents, and motivate kids to
practice healthy behaviors, both at school and at home.
Tips for Success:
Family fitness events can be held during the day or at night, inside or outside.
Activities should be selected to meet the interests of all ages and skill levels.
Reach out to local businesses to volunteers to participate in your event. For example, a
local gym or trainer may be able to volunteer to offer fitness training stations.
Recruit volunteers to assist with the planning and management of the event – teachers,
staff, parents, community members – and even engage students.
Schedule a meeting 6-8 weeks prior to the event. Topics to discuss include how many
participants you can accommodate at the event, supervision needs, instructions and
instructors at each station, number of volunteers needed, jobs to be done, and
equipment needs for the event.
Activity Ideas:
Obstacle course
Target throws
Tug-of-war
Water balloon toss
Sack and relay races
Jump rope
Yoga/Zumba
Dance Instruction
Engage the Community and Volunteers:
Announce your event and invite parents, friends, and family members to join in the
festivities
Plan ahead and ask your parent network, teachers/staff and community members to
participate as volunteers based on your event needs.
Find additional resources in Game On >> Family Fitness Night
9
REENERGIZE YOUR PLAYGROUND OR CAFTERIA AND OTHER
SCHOOL RENOVATIONS
A school spruce-up can involve all students, their families and the school staff in improving their
school, team building and developing school and community pride. Treat it as a special activity
for students and families followed by a healthy picnic, or taste test.
Tips for Success:
Check with your principal and school district first
to receive approval for refreshing spaces, as needed
Break down each activity into specific parts.
o For example, a school yard pick up involves
defining areas, dividing types of debris,
providing receptacles, recycling collection, and
more. Once broken down it is easier to task
your project for participants.
Activity Ideas:
Paint the cafeteria to make it more inviting – use a
bright, welcoming color or create a healthy mural
Clean up debris on school grounds
Paint hopscotch, four square & other games on
the playground or blacktop space. Many games and sport courts can easily be measured
and tapped out with painter’s tape and painted to instantly refresh the play space
Repaint playground equipment
Engage the Community and Volunteers:
Announce you event and invite parents, friends, and family members to join in the
festivities.
Identify local community experts and other individuals who could assist as volunteers,
provide donations or offer other needed support (e.g., Paint store donating
paint/supplies or connect with a local muralist to volunteer to sketch out/help paint a
healthy cafeteria mural)
Find additional resources in Game On >> Cafeteria Spruce Up
10
SCHOOL GARDEN
Transform a schoolyard space to a garden! A school garden is a wonderful way for students to
physically connect with nutrition education, understand the process of growing healthy foods,
and recognize environmental stewardship.
Tips for Success:
Gain approval from school administration & identify a location for the garden.
Budget for resources (seeds and equipment). There are many organizations that grant
financial support for the investment of school gardens.
Design a plan for the garden and create
a list of needs
If you already have a garden space,
enhance it by weeding it, adding new
mulch and new plants and creating
garden signs naming each plant
Be sure to include a sustainability plan,
as gardens do need regular
maintenance
Activity Ideas:
Enhance an existing or build a new school garden
Plant trees or flowers around the school campus
Add planter beds, mulch, paver stones or plant signage to enhance the space
Engage the Community and Volunteers:
Announce your event and invite parents, friends, and family members to join in the
festivities
Identify local community experts and other individuals who could assist as volunteers,
provide donations or offer other needed support (e.g., A local garden center donating
tools, soil or plants/seeds)
Find additional resources in Game On >> School Garden
11
Please join us for:
Volunteers Needed
(Enter direct link to register as a volunteer)
(List Examples of Volunteer Jobs)
Assist with registration
Help set-up or tear-down
(Enter Event Name) (ENTER SCHOOL NAME)
(ENTER DATE)
(ENTER TIME/LOCATION)
(ENTER CONTACT INFORMATION)
Questions? Contact:
Sample Communications Messaging
SCHOOL MESSAGING
Newsletter Copy:
Through grant funding from Action for Healthy Kids (AFHK), [school name] is thrilled to host
[event name] on [date, time] with AFHK and [partner name(s)]. This event shines a spotlight on
the great efforts our school is doing to improve the health and wellness of our students, and
provides an opportunity for schools like ours to celebrate our contributions to student health
and wellness.
We have exciting activities planned for our students, families, staff, and community members!
Our main event is [name of event, describe activities]. If you interested in attending and/or
volunteering, sign up today at [insert direct registration link]. Contact [insert name] at [insert
contact information] with any questions.
At [name of school] we’re working to put our students on a healthier path by hosting this
wellness event and are excited to also promote our [list other health and wellness initiatives at
the school year round]. We’re also taking the Every Kid Healthy Pledge to get great information
and free resources to create a healthier school environment for our kids. You can take the
Pledge too!
We hope to see you at our event!
Social Media Posts:
@Action for Healthy Kids
Celebrate with us! We’ve joined @Action for Healthy Kids in a national movement to
create healthier school environments for kids to learn. Sign up today! [registration link]
With @Action for Healthy Kids, we’re shining a spotlight on the great efforts our school
is doing to improve the health and wellness of their students. Join us! [registration link]
We’re hosting a [list event name] on [list date] with @Action for Healthy Kids to
celebrate our school’s wellness achievements! Join us by registering as a volunteer at
[registration link]
13
Events & Volunteer
Management System
The Action for Healthy Kids Event & Volunteer
management system tool is an online tool and
resource that enables schools to have greater impact
in planning, organizing, recruiting, growing and
sustaining events and volunteer engagement. The functionality, combined with a simple, user-friendly
interface allows schools to easily add events, register attendees, recruit volunteers, find resources to
support their events, and customize and manage events and volunteer initiatives specific to their
school’s needs and network. If you are managing your events and volunteers with a disjointed
combination of spreadsheets, email, survey tools, and your contact database, it’s time to get
organized with an event management technology to streamline your event processes.
From the classroom, to the cafeteria, to the playground, schools are hosting healthy events and
engaging volunteers to build healthy school environments. Join the movement of people committed
to creating healthy schools, and find more information at ActionforHealthyKids/Volunteer.
Invite & Recruit
System benefits & features:
Simplify process from setting up and communicating to managing activities and inviting attendees and volunteers
Engage with registrants before and after events through email and social media
Invite contacts to attend
& volunteers to help
Access and manage from anywhere
Gather feedback, track attendees, measure success and have record of previous activities
Increase organization & efficiency—streamline events, programs & volunteer management
Enlist volunteers and attendees through simple online registration
Plan & post events
& volunteer needs
Schedule & Post
Manage events
easily & efficiently
Manage & Confirm