Inside: Special Event Planning Winter Activity Sampler Resources - A to Z Event Ideas Community Programming Content provided by: Community League Resource Guide The Edmonton Federation of Community Leagues The City of Edmonton Community Programming and Special Event Guide River Valley Programs and CORE Community Organized Recreational Endeavors Special Event Planning ….. Page 4 Event Details Activities Recruitment of Staff and Volunteers Registration Procedure Contingency Plan (Back Up Planning) Advertising The Event Wrap-up & Volunteer Celebration Winter Activity Sampler….. Resources ….. Page 6-9 Page 10 Resources Online & Templates A to Z Event Ideas Community Program Planning ….. 2 Page 11 Introduction This guide was designed to help walk you through the steps of planning and running a program or special event in your community. It contains four sections: Getting Started, Community Programming, Special Event Planning and Wrap Up. In the appendices of this manual you will find a disc that contains forms and worksheets that you may find useful. Please remember that these are samples to help you get started and should be edited to suit your particular needs. In addition the City of Edmonton is pleased to provide you with Community Building Staff (see attached business card) and/or for some events, access to the Civic Events Office for help planning your event. Call 311 for more information on these services. Community programs and special events create opportunities for neighbours to meet, visit, have fun and work together on a common activity. Top 10 Reasons to Have Programs and Special Events To have fun. To provide an opportunity to get to know your neighbours. To establish friendships. To create a sense of belonging to your community. To promote community pride. To help with safety/crime prevention by knowing your neighbours. To support each other. To learn a new skill. To share your gifts and talents. To explore your community history. Getting Started Consider What do you want to achieve with a program/special event? What are your organization’s overall goals? What opportunities will this event create for your organization? What are the needs and assets in your community? What are the board’s expectations: to make money, lose money, break even or subsidize the program/special event? Create an Organizing Committee Depending on the size of the event/program, the program director may be the chair of this committee Find members with talent, time, commitment and creativity in the following areas: Finance Marketing & Communications Site/Facility Prep Volunteer/Staff Coordination Contingency Planning Identify what Program or Special Event you are Planning Create/update your annual plan Find out what has been done in the past Ask what neighbouring communities are doing Look for potential partnerships Determine what activities are popular Consider your demographics – age, marital status, cultural diversity 3 Event Details Activity Resources & Planning Date, Time, and Audience Is this a one time event or will there be multiple What resources can the City of Edmonton help with? Contact your local CRC to find out what equipment is sessions? Who are your participants? What age groups? available for rental from the City of Edmonton. Your CRC can also provide you with other resources and information. What is the best day of the week and time of the day for the event? Location Will the event be held inside or outside? Is there access to washrooms? What is the facility size and how accessible is it? What are the costs? Are licenses, insurances and/or permits required? district for you to borrow: Fire pits Snowshoe kits Fun Bags Giant games Have you ensured that you are following all public health guidelines? Create a site map which may include table placement, stage location, displays etc. Budget Does this need to be approved by the board? Expenses: what are your costs to run this event? Special equipment Rental fees Activity providers and supplies Insurance, licenses or permits Advertising Food Income: who is paying? Participants Community group (community league) Sponsors Grants A combination of the above Create your Budget Compile your list of expenses and income into one document Include a contingency amount that is 10 – 15% of your total budget Ensure that this financial outcome corresponds to the Board’s goal for the event Don’t overestimate your income Secure board approval for your budget, if required Your activities will be limited by your budget, plan accordingly Managing your Budget Track your actual expenses and income for comparison with your budget Make adjustments as necessary (e.g., determine if more profit is needed, if you need to reduce expenses, or if you need to spend more money to achieve the board approved goal for the program) 4 Examples of Programs offered by Outdoor Pursuits – there is a cost to these programs, which include staff and equipment are: Cross Country Skiing Snowshoeing Ice Skating Contact your Community Recreation Coordinator or City Representative to discuss. Examples of equipment that may be available in your Winter Considerations Do you have an area that is suitable for a fire pit? Is there a field space that is large enough for snowshoeing or skiing? Is there any area (benches / chairs) for participants to put on skates? General Activities Winter Activities Indoor Crafts , Clowns, Face Painting, Balloons Tug of War Potlucks Chili Cook Offs Pub Nights Open Stages Strawberry Teas Silent Auctions Carnival Games Bannock Making on the Fire Hot Chocolate Party Outdoor Games Skating Sledding Dog Sled Rides Snow Fort Building Snow Man Building Contest Snow Painting Snow Shoeing Cross Country Skiing Buried Treasure in the Snow Sleigh Rides Slip Tug of War Milk Jug Curling Winter Event Sampler (pg 6-9) Event ideas (pg 10-11) Recruitment of Staff and Volunteers Determine what jobs and duties you need to have filled (don’t forget to include set up and clean up of the event). Determine how many staff or volunteers are required. Determine whether you will have paid staff and/or volunteers. Create job descriptions. Ensure one person on the organizing committee is available to coordinate the staff and volunteers both leading up to the event and on the day of the event. Put the call out and match the volunteer skills with the job/ duties that are required. For a large event have manageable shifts for people to work/volunteer. Two to three days before the event, call the volunteers to remind them of their role, the time that they are required and provide them with a point person for the day’s events. Ensure that the volunteers are taken care of (e.g., have a volunteer area, if possible and ensure that they are given breaks, and refreshments throughout their shift). Consider requesting Edmonton Police Service Police. Information Checks and Child Welfare Information Systems checks if the volunteer will be working with children, vulnerable persons or finances. Early notice in your community newsletter and electronic news Posters Website Community event calendars through media outlets such as newspapers, television and radio; Flyer drops Invitations distributed through the schools—use the mail bag system for local schools Changeable copy signs on major travel routes There are 2 basic types of advertising: Geographically based (e.g., neighbourhood, surrounding area, city-wide) and Interest based (e.g., sports groups, arts groups, youth, multicultural groups etc) Look for at least 3 ways to reach each person that you want to invite. Posters and advertisements should include: Event details (e.g., date, time, location, costs) Contact information Registration information, if applicable, and contingency plan, if applicable Timing the advertising is very important When thinking about when to send out the advertising consider: the method of advertising and deadlines associated with it; the size of the event; and other factors Registration Procedure The Event Determine if registration is required for your event. Determine the best method for registration (e.g., phone or mail in, hosting a registration day, online ticket sales). Determine who will sell tickets or collect registration information Bring copies of booking agreements, permits, and/or licenses Bring supplies, registration/ attendance forms, decorations, and receipts Bring volunteer schedule Contingency Plan (Back Up Planning) What if the weather doesn’t cooperate, can you plan for both an indoor and outdoor option? What if you have more/less people than you expect? Can you move to a larger or smaller space? What will you do if you don’t have enough volunteers? What will you do if you have too much or too little food? What if the advertising goes out and is incorrect? Plan for technical issues (e.g., sound system doesn’t work) Plan for an alternate day. How does this impact your budget (in terms of deposits)? Advertising Who do you want to invite? Make a special effort to invite people who are new to your neighbourhood. To reach neighbours in town homes, apartments and condominiums, it is best to approach the manager. They will let you know how to get in touch with the residents What is the best way to reach attendees? Wrap-up & Volunteer Celebration Consider the best way to recognize your volunteers after the event (e.g., host a small celebration at the very end, showcase/thank your volunteers in your community newsletter, invite volunteers to an annual volunteer gala etc.) Evaluation How do you plan to use the evaluation information? This will help you in determining both who you want to collect information from (participants, committee, and/ or volunteers) and how you want to collect it Do you feel it is worthwhile to run this program/event again, what went well, what could be improved upon, what did you learn? Consider how you will present the information to the board (verbal report, written report, statistical report) Record finalized budget Create an information/learning package so that future planning committees can do the same and then give it to the community league board to keep for future reference 5 Outdoor Fun Bannock Making on the Fire Outdoor Games Bannock Dough Recipe: 3 cups flour 2 Tbsp baking powder 1 tsp salt water Mix dry ingredients together in a bowl, then slowly add enough water to make a firm dough. Knead together until it makes a ball. Here are a few examples of Outdoor Winter Games you can play at your next event: Winter Wonderland Treasure Hunt Pick something to be the treasure - coins, a toy, candy, etc. Pack the treasure up in a re-sealable container and bury it in the snow. Next, come up with about 10 clues that will take the children from inside to outside, eventually leading to the treasure. Write up each clue on a piece of paper, or, for non-readers, use images, which you can draw or cut from magazines. Put each clue individually into a Ziploc baggie and place the clues in their correct spot. Finally, send the children on their way. Snow Golf Mini-putt with a snowy twist! Create a mini-putt by packing down snow to create putting greens. At the end of each green, sink a tin can in the snow. Decorate each green by building snow sculptures and/or using winter objects, such as hockey sticks, sleds, wreaths, etc. You can even build obstacles, such as snow ramps and tunnels. Use colored golf balls, hockey pucks or ball hockey balls and an old putter or hockey stick or stick from the ground. Frozen Tag One person is it, he/she tries to tag the other players. If they tag a player that player must stand with his/her arms out to the side so that the other players can run under an arm and set him/her free. With a large group there can be more than one it. Hot Chocolate Party Having hot chocolate at your event is a tasty & fun way to keep participants warm! Supplies: Hot Water Urn/ Kettles Hot Chocolate Mix Marshmallows Styrofoam Cups Stir Sticks SUGGESTIONS: Be green & encourage participants to bring their own reusable mug! Use candy canes as gourmet stir sticks for your hot chocolate, or add crushed candy canes to your hot chocolate for a minty treat! Try topping hot chocolate with whipped cream and chocolate or caramel sauce. Offer coffee, tea or hot apple cider as alternatives to hot chocolate. Have a hand washing station or wet wipes near by to keep things clean & sanitary. 6 Cinnamon Sugar Recipe: 1 cup white sugar 2 Tbsp cinnamon Mix ingredients together in a container with a spout, so that the mixture can easily be poured over bannock. Supplies Needed for Cooking Bannock: Fire barrel Fire wood Wet wipes, hand sanitizer or hand washing station Bannock Sticks (untreated wood) Small knife (for cleaning excess dough off bannock sticks) DIRECTIONS: Start your fire in a fire pit or burn barrel. Clean hands with wet wipes or soap and water. Rub hand sanitizer on hands thoroughly to sanitize. Put on latex gloves before handling dough (optional). Divide the bannock dough into fist sized pieces and roll them into balls. Take a ball of dough and roll it in your hands so that it becomes long and snake like. Next, wrap the dough around the end of the bannock stick. Press it on so that the dough is evenly around the end of the stick. Have participants evenly cook their bannock over the fire, by rotating their stick like a rotisserie over the flame or coals. When bannock is ready it should be able to slide easily off the stick. Pour some cinnamon sugar or jam inside the bannock and enjoy. Clean up, scrape sticks clean and wash items used. WINTER FIRE SAFETY: Fires must be lit within a contained pit. Always have an adult supervising the area around the fire pit. There should always be a water bucket near the fire to extinguish flames. Create a circle around the fire to show younger participants the safety boundaries. Do not use wood from parkland, you must provide your own fire wood. Look online for local vendors, they are often less expensive the grocery stores or gas stations. When finished, completely extinguish the fire with water and stir coals until smoking ceases. Sledding Sledding and tobogganing are excellent winter activities; however, they can cause serious injuries that require medical attention. Being aware of the dangers associated with these activities and exercising some common sense can help you have a safe & fun experience! Here are a few tips: Choose a hill with a gentle slope, free of protruding objects such as ice, rocks, and tree stumps. Ensure you have a long run off area at the bottom with no obstacles or hazards (such as fences). Sled in daylight so that you can see any potential dangers. If your event is at night, make sure that the hill is very well lit and clear of obstructions. Have participants tuck in any scarves, strings, or long hats that could potentially catch on a rock or tree and cause strangulation or other serious injuries. One sled at a time. This reduces the risk of collisions on the hill and at the bottom. Climb back up the hill on the side to keep out of the way of others who are sledding down. Always position yourself on your sled or toboggan so that you are kneeling or facing forward. Never lie down on a sled or toboggan while going down a hill. Have only the recommended number of passengers on a sled or toboggan at one time. Children under 5 years old should ride with an adult. Snow Fort Building Tips EQUIPMENT: Snow blocks (available online: amazon.com) If you do not have plastic snow blocks, suitable replacements include Tupperware or plastic sand toys/buckets. Snow shovels (available at most hardware or toy stores) Step 1: Preparing the Area Once you have picked the perfect area for your fort, it's time to prepare the area. The main goal is to create a firm floor so you won't be struggling moving around in deep snow once hostilities break out. If there is a lot of snow, the easiest way to do this is to simply stomp the snow down with your feet. Walk around the outline of your fort, and then start stomping the snow. Take small steps and push down hard on the snow. Don't worry if the floor looks less than smooth, you will need to make several passes before the foundation settles. If there is not a lot of snow in your area, you might want to consider digging down to firm ground and using the snow you remove to start building the walls of your fort. If you choose this strategy, you will need a shovel. Turn the shovel over and use it to scrape the snow out to the perimeters of your fort. Step 2: Choose Your Fort Design Before you start construction, decide the general layout of your fort. There are unlimited ways to construct a fort, but there are some common design patterns that have proven themselves over time. The simple design is to build a straight wall fort. This design does not have any openings and is just a waist high wall. This design requires that all sizes of participants are able to jump over the wall to get in and out of the fort. A more challenging design includes a door. This can be done by simply leaving a gap in the wall if you have a well protected side of your fort. The final design option includes separate nests that are built away from the main fort. These nests will be smaller mini forts located in front or to the sides of the main for structure. Typically just large enough for one person. Step 3: Construction When constructing the fort there are a few things to keep in mind. First of all, as you build the walls make sure you compact the snow as you build, patting it down with your hands or preferably a shovel. This will make sure that the walls are solid. Second, building snow structures is a lot easier if the snow is heavy with water. If the snow is very lose, consider adding water to the snow. Don't overdo this, you don't want to create slush. But a fine mist spray will make the snow much easier to work with. An added advantage is that when the fort is completed it will freeze solid. This makes the fort strong and reduces the risk of structural collapse. Third, build all walls thicker at the bottom than at the top. A common problem with a poorly constructed snow fort is that they collapse when fighting breaks out. If your walls are top heavy, you run a high risk of the falls toppling over. Skating SAFETY CONSIDERATIONS: All participants should wear CSA approved hockey helmets when skating. It is a good idea for skaters of all ages to do a light stretch or warm-up before heading out on the ice. For younger children you can turn this into a game or song (ie. “Head, shoulders, knees & toes” or “I’m a little teapot”) Keep all gates closed while participants are on the ice. If there are large bumps, ridges, etc. on the ice, use pylons to block off any unsafe areas. Discourage using chairs, pushers, etc. to help balance (it is something else to bump into on their way down). Keep a first aid kit in a visible spot near the ice. Skating Games What time is it Mr. Wolf – Really encourage the kids to try stopping once they have reached the right number of steps. Statues – If you are looking at them then they have to stop, if you aren’t looking then they follow you. Simon Says – better for kids who are closer to 6 and up. Encourage them to do different skills – turn in a circle, one foot glide, two foot sculling. 7 Snow Man Building Contest SUPPLIES TO CONSIDER: Hat: You will want the hat to fit on the head you build (keep this in mind when building the head for your snowman). You can use a toque, a cowboy hat, a ladies' garden hat, or any type of hat you have around the house. Scarf: You can use any type of scarf or a piece of material for this. Use one that is very colorful. Arms: Look around for sticks, limbs, or any type of dowel rod or broomstick handle. There is no need for them to be straight. Crooked ones give snowmen lots of character. Facial features: You can use all sorts of things for the eyes and mouth of the snowman. You can use buttons, rocks, balls, fruit, or other items you can find in nature or around the house. Body features: You can use many different items such as buttons, pinecones or rocks to make buttons down the front of the snowman. Another option is to place a shirt on the snowman when putting the arms on. If you plan to use clothing you need to consider this when making the ball for the body. CATEGORIES FOR PRIZES: You can come up with many different categories to award prizes for your snowman making contest. Some ideas are: Silliest Snowman Tallest Snowman Most Creative Snowman Best Use of Color Snow Painting (Do it Yourself!) EQUIPMENT: Spray bottles (available at dollar stores) Food coloring (available at grocery stores) Cool Water HOW TO: Fill a spraY bottle with water and add a few drops of food coloring in any shade. Mix well and use the spray bottle to paint your favorite shapes/scene on the snow. Tips: Use clear spray bottles so you can see the color of the “snow paint” through the bottles. Fill your spray bottles with cool water because warm water melts the snow. If the spray nozzle jams, try rinsing with warm water to remove any ice that may have built up. Be sure to wear clothes that you can dirty up, because food coloring may not wash out of some fabrics. Try packing a four-foot by four-foot section of snow to make a flat canvas for your painting. Clean up: Ensure spray bottles are emptied and rinsed out. SUGGESTED ACTIVITIES: Snow Pictionary: Mark off squares in a large untouched field of snow. Tell a child what to draw. He/She then uses the snow paints to “draw” your suggestion. The rest of the children guess what it is. Move to another untouched area and do it again. Decorate snow forts or snowmen using snow paints. 8 Snowshoeing A quick orientation of how to fall, get back up and turn: FALLING: If you feel yourself falling try to sit down & lean back slightly. To get back up, get the snowshoes right under you. Get one knee under you and one foot under you and bring yourself up. TURNING: STEP TURN is a simple, broad turn is made by moving the right snowshoe to the right slightly, followed by the left. Repeat these short movements until you are pointed where you want to go. 180' KICK TURN can be done with a little practice and without poles. Simply lift the right leg up and turn it 180' to the rear; try leaving the tail down, then match with the left leg. WALKING: Long strides prevent having to walk wider than your usual walking stride. Snowshoe Games RELAY RACES / POTATOES ANYONE? Establish boundaries and place a bucket in the centre. Potatoes or other similar objects (bean bags) are laid out at equal intervals in straight lines extending away from the basket (think spokes of a wheel). Each snowshoer is assigned a line of potatoes. Facing away from the bucket the leaders calls out "GO!" and they run to the first potato, pick it up and return it to the bucket. They repeat this until all their potatoes are in the bucket. FOLLOW THE LEADER/NATURE WALK: Have one participant lead the group around the area, trying new moves and exploring the surroundings, then switch. TAG: Find untouched snow and create a game grid to play various versions of tag. Change it up by having part of the group wear snowshoes and the other part not to see the difference. Winter Themed Indoor Crafts Dressing for Outdoor Activities EGG CARTON PENGUIN What you’ll need: -egg carton -black paint -wiggly eyes -glue -scissors -tape What to do: 1) Cut two cups from an egg carton and trim to smooth out the tops 2) Paint the outside of the cups black 3) Glue the cups together 4) Cut out a beak, feet and wings from construction paper and glue them on 5) Glue wiggly eyes to the penguin 6) Enjoy your creation! 3D SNOWFLAKES What you’ll need: -white paper Optional: -scissors -paint -tape -paintbrush -glue -glitter What to do: 1) Cut out 3/4” to 1 inch” wide strips of paper 2) Roll the strips into circles and tape them to secure. Roll many different sized pieces 3) Glue your circles together to create your own unique snowflake Optional: 4) Decorate your snowflake by painting it and sprinkling it with glitter Layering is the key to keeping warm and dry in winter. During activities you will warm up, layering allows for temperature adjustment. Remember, you can always take a layer off if you are too warm, but it is difficult to warm up if you are already wearing all you have. First Layer – Synthetic “sport underwear” or natural fibre such as merino wool or silk. This layer allows the perspiration to evaporate away from the body which keeps the skin dryer and warmer. Sunscreen and sunglasses to protect you from the reflected sun rays. Second Layer – Warmth layer. Can be a mixed layer of polypro and polyester or technical fleece. Should be stretchy or looser for freedom of movement, and jeans should not be worn for the lower second layer. Third Layer – Should be a windproof breathable shell layer; Breathable nylon or similar type of material is good. Avoid waterproof materials which traps the perspiration. Head and Neck – Toques can be heavy or light, or depending on temperature, a headband can often be enough. Ear muffs to keep ears warm are a good idea. Neck warmer or balaclava can be pulled up to keep the face warm. Hands and Feet – Mittens will keep your fingers warmer than gloves. Socks should be sport material not cotton. Allow wiggle room in boots. Start the activity with dry socks and mitts. Tips for Keeping Warm: Keep moving! In the cold be sure to take indoor or sheltered warm up breaks. Keep hydrated Have spare dry mitts and socks SNOWMAN JAR What you’ll need: -empty, clean jar -cotton balls -felt of multiple colors (black and orange recommended) -sock -glue -scissors -wiggly eyes - pom pom What to do: 1) Fill an empty jar with cotton balls. Pack them in tightly and close the lid 2) Glue on two wiggly eyes 3) Cut out a felt orange triangle, and glue it on as a nose 4) Cut out black felt circles, and glue them all as a mouth 5) Cut a piece of felt large enough to wrap around the jar. This will be the snowman’s scarf. 6) Roll the bottom of the scarf up and fit it over the lid as a had 7) Glue a pom pom to tip of the hat 9 Online Resources in the Community League Resource Guide @efcl.org Community Leagues / operations / See event planning or templates Templates for event & program planning: Checklists Evaluations Posters Job Descriptions & more... A to Z Event Ideas Aerobics-a-thon Afternoon Tea/Coffee Arm Wrestling Art Auction Art Exhibition A-thons : Juggle-a-thon, swim-a-thon, run or walk a thon Auction : anything including your services from window cleaning or babysitting to the highest bidder Baby contest: guess who! Ask colleagues for photos of themselves as babies: then ask people to guess who’s who. Bake Sale Balloon Race Barbeques Barn Dance Baseball or Basketball contest/tournament Bingo Birthday celebration Book Reading Blindfold Event Biscuits: from around the world: bake, sell and eat Booksales Bowling Competition/tournament Bring & Buy Sale Cabaret Night Cajun Evening Cake Decorating Cake Sales Car Washing Card Night Cardboard Collection Box: at home or work, every penny counts Carnivals: get involved Carol Singing: in the local shopping centre Casino Cheese and wine evening: guess the wines Choirs Choral Concert Christmas events 10 Church Collection Cinema night: ask your local cinema or film society Classical Concert Clubs Cocktail Evening Coffee House/Morning Collection jar in shops, dentists etc. Collections: theatres, cinemas etc. Comedy Evening Concerts Country Theme: food, decoration, literature, music and dress Craft Sale Cricket Test Cycling Tour Dances Dance till u drop Disco Dinner: at home, ask a restaurant for a special deal Drama night Dress down day Dinner: Organize a dinner where guests bring a donation to the league project rather than a gift for the host Easter Egg Hunt: charge for entry Email: tell everyone about your event, tell them to pass it on! Employers Matched Donation: it can’t hurt to ask and you’ll double your donation Festivals and Fairs: get involved locally Formal Dress: party, at work or school Fashion Show Five-a-Side Soccer Flower Arranging: give lessons or charge for your services Garage Sale Garden Party Gig: Have your band do a human rights gig! Give it up: and be sponsored to do so (stop smoking, eating chocolate, drinking coffee..) Go-Karting Golfing Competition Guess: how many candies are in the jar or what you’re eating blindfolded! Guest Speaker event Hairdressing: give your services at a local event Haunted House Party Hide and Seek Home-made sale: clothes, food, crafts Human Rights Day: celebrate it Hunger Dinner: everyone pays for dinner but some people know they’ll run the risk of eating plain rice In Memorium gifts for someone you care about International Women’s Day Events Jazz Night Jewelry Sale: make it from anything! Jumble Sale Karaoke Night: pay not to take part! Knobbly Knees: guess whose are in the photo or run a competition Lawn Care: perform lawn duties (rake leaves, shovel snow, cut grass, trim bushes, put up Christmas lights etc.) for a donation to a league project Lawn Sale Literary Evening Local Events Lunchtime learning: hold a class in yoga or…. Marathon Market sale Micro-scooter race Mock Arrest: build a jail cell, people pay for friends to be freed or arrested Model Boats: build it and race it Murder Mystery Meal Music Event No event is too small: all you need is imagination! Open Garden Tours Orienteering: a cross-country/city/neighborhood race using a map and compass to navigate between checkpoints along an unfamiliar course. Paint Balling Parachuting Party: themed, formal, patio/garden, Christmas or just have a party! Photography: organize an exhibition or take and sell snaps at local event Picnic: garden, park Plant Sale: to sell at events or put a sign in your front garden Poetry Reading Product Sale: You get the thing (s), they buy the thing (s) and your league gets the money! Readings Refreshments: have a stall at a local event. Place of worship etc. Refugee Event: celebrate and invite your local community Rubber Duck Race: tag the ducks and watch them go down the river Rotary Club: excellent local fundraisers and full of ideas!! Running: from marathons, to fun runs etc. Sales Schools: organize events at your school, or local schools School Sports: you don’t need to be still at school, you just need a park and a whistle! Scrabble Evening Second Hand Sale: books, course books, CDs etc. Shave: hair, beard, teacher, self and get sponsored Sports team: Have your sports team raise money for a related league project Starve-a-thon: Try a 12-24 hour starve-a-thon to raise money! Stop Smoking and donate what you save or get sponsored to succeed Strawberry Tea Street Theatre Summer Lunch Supermarket Collections Swear Box: at work Swim-a-thon Taxi: drive your friends around for a reasonable charge Tea morning: if you don’t like coffee Teach: flower arranging, swimming, driving, yoga… Ten Pin Bowling Night Theatre/Cinema Collection Theatre Night: put on your own production Themed Event: pick a country, an era, a decade etc. Three Legged/Egg and Spoon Races Treasure Hunt Tree of Hope Tug of War: gloves and rope and you’re all set Twenty Four Hours: can you last? Unwanted gifts sale: ask around, especially after major religious festivals, email all your colleagues: and resell them to different colleagues! Victorian evening: dress up and have fuuuuuunnn! Walk (for life and human rights) Water Bucket Carry: organize teams and see who’s the best at racing Weddings/Wedding Anniversary parties: for the couple who has everything! Window Cleaning Wine and Wisdom Quiz Evening Wine Tasting/Wine and Cheese: invite an expert and charge admission, just have fun Workplace Collection: perhaps on payday each month Workplace Sale: books, lunches Yoga Event: salute the dawn for your league Zest: make your event go with a zing! Zoo party – organize an outing to the Valley Zoo or create your own zoo! Community Programming Program Planning Overview The role of a program planner is to: Book appropriate facilities for your program Hire an instructor for your program Coordinate program registration and the collection of fees Advertise your programs Keep statistics for evaluation purposes Evaluate program and present final report to the Board of Directors Program Details Date and Time Is this a one time program or will there be multiple sessions? Who are your participants? What is the best day of the week and time of the day for the program? Location What amenities are required to run the program (i.e., washrooms, kitchen, size of facility, material storage)? Do you have access to a facility that can accommodate these requirements? Is the facility accessible for people with disabilities? Does the facility have a first aid kit and incident/accident forms? Consider using a local school and contact 311 for more information on the school joint use program information Budget (Does this need to be approved by the board?) Expenses: what are your costs to run this program/event? Instructor Special equipment Rental fees Insurance, licenses or permits Advertising Food Income: who is paying? Participants Community group (community league) Sponsors Grants A combination of the above Create your Budget Compile your list of expenses and income into one document Include a contingency amount that is 10 – 15% of your total budget Ensure that this financial outcome corresponds to the Board’s goal for the event Don’t overestimate your income Secure board approval for your budget, if Required Managing your Budget Track your actual expenses and income for comparison with your budget Make adjustments, as necessary (for example determine if you need to make more money, reduce your expenses or spend more money to achieve the board approved goal for the program) Hiring Your Instructor Confirm your instructor is qualified and meets the required certification for the program Obtain a completed Edmonton Police Service Information Check and Child Welfare Information Systems check If you are contracting or hiring an instructor’s services, a written instructor contract is recommended Please contact the Worker’s Compensation Board, Canada Customs and Revenue Agency, and your insurance provider to determine how to best deal with each scenario Fee and Registration Procedure Determine the board’s expectations: to make money, lose money, break even or subsidize the program Determine the program cost based on the board’s expectations Create a cancellation policy, collect contact information and ensure adequate notice is given to cancel a program Determine the best method for registration (e.g., phone or mail in, hosting a registration day, online ticket sales) Determine who will sell tickets and/or collect registration information Collect participant information including any medical considerations, behaviour issues and information on who can pick the participant up Advertising Determine the best way to reach your potential participants (e.g., posters, newsletters, website, changeable copy signs, schools, flyer drop offs etc.). Build in enough time for the promotion of the program. Remember to try to find at least 3 ways to reach each person that you want to invite. Posters should include: Program details (e.g., title and description of the program, date, time, location, fees, age of participants, any equipment requirements) Contact information Registration information Cancellation policy The Program Bring supplies, program registration/attendance forms, receipts Set up for the program based on program needs Ensure volunteer/staff knows their duties/roles Let the program happen! Clean Up Ensure all outstanding invoices have been paid 11 EFCL Events Meetings & Promotions: January 3 & 14, 2013 Low Density Zone Workshops View City displays & ask questions of city planners. Focus groups discuss the impact of proposed changes and potential alternative. Thursday, Jan 3, Pleasantview Community Hall, 10860 57 Ave Monday, Jan 14, Spruce Avenue Community Centre, 10240 115 Ave Confirm attendance: [email protected] January 30, 2013 EFCL Budget & Strategic Planning General Meeting at Royal Gardens 4030 - 117 Street 5:30 dinner and registration, 6:30 meeting starts. Reservations required for catering and document reproduction: REPLY TO [email protected] February 3, 2013 Tools for Treasurers Another informative & interactive EFCL workshop will be presented on Thursday, February 3, 2013 at the EFCL office 7103 – 105 Street, providing steps to successful community league budgeting. Time and place to follow. Please, register with [email protected] to reserve your spot May 29, 2013 EFCL Annual General Meeting Location to be announced. 5:30 dinner and registration, 6:30 meeting starts. Reservations required for catering and document reproduction: REPLY TO [email protected] June 15, 2013 - Community League Day Advertising Deadline The earlier we know about your event the better the sponsorship for great prizes, and the wider the knowledge of the community league movement can be proliferated. Decide and send your event name, date & time, details, & location. Remember: even if your event is not September 21, 2013 we will still promote it! [email protected] Maps online at efcl.org A lot of the public at large find your league through our Community League Day event map, our rinks & winter event map, and league boundary map. The maps redirect to your league website and our league directory. Make sure we are up to date with your event, rink, and facility info! 12
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