Developing an Annual Event Calendar

Events

Planning

Get the Word Out

Review &

Improve

Events

EventsAn 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

• 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 e-mail– 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

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

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 PetersonGrace Lutheran, Jacksonville, FL

julie_peterson@gracelutheraneagles.org