volunteer club project plan template by TgH1xH8

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									                                 Draft Event Project Plan
Timeframes
In order to ensure adequate time for planning and preparation, the following minimum timelines
are recommended:

            Date selected and venue booked                           6 weeks prior to event
            Application open / nomination forms distributed          6 weeks prior to event
            Nominations close                                        4 weeks prior to event
            Assess nominations and check references of               3 weeks prior to event
            proposed recipients checks
            Invites sent                                             2 weeks prior to event
            RSVP received                                            1 week prior to event
            Event conducted
            Department advised of award recipients                   1 week after event

A Monday, Tuesday or Wednesday evening has been identified at the most suitable time for
this type of event. However, this is only a guide and a day and time should be identified that is
suitable for your area.


Key tasks:
                                                                                                       March     March   March/April April     April     April     April     May       May       May       May      May/June
                                                                                                    M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F
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            Task                                                     Responsibility
Planning
            Check calendar and propose date
            Consider timeframe requirements
            Confirm signage availability with Sport and Recreation
            Services (SRS) Regional office
            Inform SRS of date, time and venue

Venue set up
          Ascertain venue availability, max numbers, parking
          arrangements, wheelchair accessibility, entry for
          guests and staff
          Book venue
          Draft venue layout
          Equipment requirements (stage, tables, lectern,
          power, TV's, microphone, etc)
          Catering requirements (healthy catering options
          preferable)

Guest management
         Determine invitees
         Prepare invitation from template
         Collate RSVPs
         Follow up on non-respondents
         Prepare list for registration desk
         Prepare name tags
         Print name tags

Promotion
            Propose promotional strategy
            Confirm promotional strategy
            Implement promotional strategy
            Launch
            Media Release - Nominations open
            Media Release - Nominations closing
            Media Release - Prior to function
            Media Release - Day of function
            Recipient bios prepared
            Media Release - Post Function

Recipient management
          Update nomination form template
          Distribute nomination form
          Receive nominations
          Assess nominations
          Conduct recipient background checks
          Ensure recipients are on guest list
          Check recipient RSVPs
          Send letter to recipient informing them of award and
          ceremony
          Organise recipients travel requirements
          Prepare biography on recipients
                                                                                         March     March   March/April April     April     April     April     May       May       May       May      May/June
                                                                                      M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F
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         Task                                                        Responsibility
Proceedings

           Propose guest speaker and check availability, cost, etc
           Propose MC and check availability, cost, etc
           Update MC speaker points from template
           Provide MC with run sheet
           Formal briefing with MC
           Arrange parking for MC and guest speaker at venue
           Arrange staff to greet MC and guest speaker upon
           arrival
           Organise thank you gift for guest speaker

Entertainment

           Ascertain music options, check availability, cost, etc
           Arrange parking at venue
           Arrange staff to greet upon arrival

Staffing
           Confirm requirements for staff at event

								
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