Multi-County Event Planning Checklist by slappypappy126

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									Multi-County Event Planning Checklist For Host County
Two Months Before Event    Contact counties to discuss potential dates Identify potential dates acceptable for all counties (at least two dates) Develop a facility needs plan: --number of rooms needed for competition --size/seating capacity of rooms needed for competition --space for awards presentation --space for judges to meet for orientation, tabulating scores --space for participant check-in or registration --other Contact potential facilities to determine availability on selected dates Work with selected facility to confirm charges (if any) for facility Review facility rules of use to ensure they are acceptable Confirm facility use for selected date; pay deposit if required. Confirm alternate date/facility for snow date if event is in winter Confirm date and location of event with all participating counties Confirm alternate date/location of event for winter months

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Six Weeks Before Event   Contact participating counties to secure a list of agents and volunteers from each county available to assist with event Send details of event to all participating counties and regional office:
Multi-County Event Planning Checklist. First Draft. January 19, 2005. Central Region Office.

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--date (and alternate snow date if applicable) --location (city/town and facility) --time for: * registration/check in for participants * room chairperson check-in * orientation for judges * Presentation of Awards --driving directions to facility --parking instructions if needed  Contact Regional All Star Officers in your Multi-County Area to request their assistance with event (awards, etc.)

One Month Before Event  Develop assignment list for event: --Host County Extension Agent serve as Chairperson --registration/check-in --room chairpersons --judges for each room (minimum of two; three recommended) (Use at least one volunteer per room if possible) --conducting judges’ orientation session --tabulation of scores --presentation of awards Send assignment list to participating counties; request feedback to eliminate conflicts in advance- no later than two weeks before event. Contact participating counties to request list of participants as soon as county event concludes—preferably two weeks before Multi-county event.

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Two Weeks Before Event  Compile lists of participants by grade (public speaking); Compile lists of participants for project fair by division (Junior or Jr. High) and by project. (Suggest using EXCEL Spreadsheet) Visit facility to check rooms for setup, space, appropriate seating, etc. Confirm plan with facility management, including: --time facility will be unlocked (or where to pick up key) --rooms need to be unlocked
Multi-County Event Planning Checklist. First Draft. January 19, 2005. Central Region Office.

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--who will be available to assist on site if problem develops --contact phone number --fees (and how/when they will be paid) --review rules for use of facility, including clean up  Develop master list, including: --room number for each grade/project --room chairperson for each room --judges for each room Make adjustments to assignment list as needed Send the following to participating counties: --revised assignment list --map/sketch of facility --entrance/door to use --location of check-in --room numbers for each grade/project --location for judges’ orientation --location for awards program Develop a list of persons who will be available to assist with the event as a room chairperson or judge in the event last-minute cancellations occur.

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One Week Before Event   Secure awards from Regional Office Print all materials needed for event: --Program, including: * agenda/outline for the activity * list of scheduled participants by appropriate categories * list of participating counties * list of sponsors, including hosting facility and endowment funds * Page on how to contribute to a Central Region Endowment Funds (will be provided by Central Region Office) --appropriate scoresheets (enough for all judges) --Room Chairperson Guidelines --Judges Orientation information --Registration Sheets Develop Folders for:
Multi-County Event Planning Checklist. First Draft. January 19, 2005. Central Region Office.

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--Registration by Grade for Public Speaking; Registration by Division and Project for Project Fair (These can be for Person Conducting Registration/Check-in, or for Room Chairpersons if registration is conducted in individual rooms) --Each Judge --Person Conducting Judges’ Orientation   Make signs for each room being used Secure gifts/mementos for judges

Day Before Event    Make any revisions in master plan that become necessary due to illness or other unexpected factors. Call or visit facility to confirm the next day’s activity is still on calendar, that contact person will be available, and facility will be unlocked at agreed upon time. Put together box of supplies for the activity, including: --extra folders --extra plain paper (just in case!) --sharpened pencils for judges and room chairpersons --calculators --tape or other medium to post signs --markers in assorted colors --camera for photos; extra batteries and film as appropriate --paper clips and binders as needed Purchase any snacks, water, or beverages you plan to make available to judges, participants, etc. (optional)…including napkins, cups, etc.

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Day of Event  Arrive at least one hour before registration/check-in is scheduled to begin to check out facilities: --make sure all rooms are unlocked, accessible, and have enough seating for assigned activity. --post signs --set up area for check-in --set up area for judges’ orientation, scoring

Multi-County Event Planning Checklist. First Draft. January 19, 2005. Central Region Office.

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--check out area for awards presentation; set up flags, signs, etc. as appropriate    Make revisions in master plan as needed. Keep event on schedule if possible Assigned Extension Staff Conduct Orientation session for all Judges to review scorecards and work toward consistency in how activity is evaluated. --Be sure to thank judges, including extension staff and volunteers, who assist with this event. --Present judges with memento/token of appreciation When scoring is complete, scores should be reviewed and tallied by judges in each room: --Scores for all judges should be added together for each participant, then averaged for their final score --Double-check all scores for accuracy using a calculator --Rank scores from highest to lowest --Ribbons/places will be awarded through 5th place --Special awards will be provided for 1st, 2nd, and 3rd places --Participation ribbons will be available for all participants Ideally, awards for all participants are presented in a large meeting space following the competitive event. If this is not possible, awards can be presented in each room, if arrangements are made in advance Following Awards ceremony, provide location for county photos. Leave facility as you found it; make sure all rooms are in good shape, with trash picked up, signs removed, and doors closed.

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Days After Event    Make a list of all placings 1st-5th in each category, as well as the total number of participants in each category. Email list of placings to all participating counties and to Central Region Office. Complete event evaluation form and send to Central Region Office via email

Multi-County Event Planning Checklist. First Draft. January 19, 2005. Central Region Office.

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Write Thank You letters to everyone who assisted with event Return any unused awards to Central Region Office when possible

Multi-County Event Planning Checklist. First Draft. January 19, 2005. Central Region Office.

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