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Planning Support Group Special Events

by Beverly S. Krueger

Special events are possible to hold by even small homeschool support groups. Proper planning and organization along with a true need in the homeschool community for the event will guarantee success. Proper planning and organization ensure a well run event that will generate positive support; for a repeat the next year. If there truly is a need in the homeschool community for the vent, recruiting volunteers to help will be easy.

Support group events can range from highly structured and elaborate to the extremely simple. A homeschool camping trip may seem easy going to the participants, with no rigid schedule of events, but it still requires a good degree of organization to make sure everyone enjoys their weekend in the woods.

When planning an event you will need to consider a number of elements.

Location:

Nail down the location of your event as soon as possible. It seems pretty obvious, but without a place to hold your event, you will have no event. Be sure to reserve your location well ahead and check back a week later to be sure they have your reservation. Mistakes happen. Check again in the month and week before your event. Finding out a week prior to your event that your site is unavailable will cause you double the work if you don't have to outright cancel. If you are paying a fee for the site, get a receipt that includes the date and time of your event.

Cost:

Prepare a budget to cover the actual expenses incurred to put on the event. Remember to determine the number of people you expect to attend when figuring expenses. Expenses can include supplies, printing materials, speaker fees, table or chair rental, site rental, items you provide participants, and publicity. Once you have determined your budget, calculate the cost to participants. Don't overestimate the numbers who sill attend. It's better to go with your lowest figure when planning on income and your highest figure when planning expenses. Although it's commendable to want to keep costs low and not charge more than the event actually costs to produce, add a small amount of money per participant. You'll have a cushion to cover unexpected expenses. If you do end up with extra money after all the bills are paid, you can use it for the next year.

Date:

Your date will often be determined by when your location is available. Avoid major holidays. For outdoor events look at weather patterns in your area over the last several years. The last week of October in Nebraska is often rainy and cold. It wasn't last year. You'd want to schedule a bonfire sing-a-long before that week.

Help:

Help can be divided into volunteer and paid categories. you are producing a big event, you'll want your key volunteers overseeing their parts of the project early on. Many people will volunteer to work during part of an event if they receive a discount for themselves or family. You can also find grandparents or other relatives willing to help. Don't forget to use the teens in your group. They are often willing to help if you plan a special event just for them as incentive. Most teens I know just want to get together with their friends and have fun. A pizza party is easy to organize. Teens may also want to provide a specific service for your event to raise funds for their sports team or special club, box lunches or child care are an example.

You may find using paid help an easier alternative for part or all of your event. If your drama team is putting on a dinner theater, cater the meal. Look to your local museums for speakers to do workshops with children. Pay child care workers and charge parents appropriate fees. If your renting tables, see if the rental agency will deliver and pick up the tables.

Event Supplies:

The supplies you need will vary according to the event you are planning. When making your list of needed supplies, start at the beginning of the event and imagine what it will be like moment by moment. For example, if you're holding a science fair, what will participants be doing when they walk through the door? They'll need to sign in: sign in table, pens, name tags, pre-registration lists. They'll want to set up their projects: project tables, signs, participant name labels, tape, staple and staplers, markers. You get the idea. Without looking at your lists, have someone else think about the supplies you'll need. They can add items you may have left off. Also determine the supplies needed for registration, publicity, volunteer expenses, and clean up.

Materials for Participants:

You may want to give the most recent book written by your speaker to each participant. A fun-run might include a special t-shirt. Science fairs and other academic events will need prizes or acknowledgments for participating. You may want to do some kind of door prize. Seminars can include notebooks with outlines, blank paper, and a pen or pencil. Don't forget to include these items in your budget.

Schedule:

You'll need both a planning schedule and an actual event schedule. By mapping out in advance what you need to do by certain dates, you'll avoid rushing to get something done and the mistakes that often brings. Writing out a schedule for the event will help you determine if you have allotted enough time to do all things you have planned. It will also help you on the day of the event to keep things moving along. When planning your schedule allot sufficient time for moving about if participants will be going from one place to another. Schedule time for snack breaks, bathroom breaks and meals. Include your schedule of events in all your publicity announcements.

Printed Materials:

Not all events will need printed materials, but many will. If your event requires pre-registration or registration, you'll need to have all the appropriate forms ready. Ideally for large events, you'll want someone with database skills to help create a registration database. Programs, publicity fliers, and posters can all be created in a good computer word processor and printed at your local copy center. Black line art or clipart gives the best results. Avoid or limit photographs. You can fold and staple programs yourself, but plan for the time this involves. You'll also need several long arm staplers.

Speaker Assistance:

If you are using a local speaker, be sure they know where and when they are speaking. Double check time and date with them well before the event and again in the days before. If you speaker is from out of town, make sure you see to their transportation and lodging needs. Most speakers do not want to spend the night in a group member's home. They need time to themselves when they can relax and recoup from a busy day of serving your group. During the seminar, be sure your speaker has a place to go to sit, relax, and have a snack. If they have a book table, provide volunteers to man the table at all times and position the table in a choice location. Before the event, ask if they have a special needs you need to consider.

Publicity:

Depending on the event publicity can range from announcing the event at your group meetings or in your group newsletter, to a complete publicity campaign through the local media. Publicity needs to be ready well in advance. Radio station event notices often need to be submitted several weeks in advance. By contacting your local paper, you may spur them to do an article about homeschooling in your town to coincide with your event. Prepare fliers and have your members place them on local or church bulletin boards. Make posters and ask libraries, local book or educational supply stores to post them. If there are a number of support groups in your area, contact them with information.

Clean Up:

Never forget to plan for clean up. Whether you have a specific clean up crew or plan for all participants to clean up, make sure you ask participants to pick up after themselves. If the participants are the clean up crew, they need to know when they sign up and when they walk through the door that they will be required to clean up. If your location provides janitorial service as part of the site rental, so much the better.

This article is not meant to cover every possibility or aspect of planning a support group event. You'll want to spend time brainstorming what your group will need to do to make your event successful. A treasure hunt for your kids or a weekend seminar with a big name speaker are both possible with proper planning. Float some ideas in your support group, and see what really stirs your group's imagination.

For a helpful list of ideas for special homeschool events read our article Special Homeschool Event Ideas.

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