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Lesson Plan

Workshop 1.5.1 Event Planning

How can we share our project with the community?

You will choose an event you would like to plan for your school and community to showcase the community project. For example, you could plan a dinner for volunteers, a year end celebration, or an evening open house for your community.

Agenda

  1. Warm Up Exercise – 10 mins
  2. Event Planning– 30mins+
  3. Debrief – 10 mins

Workshop Outcomes

Workshop Vocabulary

  • Showcase
  • Proposal
  • Event planning

Warm Up Exercise (10 Mins)

Customize a community building warm up activity for your group needs. You can consult the following resources for ideas:
Warm Ups in Design Thinking
Partners for Youth Empowerment
Icebreakers & Teambuilders
Inuit Games

Activity: Event Planning (30mins+)

You will choose an event you would like to plan for your school and community to showcase the community project. For example, you could plan a dinner for volunteers, a year end celebration, or an evening open house for your community. Once you choose an event, you will write a proposal that describes the planning needed to make it happen!

Step 1. Have a class discussion about an event they attended that was fun and exciting. What was the theme?
Was there music, good food, friends, new people, and/or colorful decorations? Ask them how the items they listed are appropriate for different kinds of events, like an awards ceremony or cultural celebration. Guide them to the idea that an event has a goal and that skilled planning minds the budget while paying attention to the needs and desires of the audience.

Let students know they will be planning an event to be held in their school or community.

Step 2. Divide students into teams of 3-5. Have them brainstorm a showcase event for their community project.
After 10 minutes, have each group present their ideas to the class. Examples of themes may be – movie and
info night, a fundraiser, a meal or feast, or a cultural event.

Step 3. As a class choose the best ideas from each group and put together an outline for the event.
Develop a proposal that explains the goal of the event and describes what will happen. Proposals should
include specific information about:

  • Purpose
  • Location(s) and layout(s)
  • Date and Time of event
  • Menu, including drinks and paper products
  • Decorations
  • Entertainment
  • Communication – Invitations and/or advertising
  • Cost scenarios assuming 10 – 25 people attend


If they plan a fundraiser, remind students that a larger group increases the cost, but also increases the
potential for revenue. When considering food options, students should create and show a ratio of selected
menu items to the people attending to help make sure there is enough food.

Step 4. Students will prepare a proposal for the CCD teacher and/or principal. They should include multiple forms of media, including text, voice narration, and images. The presentation is a perfect opportunity to utilize multimedia tools. As students learn to make effective proposals and persuasive pitches, encourage
them to include pages or slides about:

  • Event title and goal
  • Theme and how it addresses the goal
  • Entertainment
  • Food
  • Diagrams of layout/room arrangements
  • Invitations and advertising
  • Total cost
  • Cost and budget breakdowns for different numbers of people


Some guidelines could be as follows:

  • Text and images should be both informative and persuasive.
  • Images, colors, and background music are great ways to set tone and mood.
  • Write out a sample script to support their oral explanations and arguments.
  • Practice the presentation before giving it. This way they can identify missing information, encourage editing, and make adjustments essential to the design and planning process.

Step 5. Have students present their proposals to your school’s principal, or school board. Ask these stakeholders to help you evaluate the effectiveness of the idea, presentation, and proposal and share their feelings about the level at which they would fund the event. You may want to speak with your principal to see if they would be willing to designate a certain amount of money to fund an event before you begin the project. You can use this as a way to establish a budget.

See the CCD Showcase Event Planning for more tools and resources.


Debrief and Reflection (10 mins)

  1. What? What is social media?
  2. So What? How can social media help a community project? What ethical considerations are there to using this platform to spread a message?
  3. Now what? How will you run your social media campaign? What would you do?

Other Resources

Information
1.2-2.3 Career and Community Development

Showcase Event Planning Resources

Resources for students to plan their CCD end of year showcase event

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