Event Time-Line

Involve girls in the planning and research process.
Determine the purpose and focus of your event and who will be invited.
Begin preliminary event planning, delegating as needed.
Communicate the su402 Team about your event. We are here to assist.
Once your event plans are reviewed, work with your su402 Team to finalize any necessary paperwork or contracts and obtain facility deposit from the su402 Finance Manager.
Finalize your promotional flier. Flier distribution will be handled according to su402 practices. After flier distribution, be prepared for phone calls or e-mails requesting information about the event.

Plan to speak, or have girls speak, at a su402 Leader Meeting to promote your event.
As registration forms and checks come in, create a participant roster by troop and maintain an accurate count.
Establish emergency procedures for the day of the event.
Plan for an easily communicated clean-up process for after the event.
Keep the su402 Team apprised of any event changes or concerns.

Secure special event insurance, if necessary.
Determine patch order. Sometimes patches will need to be ordered after the event. Note on your flier if this is the case.

Review registrations received.
Send registration confirmation to participating girls and troops, if appropriate.
Turn in checks to our su402 Finance Manager in a timely fashion and always before funds are needed. Check with your su402 Finance Manager concerning service unit-specific practices.
Confirm number of participants with your facility and event committee.
Determine who is going to do what on the day of the event. Everyone should have a role.
Purchase any needed items. Keep receipts for reimbursement if needed by the su402 Finance Manager.
If a snack is being provided, is it culturally sensitive and are food allergies being considered?
Arrange for photographer or publicity coverage for the day of the event, ensuring all girls have photo permission clearance either through registration form or separate photo release. This is optional!

Arrive early and check in with your facility contact.
Post any needed directional signs or schedules.
Set up the required first aid (and refreshment station, if needed).
Set up an arrival/registration table. (if needed)
Registration should be open 30 minutes prior to event. Start with multiple stations as necessary to accommodate number registered.
Have all the necessary supplies handy, i.e. pencils, name tags.
Is there written information that needs to be distributed to the participants i.e., schedule, map, patches, cleanup process?
Have a plan in place for late arrivals or early departures.
Remember to leave the facility better than you found it.

Thank all that assisted with the event.
Finalize all paperwork. Turn over checks to the su402 Finance Manager along with receipts for reimbursement if needed.
Get feedback and take notes if you are planning to run this event in the future.
Post pictures on the su402 facebook page. We love to see them!

Service Unit 402