kci student council guide to event planning step 1: have a good idea!

KCI STUDENT COUNCIL GUIDE TO EVENT PLANNING
STEP 1: HAVE A GOOD IDEA!
You are not alone! Develop your idea with others! Make sure you can answer the following questions
(writing stuff down will help) because you will be presenting the idea to your branch in Step 2. If your idea
hasn’t been developed you might be asked to return to this stage.
1. Why would KCI run this event / project?
2. What is your goal for this event?
3. What will be happening?
4. Who is your target audience?
5. Who would care?
6. When do you see this happening?
(Consider events throughout the year and time of day and week.)
7. Do you have enough time to plan this event?
STEP 2: BRANCH APPROVAL
Discuss the idea with your branch (peers, executive, teachers) and together decide if the event fits your
branch philosophy and the values of the KCI community. As a team further develop the above questions,
think about who you can consult and also think about possible challenges for this project.
This step approves the idea not the plan!
Things to think about…
• What is the project date?
• Who can you consult to get ideas from previous / similar events?
• Who is your Teacher Sponsor?* (You need one!)
Remember… Your Teacher Sponsor is not just a name, they’ll be helping you plan your event.
STOP!
THE TEACHER SPONSOR MUST COMPLETE AN EVENT REQUEST FORM FOR
APPROVAL BY MR. KLINCK. WHEN APPROVED, YOUR EVENT WILL BE ADDED AS
A PROPOSED EVENT TO THE KCI CALENDAR.
C Project Overview
In your project team, and with your TEACHER SPONSOR, discuss the areas below and develop a typed
overview for your project. Make sure that you have accurate information and that you consult
with others before making decisions!
1. When will this event be held?
• Check the calendar! (Date / Time / etc.)
2. Where will this event be held?
• Is the space available?
• For venues outside KCI – Is there a cost? Is there a deposit?
• Front Foyer – Check the schedule with Ms. Usher
• Around KCI – Check with administration / the teacher / the department in charge of that space.

3. What will happen at your event?
• To the best of your ability provide an accurate schedule of events for your project.
• Consider setup, student / teacher schedules, clean up, availability of organizing team, etc.
4. Who will be running this event?
• Who is your current team? Will you have others?
• How many volunteers will you need? Where will they come from?
• How many staff will you need for supervision? Who will they be?
5. Who must you consult and work with?
• Are there forms that need to be filled out? (Custodian, Facility, Tech)
• Is there another branch, staff, department, area that you will need to talk to / plan with?
6. How does the money work for this event?
• Will this event make money? Lose money? Break even?
• Will you fundraise? How? When?
• Is there a cost for participation? How much? Will students pay this?
• Please provide a breakdown of your predicted expenses and income.
o Consider all supplies, marketing, police supervision, equipment etc.
o Hint: Use your schedule to break down the cost for each event piece.
7. What type of marketing, advertising and communication is needed?
• Do you need radio, video, MSIP announcements?
• Will you need posters? Tickets? Flyers? Etc.
8. When will everything happen?
• Create a timeline that maps out your event preparation.
• Do you have enough time to make this happen?
• What has to happen now so that you’re event is a success?
D The Go Ahead
Consult with your BRANCH EXECUTIVE and REVIEW YOUR PLAN to make sure that everything has been
considered. Submit your plan to a CoPremier for final review and placement on the KCI Calendar as an
ACTIVE EVENT.
THIS PLAN MUST BE REVIEWED BY YOUR BRANCH EXECUTIVE AND
APPROVED BY A COPREMIER.
THIS PLAN MAY HAVE TO BE SUBMITTED TO MR. KLINCK FOR
APPROVAL. CONSULT YOUR TEACHER SPONSOR FOR DETAILS.
E Report
No later than two weeks after the completion of your project, complete a project report that outlines your
event and its details. (Refer to Part C above for the required information.)
SUBMIT YOUR PROJECT REPORT TO A COPREMIER
NO LATER THAN TWO WEEKS AFTER THE PROJECT’S COMPLETION