Week 1.
Go over expectations: how will we interact w each-other?
What do you hope to get out of the class?
Practical things to consider: Budget $, Look at Calendar – When can we meet and have fun (some other classes may need to be canceled).
CHAT GTP – DEFINITION (Small group event at school setting)
Planning an event for a small group at a school can be a fun and rewarding experience. Whether it’s a club meeting, a fundraiser, a workshop, or a social gathering, here’s a step-by-step guide to help you plan a successful event:
- Define Your Purpose and Goals:
- Determine the purpose of the event. What is the event’s main objective? Is it to educate, raise funds, build community, or achieve something else?
- Set specific, measurable goals to track your progress and success.
- Create a Planning Committee:
- Recruit a small team of students, teachers, or parents who are interested in helping plan and execute the event. Assign roles and responsibilities.
- Choose a Date and Time:
- Consider school calendars, holidays, and other school events when selecting a date and time.
- Ensure the timing is convenient for your target audience.
- Budgeting:
- Estimate the costs associated with the event, including venue rental, decorations, supplies, and any other expenses.
- Determine how you will fund the event, whether through ticket sales, donations, or fundraising activities.
- Select a Venue:
- Choose a suitable location within the school, such as a classroom, gym, cafeteria, or outdoor space.
- Ensure the venue can accommodate your expected group size comfortably.
- Plan the Program:
- Develop an agenda or program schedule. Include the event’s key activities, speakers, or entertainment.
- Allocate time for registration, breaks, and Q&A sessions if applicable.
- Promote the Event:
- Create promotional materials like flyers, posters, and digital announcements.
- Use school communication channels, such as bulletin boards, social media, email newsletters, and announcements over the PA system, to spread the word.
- Register Participants:
- Set up a registration process, either online or in person, to track attendance and gather necessary information from participants.
- Prepare Materials and Logistics:
- Arrange for any necessary equipment, like projectors, microphones, tables, and chairs.
- Ensure you have all materials required for the event, such as handouts, name tags, and presentation slides.
- Coordinate Volunteers:
- If you need additional help on the day of the event, recruit volunteers to assist with tasks like registration, setup, and cleanup.
- Execute the Event:
- Arrive early to set up the venue and test equipment.
- Follow the schedule closely to keep the event running smoothly.
- Address any unexpected issues calmly and efficiently.
- Collect Feedback:
- After the event, seek feedback from participants and committee members to evaluate its success and identify areas for improvement.
- Thank Participants and Volunteers:
- Send thank-you notes or emails to participants, speakers, volunteers, and sponsors to show appreciation for their support.
- Evaluate and Reflect:
- Review the event’s financial and operational aspects.
- Reflect on what worked well and what could be improved for future events.
- Document the Event:
- Take photos and videos to document the event, which can be used for future promotion and memories.
By following these steps and working with your planning committee, you can organize a successful event for a small group at your school. Adapt these guidelines to suit the specific needs and goals of your event.
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******************Archive********************
Last week:
12/8 plan for last day of school. Bowling…activity…pizza….what to do?
YES!! Emerald lanes – at Oakway.
Start Time: 11:30am
How to get there: Activity Bus from Connections building.
From Downtown:
Bus#: 67 , 12.
Invite list; Who will be there. Please RSVP to Anders.
We have lanes reserved at Emerald lanes by Oakway Mall
Friday 16th at 11:30am
After that – eat- Pizza at …… Papas? Other event you’d like to do – White Elephant..?
Week 9 -11/17
Calendar: crunch time due to days off (no school next 2 weeks), after that only 2 more weeks of this term. How did that happen?
Plan T-giving & Retirement. Next week Wednesday!
Assure Admin and Px are invited for Wednesday, do we still want this?
Create a collage with “quotes or photos from the class,”- plan for a going away/retirement. See email from Heather (Anders share w class)
Next – Tuesday 11/22 (MAP it or get out DownTown can go purchase gift card for Amy). 
LINK –
https://ahostinghome.com/2019/11/21/your-last-minute-thanksgiving-checklist/
We have: Green bean cass, stuffing, potatoes (mashed),
Monday cooking: apple pie, chocolate pudding pie, (jasmin – from Costco, gravy, cool-whip, apple cider, pumpkin pie
Wednesday: buy turkey/chicken? Bread?, cranberry-sauce,
Decorate: tables into the hallway, table-clothes,
Clean up: Abby (will delegate).
End of year plan event:
Bowling, Golf at Graduate, – pizza or restaurant,
Week 7 11/3
Calendar ; note days off.
Review of Halloween party – what went well.
Socializing? Food? Game? Documentation?
Next PLAN :
T-giving and retirement party -Amy. Only one more Thursday left…. time-crunch!!!!
Invite community members and former co workers…. show else?
Week 6 10/28
Halloween party 11:30ish release from JobClub if needed to prep.
Menu: burgers & zombie dogs, apple cider , carrots & ranch, apples & caramel, deviled eggs.
- Popcorn, rootbeer floats
Friday: Set up/decorate, cook the dogs, cook the burgers, final touch on decorations, make popcorn.
Activities: bocce ball, who am I game (ice breaker), jeopardy, apples to apples, yahtzee,
DJ: Kenie
11:30 cook and set table
12-ish Eat
1:-ish MOVIE: Muppets halloween, Coraline, Hocus Pocus,
Scared shreckless , Monster Family ,
DOCUMENTATION!!! Photos, videos,
CLEAN UP:
Friday– clean up food & kitchen – (Abby, George)
Monday: decorations. (Maya & Kenie & Kamiloh)
Week 5 10/20
Prep for Halloween party
Next event —– Friday 10/28 – at 11:30 start,
Start making the detailed list of people responsible for what:
Shopping can happen during Monday: treats, activity/game, karaoke.
Menu: hotdogs + crescent rolls (zombie dogs), apple cider , carrots, apples, ranch dressing , eggs, mayo,
Popcorn, Fruit (smoothies), rootbeer floats, ,
Action:
Friday/Monday : shopping for above items (RED) , make poster, details for party + dress code/expectations,
Wednesday – devote some of the time from Art of giving to decorate for Halloween. Music – create a playlist,
Thursday: doublecheck to see what’s needed.
Friday: Set up, cook the dogs, final touch on decorations, make popcorn,
Activities: bocce ball, who am I (sticky note),
MOVIE: Muppets halloween, Coraline, Hocus Pocus, ,
June 1st & 8th
Assemble certificates. –
Shopping list for items (signs , balloons …cake…)
Students: Gabe, Jensena, Jakeb W, Amaya, Liz, John, Maya…..
Food: BBQ – Zach and Ethan (burgers – toppings cut onions, tomatoes, lettuce, – , hotdogs, veggie, humus, …)
Desserts: Apple Turnovers – Fruit, Ice cream / Sherbert,
POSTERS: reach out to Fast Signs. Print out!
Speech: Seiji, – Ethan bring microphone
Decorate: __Anders, Emma, Silas, Heather: Balloons , Flowers, table-cloths,
CLEANING: Anders, Heather,
Timeline:
10-11:30 Set up, prep food, snacks…. games and activities…BBQ (burger, and hotdogs – cut all toppings ) etc. Music playlist,
11:45 eat
12:30 Grad and retirement being honored. (speeches etc)
1:15 Dessert and treats. Pies!! Cake!!
2:15 clean-up – (Anders – Heather)
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May 25th
Create shopping list for Lori and graduation party
Lets plan out:
Names of grad students:
WHat to buy/get/print
Plan for BBQ/pizza
Decorate
…….
May 18th
June 12th HULT concert Emily Wells – Who wants to join?
June 15th – Who wants to join?
Level Up Arcade – 2pm start (eat before..)
Video arcade
Address: 1290 Oak St, Eugene, OR 97401
Set up for open house:
Decorate – table cloths, balloons, flowers, ….. What makes it special??
Clean– before and after the event.
Idea for LORI? What else can we do?
May 11th
Calendar: the days to focus on:
5/19 Open House:
6/10 Graduation + retirement (location at Connections building)
Food/snacks:
Music – create a playlist –
Prepare speeches; who’s the toast master? – Abby
| Lori:
Speeches by “students and staff on the Abby-list”. |
Emma, Abby,
Anders, Heather, |
| Grads:
Speeches by case manger/ advocate. |
John, Jakeb W, Grace, Gabe, Amaya, |
Timeline:
10-1130 Set up, prep food, snacks…. games and activities…BBQ (burger, and hotdogs – cut all toppings ) etc. Music playlist,
11:45 eat
12:15 Grad and retirement being honored. (speeches etc)
1:15 Dessert and treats. Pies!! Cake!!
2:15 clean-up – (Anders – Heather)
6/15 Last day event (go somewhere)
Make shopping list for open house: Drink, cookies, plates(paper),
Retirement: what to do for a retirement party.
Photos, quotes, nice comments about her,
9 Memorable Retirement Party Ideas
- Emphasize speeches. … focus on memorable time and strengths of the person. Everyone share something nice!
- Pick a theme. …
- Go on one last outing. …
- Commemorate the retiree. …
- Craft something they’ll cherish forever. …
- Play games. …
- Build the party around the retiree’s favorite hobbies. …
- Support a local business.
Week 5. April 27th.
NICELY done celebrating EarthDAY!! What went well? What can we do better?
Next upcoming events: Starwars? (5/4), Cinco de Mayo (5/5) …. Mothers Day (5/8) We have very little time to assure this event can happen.
CINCO DE STARWARS!
Shall we have a game – jeopardy…. let’s take 5 min to brainstorm.
New event: the Connections open house: May 19th . We’ll set up and get the place looking GOOD!
AND; last day of classes = FUN event on June 15th?
Thinks to think about when hosting: https://www.youtube.com/watch?v=lxXzEkwz0qM&t=74s
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Let’s start creating the Seed Bombs. Also, delegate who’s responsible for what on Friday. Is there a music play-list for Earth Day? (Green Day, Earth Wind Fire, …) Greta Thunberg Earth Day Speech: https://www.theguardian.com/environment/video/2021/apr/22/greta-thunberg-us-house-testimony-climate |
Week 3.
What’s our plan? What are we going to do?
What are the day’s we’ve identified as “event days”?
5/4 StarWars (may the Fourth be w You)
5/5/ Cinco e Mayo
Field trip?
Train trip?
Retirement Party?
Graduation party?
Week 2.
Planning and time line:
There is a COST:
What kind of party do we want to make happen?
Potluck BBQ? Game night w pizza? Wedding? Camping trip? Concert? Yard sale? …. Graduation party?
Week 1.
What we hope to cover:
How many weeks?
What day is easier to “sacrifice”?
Party-Day’s this term: Let’s look through the calendar (graduation for sure…but what else).
Hosting vs being a guest…. How to be a good one. Have you planned and hosted a party before? How did it go?
Failed party.? (the office) – we may want to have activities and games planned out..?
https://www.youtube.com/watch?v=af0GMFIlb4Q
Planning & Timeline & cost (we’ll go over this next week) .
Week #5
First part of class lets talk about another kind of party to throw~ A going away party for friends, family member or co-worker. Then lets fine tune the plans for our event next week. Finalize shopping list, what games, activities, and order of events.
Halloween Jeopardy Game Link:
https://jeopardylabs.com/play/halloween-jeopardy-1809
Join Us For A Spooky Fiesta!
Where: 2120 Bailey Hill Rd.
When: Friday 10/29
From: 10:00-1:00
Enjoy: Fun, food, games, friends, and an overall “spooktacular” time!!
* School appropriate costumes optional
Week 4
Party Progress:
Ethan- event flyer
Abby- shopping list
Emma- playlist for party
Plan of events/activities: Greeter at entrance to inform and direct guests, snacks set up in Kitchen, board games in the Art Room, movie in the Green Room, and possible video games in the Blue Room.
Shopping List for Anders & Heather: Small Halloween theme plates, napkins, & cupcakes. Capri Suns, water bottles, individual chips, fruit snacks, maybe mandarine oranges and apples?? For something healthy & fresh??
Week 3
Food ideas:
Individually packaged foods like: fruits, veggies, chips, cookies, candy, drinks, water bottles, juice, capri-suns. Can we ask food services if we can get pizza for the student lunches that day & get extra lunches that day?
Games & Activies:
Maybe we should choose games/ activities for the party… maybe Clue? Bingo? Music Halloween play list? Make a Halloween theme jeopardy? Set up & choose a fun Halloween movie (Not too scary PG-13), Should we have video games? Costume contest? Make a scavenger hunt? Should we have prizes?
How are we going to let other students know about the party?
Make an evite (create a guest list), make signs and put them up around the building , make a post on the website share with students at the beginning of classes?
Week 2
Go over the host and the planning of the party. Importance of delegating.
Plan An Event Fall 21
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Plan an event Spring -21
Week 11 – last class.
Review of term: what went well? What shall we do differently?
Do you have any plans for the summer?
See you in the Fall !!
Week 10 June 8th
Plans change – we will NOT go to Fern Ridge.
New PLAN for Friday June 11th: At Connections building & we’ll have a DUNK TANK.
Food and some festivities.
To BRING: Towel & Swim gear, clothes to change into, rain coat,
MASK ( and bring an extra if it gets wet).
Timeline :
10:30 arrive at Connections (building 2120).
11:00 Dunk Tank – Socialize and play games (boardgames, outdoor games…).
12:00 Eat (Papa’s Pizza, caprisun, cupcakes)- Recognize all our awesome Grads.
Mentos in a coke bottle?!! Water balloon fight?!!
1:00 Head out to do a small hike and social walking, or movie and/or games.
3:30 Go home from Building.
** If you have other game ideas, or other suggestions please email or call: Heather, Anders, Morgan.
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Week 10 June 1st
OK, we’re almost at the end. We’ll need to plan for our last day event (Friday June 11th). What do we need to get done? Here is what we discussed 2 weeks ago….what can we add?:
Transportation: city bus, car, activity van, bike,
Save date: POST on the website. & evite?
Different ideas: Sunny & Warm – vs – Rain & Cold
Date: June 11th , time: 11:00-3:00pm (or later…)
Food: store bought only ? Or BBQ… shall we do a “order sheet checklist” , buy from restaurant? ,
- Go to Fern Ridge Lake and hike, splash in water – SUP? Richardson park ($ 160 for shelter ), parking $5/vehicle,
- Back-up : Go to river… River House & Park (Sladden)
- Back-upConnections Building & Hike
Activities/Games we can play: Disc golf, frisbee, bingo, badminton, sailing, canoeing, SUP, karaoke & air-guitar, corn-hole,
MC – create speeches for our grads!! Who_______
Music playlist: Emma!!
- graduation gift : with some notes from all students and teachers.
Gift: cd/cassette music / band shirt (80s-90s), Planner-for students as gift.
sports & music (rock-old school),
country music (modern),
MUSIC: is the theme!!!
What should each student bring: face-mask + extra, sunscreen, water/water bottle, towel, swim gear (shorts/bikini/swimsuit), sunglasses/hat, light jacket if it’s windy, blanket/beach towel, preferred snacks (not to share), shoes that are ok to get wet,
Connections bring: First Aid Kit, epi-pen, sunscreen, maybe camping-chairs, plates, napkins,
Food: burgers&hotdogs + buns, toppings, ketchup, mustard, pickles, chips (snack bag),
Fruit: water/honey-dew melon, grapes,
Drinks: water, juice (apple/orange), caprisun,
Week 9 May 25th
So much good info last week – let’s review.
Grad Gifts – in progress…
Last class event:
Completed tasks: reservation on the Shelter at Fern ridge. Anders will show steps involved in reserving this. https://lanecounty.org/government/county_departments/public_works/parks/our_parks/richardson_park
In progress: assuring that we have instructors hired from city (Parks&rec).
New task: is it still possible to go camping over the Memorial weekend?
Hard to find any camping spots? Here is how to do a search for camp site. Pretend going to ….. Camp Sherman in central Oregon. Follow the steps and do this together. https://www.fs.usda.gov/recarea/deschutes/recarea/?recid=38586
What shall you bring when camping?
https://www.rei.com/dam/family_camping_checklist_final.pdf
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Week 8. May 18th
Planning for the Graduation Party: JUNE 11th
How many weeks till graduation: 3
Can you bring guests? (Only Graduates) – Anders will email Joyce.
Transportation: city bus, car, activity van, bike,
Save date: POST on the website. & evite
Different ideas: Sunny & Warm – vs – Rain & Cold
Date: June 11th , time: 11:00-3:00pm (or later…)
Food: store bought only ? Or BBQ… shall we do a “order sheet checklist” , buy from restaurant? ,
- Go to Fern Ridge Lake and hike, splash in water – SUP? Richardson park ($ 160 for shelter ), parking $5/vehicle,
- Go to river… River House & Park (Sladden)
- Connections Building & Hike
Games we can play: Disc golf, frisbee, bingo, badminton, sailing, canoeing, SUP, karaoke & air-guitar,
MC – create speeches for our grads!! Who_______
Music playlist: Emma!!
- graduation gift : with some notes from all students and teachers.
Gift: cd/cassette music / band shirt (80s-90s),
sports & music (rock-old school),
country music (modern),
MUSIC: is the theme!!!
June 11th is the LAST day for in-person-classes at Connections.
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Week 7 May 11th
Nicely done last week!! Let’s review: What went well? What could we improve? (did we get any documentation?)
Lets start planning for our next event. THe obvious one will be our Graduation party, but there may be some other events prior to this….. a rain-dance party??
Let’s go over ideas below and think about what would be important for us to think about.
June 11th is the LAST day for in-person-classes at Connections.
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Week 6 – (May the 4th be with you).
This is what we agreed on last week: will you need any help? We’ll need to be somewhat efficient with the plan – lets create a time-line. And lets go through the steps on what we shall do. 
| 11;50 | decorate. help from cooking class. (balloons,
OUTSIDE if possible: |
Eman, Anders, Cooking crew, |
| 12:00 – 12:45 | Music begins: | Emma –
Speaker – (bring from home) |
| 12:30- 12:40ish | MC – speech | Abby (and anyone with kind words to share) |
| 12:30 | Food/cupcakes/ice cream/juice | Anders/Heather/Morgan |
| 12:45 | Clean up | Emma, Abby, Silas, Heather |
| 12:50 | Undecorate | Eman, Anders |
FOOD : store bought muffins/ice cream (covid friendly). And this includes making a shopping-list. : (John…..
Music: create a playlist : Name, Song & Artist (Emma)
Set up and decoration (covid friendly): (Eman & Anders)
MC – make sure that there is some event/game/ something to offer (Abby, Anders, Heather) .
- Hello everyone, welcome to this gathering celebrating Abbey moving on to big new adventures.. we wanted to take a minute to acknowledge our friend Abbey D! We are happy for you , yet we’ll miss you.
Good LUCK in the future in Utah. This is from all the students and there is a little message inside from all of us. (give gift).
Now I’ll open up for others if anyone would like to say something.
Wrap up and Clean-up. (Grace, Heather, Anders, Abby, Emma)
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Week 5 (April 26th)
How to plan a going away party.
See the article: https://kerb.com/moving-away-party/
Gift ideas: ( nothing big and bulky – nothing fragile) , something easy to bring in a move. Coffee gift card to starbucks will come in handy .
- Shall we create a collage w photos and quotes, relating to US, Eugene, Connections, The student, ….something to remember us by.
Party: May 7th @ 12:40.
Delegate: Who will create this?
- FOOD : Bake for a party: store bought muffins/ice cream (covid friendly). And this includes making a shopping-list. : (John,
- Music: create a playlist : Name, Song & Artist (Emma)
- Set up and decoration (covid friendly): (Eman & Anders)
- MC – make sure that there is some event/game/ something to offer (Abby, Anders, Heather)
- Wrap up and Clean-up. (Grace, Heather, Anders, Abby, Emma)
What else do we need to make sure get covered for this little event?
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Week 4 (April 20th)
How to be a good host/hostess.
Video
https://www.youtube.com/watch?v=lxXzEkwz0qM
Make everyone feel included:
Introduce your guest to other guests… perhaps help w conversations starters …”did you know that both of you have been to Oklahoma…/ or Jim Bob is also interested in beekeeping, gardening and street-racing with lawnmowers….. can you ”
We need to start planning for our graduation parties!! What shall we do?
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Week 3 April 13th
What to bring to a party ( you don’t have to bring anything…) and why…
https://www.brit.co/food/food-adulting/hostess-gifts-for-food-lovers/
OUR OWN PARTY!
Lets make some plans for our – May The Force be with you (May 4th).
Delegate – come up with plans – guests – invitation (how) – decoration – music – dressup? – food – cooking/baking -time of party – shopping – set up – host – get ready – MONEY$$$$ – what else do we need to do.
WEEK 2 – April 7th
Evite via TEXT!!
Let’s practice this together . I’ll go over the steps using my work phone.
So what shall we send out – and how do we respond ?
Fake /practice invite :How about: BBQ at Connections 4/6 at 5:00pm
People Bring a side dish?
Now YOU try. Invite Anders and Heather and Morgan
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Week 1 – (March 30th).
What are you hoping to get out of the class?
End goal – Plan for and execute the hosting of an event. (plan, schedule, budget, prepare, cook, entertain, music, socialize & enjoy, clean up…..wait for it…be invited to other parties.)
Have you been to some really good/bad parties? What was great about it, what was missing? …. think about it, what would you do differently ?
Nobel Banquet Stockholm Castle
Failed party…..?
Video with the basic steps:
https://www.youtube.com/watch?v=1bdQdQst3OI
$$$$$$ There is a COST: Try to think of how to reduce some of the cost….
What kind of party do we want to make happen?
Potluck BBQ? Game night w pizza? Wedding? Camping trip? Concert? Yard sale? …. Graduation party?
(Hint here – time line and time of party….could it be that more people are hosting a party during these times… is there anyone else graduating at the same time as you.?? Scheduling conflict for your guests possible??? )
Set the time line: There are thousands of party/event checklists out there… find an example that works for you.
