Class/Grade/Team School Event Planning Form
Revised 08-2016
To better streamline the event process, please note that outdated forms will not be accepted. Also, please submit one form for each event. Thank you for your assistance and cooperation.
Today’s Date: ______
Event: ______
Class/ Grade/ Team: ______
Person Submitting This Form: ______
Event Coordinator: ______
Date/ Time of Event ______
Space/s Needed
1. ______
2.______
3.______
4.______
Who will be setting up the event
1. ______
2.______
3.______
4.______
Who will be cleaning up the event and returning the items that were used? Please be specific and include if applicable the stage area, mini lobby, rotunda, props, desks (if requested), technology, food & drinks, etc. Please remember the Golden Rule to leave the area as you found it as it might be someone’s teaching space.
1. ______
2.______
3.______
3.______
4.______
5.______
6. ______
7.______
8.______
9.______
10.______
What furniture/equipment will be needed?Please list tables, chairs, podium, microphone, screen, etc.
1. ______
2.______
3.______
4.______
5.______
6.______
What technology equipment/Items will be needed?
1. ______
2.______
3.______
4.______
5.______
6.______
Who will be responsible for running the technology items duringthe event?
1.______
2.______
Will you need technology support if possible?
No
Yes
Will ashuttle bus be needed?
No
Yes
- Time: First pick up from the E Building to WTES ______
- Time: Last drop off from WTES to the E building ______
(Due to transportations contractual agreements with bus drivers, shuttle buses must be requested two weeks in advanceof the eventthrough Debbie Ford. The event coordinator will also be responsible for notifying parents of the need to park at the lower lot of the E building, the same location where the shuttle buses will be boarded.
Will the event change your regular lunch plans? ______if so, have you notified the cafeteria? The cafeteria will need at least one week’s notice of any changes.
Will you be having food at your event? If so, what food or drink items will you have (if possible, please encourage non-food items). ______
Will the event change your regular schedule impacting the schedule of other staff members such as special area teachers, special educators, or support staff? Will the event impact staff members who may be teaching in the area/location of your event?
No
Yes
If so, have you notified these staff members?
No
Yes
Other needs or important information about this event:
______
Please complete the diagram below to indicate the specific set up needed for your event or activity? Example, how you would like the tables or chairs placed, or where you would like certain equipment to be set up). Please be as detailed as possible.
Please print a hard copy of this form and attach any flyers, newsletters, or other communication that has been, or will be sent home to parents in reference to this event. This important information will assist the office in being more prepared when parents arrive and to reduce the need to interrupt classes. Please hand deliver this form to Debbie Ford at least two weeks prior to the event, so that she can obtain approval.
For Office Use Only
Received by ______on ______
Approved by: ______(Hershfeld) Date: ______
Date shuttle bus was requested: ______(Ford)
Date Ridge Ruxton School was notified: ______(Ford)
Date event was added to school calendar: ______(Ford)
Distribute copies to the following individuals: (Ford)
_____Ensor______Event Binder
_____ Gleitsmann______Vanderwal
_____ Rabin
If applicable, distribute copies to Melefsky, Ruth, Kuebler, Hershfeld, Crosell, Yanney, Cafeteria (Ford)