CCCHG Event Planning Worksheet

Volunteer Administrator Email

example@example.com

Treasurer Email

example@example.com

Hi, thanks for volunteering to plan a field trip or other event for the group! Below are the usual items that we need to know to post the event to the online calendar.

Not all questions will need answers for every event. If unsure or if you don't know where to put something, don't sweat it, just make sure you think about and address all the questions and fill in the info if it applies. Add more space if necessary, and you can use the “additional notes” at the bottom as well. We'll know where to post the info on the website calendar.
NOTE: If a single group payment is required in order to get a discounted group rate (if you need to collect individual payments and submit them all as one), there is a timeframe requirement and collection method that requires coordination through our CCCHG Treasurer, so please don't wait. Arrangements must be made with the treasurer at least two weeks before the payment deadline. (Behind the scenes -- there must be time to collect money from members, get the monies to the treasurer, get checks deposited and allow any member checks to clear, all before the single check is able to be sent to the venue by their due date.)
Please make sure all info is final before submitting, once posted on the calendar, an event is very hard to update to almost 100 families, and we don't want someone showing up on a wrong date, or without the required supplies/funds/dress, etc. That being said, if an unforeseen change becomes necessary, please notify a leader asap and we will work with you to make sure all the appropriate people are contacted.
To avoid possible confusion, do not post details of official events on the forum, we will post all official event details on the calendar, and post a link to that from the forum, so if there are changes, all the affected (signed up) people can automatically be notified.

If you need help with this form, contact ccchgboard@gmail.com and a leader will get right back with you. Thanks again, we appreciate you!

Event Point of Contact Person (The main planner who will work with leadership to get this on the calendar)

Point of Contact Phone Number

Area CodePhone Number

Point of Contact E-mail

Backup Organizer Name, email and phone number

2nd Backup Organizer Name, email and phone number

Event Date

MonthDayYear

Event Name/Title

Event Description: Please write out a small description or paragraph that will be posted on the calendar (we don't know that much about your event and don't want to have to make it up and get something wrong -- thanks!)

Event Location Name

Event Location Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry

Meet Up Instructions

Start Time (Show up time, please add in the necessary time to organize the group/gather funds/give last minute instructions, etc. before the actual start time if applicable)

:HourMinutesAM/PM Option

End Time if Known

:HourMinutesAM/PM Option

Target Age/Age Requirement

Additional attendance requirements/restrictions (i.e. no strollers, hairnets must be worn and will/will not be provided, earplugs suggested, etc)

YesNo

Cost per attendee (child and adult)

Is this a discounted event that needs group documentation or group payment to receive discounted rates ? If so, please state what is needed/required, and contact our group treasurer at least 2 weeks before the payment deadline.

If this is a private event, are there any allergens present that attendees need to be aware of? (i.e. pets, foods, etc.)

Will partial or full payment need to be collected ahead of time? If so, please give details, and contact our treasurer at least 2 weeks before the payment deadline regarding payment collection options:

YesNo

Pre-Payment Cutoff Date

MonthDayYear

Minimum Group Size if applicable (if used, signup is required)

Maximum Group Size if applicable (if used, signup is required):

YesNo

Signup Cutoff Date

MonthDayYear

Signup Notifications go to (email of person tracking size of group, probably the organizer or one of the helpers):

For member/attendee questions, contact who & their phone or email?

Special Clothing Required/Additional dress code if applicable (ie: closed toed shoes, hat, long sleeves/long pants, etc):

Supplies/Items necessary to bring

Message to be viewed once signed up (automatically posts): (Could be further instructions, reminders of what to bring, etc.) :

Automatic reminder message date (for those who already signed up – Suggest 3-4 days before event):

Reminder message:

Additional Details – Anything you need to add not specified above

Yes