The Publicity Coordinator should plan to devote around 20 hours of time over a period of approximately two months. The Activities Planning Coordinator Keeping in mind the goals of the event, the Activities Coordinator will lead a small team to plan and prepare the content of the evening including activity stations, whole group activities, and informational displays. This coordinator will assure that all the materials are created, copies are made, and supplies are purchased and gathered. The Activities Planner oversees the boxing of materials and instructions for each activity station for easy set-up and guarantees that instructions are included for the facilitators with directions to help the facilitator answer questions and prepare the activity for the next family. The Activities Coordinator will work closely with the Publicity Coordinator and the Event Coordinator to maintain focus on goals and continuity.
Snacks are a draw in some communities.
Raffles can be another draw. The Food and Prizes Coordinator, with the help of a small subcommittee, would be in charge of attaining refreshments and door prizes. Some schools invite organizations such as TAME, colleges and universities, corporations, local businesses, and others to partner with them. If your school selects to partner, the collaborating group or organization might wish to be involved in the planning and promotion process. The needs of the school and nature of the partnership will determine the role and responsibilities of the Community Partner Coordinator.