ABCDEFGHIJKLMNOPQRSTUVWXYZ
1
PVA EVENT Planning Sheet
2
Complete and submit this Event Planning Sheet to the PVA President at pva@c2e.org for review and approval at least 45 days prior to the event,
3
4
5
6
7
8
9
Event Name:
10
Event Date:
11
Event Time:
12
Event Details
13
14
15
16
17
Event Special Requests:
18
19
20
Event Locations: (check all that apply)
21
Elementary HallGymnasiumPlayground
22
Middle School HallCafeteriaTurf Field
23
5th Grade ModuleConference RoomParking Lot
24
*Classroom(s)LibraryMusic Room/Storage
25
Other-List - Outside door, near KOther-ListPVA Closet (access to chairs/tables/supplies)
26
*Specify which classroom(s) under event details below
27
28
29
Event Supplies Requested: (check all that apply)
30
Tables: Sound SystemCups/Plates/ Plasticware
31
Chairs: MicrophoneWall between stage and gym open
32
Garbage Cans: Walkie TalkiesWall between cafeteria and gym open
33
Water CoolersProjectorCleaning Supplies
34
35
Event fee (specify if for individual item or family):
36
$ / Per Person$ / Per Family$ / Other
37
Cash Box Requested: mark with XYES NON/A
38
Individual Dollar Amounts$Ones$Fives$Tens$
Twenties
$Cents
39
Total Event Cash Requested:
$
40
Credit Card Reader Request: mark with XYES NON/A
41
PayPal Setup Requested: mark with XYES NON/A
42
43
Message for PayPal payment link:
44
45
46
47
48
Date the link needs to be removed:
49
50
51
Date(s) reports should be sent to event Chair:
52
53
54
55
Publicity: (all requests subject to review and approval)-If you have questions, email the PVA. Once you have approval of your flyer and messaging, submit the PVA Event Communication Form (Google Form) no later than 30 days prior to your event. Check each box below that applies and ensure you filled it out on the PVA Event Communication Form with the appropriate dates.
56
Flyer (*to be used for Social Media, Website and Bulletin Board)
57
Marquee SignDate(s) Requested:*include this information on the PVA Event Communication
58
InstagramDate(s) Requested:form. You may use this area for your planning purposes.
59
Facebook Post(s)Date(s) Requested:
60
TwitterDate(s) Requested:
61
OtherDate(s) Requested:
62
Leadership Team SupportDate(s) Requested:
63
64
Event Chair Name (Primary)
65
Phone Number:
66
Email Address:
67
Event Chair Signature:Date of Signature:
68
Event Chair Name (Secondary)
69
Phone Number:
70
Email Address:
71
Event Chair 2 Signature:Date of Signature:
72
73
PVA President Signature:Date of Signature:
74
C2E Volunteer Signature:Date of Signature: __________
75
C2E Business Manager Signature:Date of Signature: __________
76
C2E Business Manager Signature:Date of Signature: __________
77
C2E Principal Signature:Date of Signature: __________
78
79
Questions or Requests from PVA or C2E Administration:
80
81
82
83
84
EVENT PLANNING STATUS
85
Event Checklist Completed:
86
Event Approved with all required signatures:
87
Event Planning Sheet revised and/or re-submitted for approval:
88
89
90
Attend PVA meetings prior to and immediately following your event
91
Submit the Calendar Request found on the PVA Event Communications Guide to secure your date
92
Submit the Event Planning Sheet and Event Budget to pva@c2e.org a minimum of 45 days prior to the event
93
Schedule a planning meeting with Co-Chair(s) and Volunteers. Advise PVA Executive Board at pva@c2e.org of the meeting date and time so that it may be publicized
94
Review potential required documents from outside vendors with C2E Administration
95
*Any changes to the Event Planning sheet after initial approval must be submitted to the PVA President for further review and approval.
96
Volunteers:
97
Obtain a list of volunteers from Administration Volutneer Coordinator and/or PVA
98
Create an electronic request for a volunteer sign up a minimum of 30 days prior with the dates, times, and specific duties.
99
Contact volunteers prior to the event and provide them with an outline and timeline of their responsibilities and duties
100
If your are requesting donations make sure to provide donors/vendors instructions for dates, times and location for drop-off items