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2023/24 - Event Planning Form: CLASSIFIED ONLY
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Finalized by classified support staff and sent for approvals (certificated do not need to work on this form)
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To be used as part of the Event Planning Procedure. Please do not delete or add rows, as cells/data are linked to other tabs in this sheet. Certificated and classified contacts: please fill out any/all cells you know the info for!
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Event Title:MAKE A COPY! Change file name AND make this line your event title
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Has a Pre-EPF been submittedYesNo
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Certificated Contact(s) Name:Classified Contact(s) Name:
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Certificated Contact(s) Email:Classified Contact(s) Email:
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Event Topic:Registration Open Date:
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Registration Close Date:
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Event Date(s):Registration Via:SCOE RegNotes/Link:
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GFormNotes/Link:TEMPLATE
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Any Conflicts on Calendars?
-EES Events Calendar
-SCOE Events&Meeting Calendar
-2023/24 District Cal Summary		YesNoOtherNotes/Link:
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Explain:Will Calendar Invite Be Used?YesNo
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Time(s) of Event(s):Details:
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What type of DAY-OF support is needed from this event's Classified Team Member?All DayOnly for set up NoneIf using a calendar invite, it is suggested that the Event Support Staff creates the invite and doesn't allow guests to modify event or invite guests.
Needs to be conversation for EACH calendar invite as to which guest permissions are/are not allowed.
Guest List viewable as default for all events unless otherwise specified.
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Notes:
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Presenter(s):Location:OnsiteRooms:
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VirtualLink:
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Audience:Open Invite OnlyOffsiteSite:
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AdminTeachersCommunityCOI Required?Notes:
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K-12K-66-89-12Class Size Limit:Notes:
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UPK/TKOtherEstimated Participant Count:
**Email Eric the Tuesday of the week before your event if parking will be impacted and email M&O to open the 2nd parking lot if needed		<---- Unpaid Participants + Presenters + SCOE Staff = Free
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Marketing:
Click here to learn more about marketing!

NOTE: If your event has a stand alone webpage/website, please make sure to updated / request updates to it. 		SCOE Website
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Direct Invitation
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EblastForm Done?YesNo<---- Expected # of PAID Participants:
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Press ReleaseForm Done?YesNoIs this event 21CSLA?
If yes, check the box.		NCSOE Offering - catering only
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Flyer
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Reminder Email?YesNoEvent Budget Planning
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If Yes:
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Date for Email:-EXPENSES-This event will have NO expenses (please zero out below cells or input "N/A")
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Email Language:Click Here to DraftName of Budget for Expenses:If using Educator Effectiveness Funds - requires category # + on PO + tracking
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Event Documents (add name)Link (add link) - Check the SHARE settingsBudget Code for Expenses:
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ExpensesQtyCost# of DaysTotalNotes / Explanation
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Presenter Fee(s):$0.00
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Presenter Travel:$0.00
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Graphic/Printing costs:$0.00
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Facility Costs:$0.00
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Books:$0.00
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Catering for Lunch, per person:$18.00$0.00Per policy: Tax, delivery charges, and gratuity (not to exceed 15%) are not included in this allowance.
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 Pre-packaged Snacks, per person:$1.00$0.00*Requires pre-approval
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Catering Light Meal:$12.00$0.00Per policy: Tax, delivery charges, and gratuity (not to exceed 15%) are not included in this allowance.
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Coffee & Tea - order/delivery (AVID)$1.50$0.00Per policy: Over 50 coffee can be ordered for morning or evening events
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Coffe & Tea (In House) per person:$2.00$0.00
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Event Description
To create a new paragraph, use the Option + Enter keys at the same time.		Sub Costs:$0.00
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Other Costs:$0.00
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Other Costs:$0.00
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Subtotal:$0.00
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Indirect:9.75%$0.00
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Total Expenses:$0.00
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-REVENUE-This event will have NO revenue (please zero out below cells or input "N/A")
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Name of Budget for Revenue:
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Budget Code for Revenue:
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Based on above expenses, the break-even suggested registration fee is:
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#DIV/0!for MINIMUM number of PAID participants
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Selected registration fee:
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Revenue TypeQtyChargeTotalNotes / Explanations
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Estimated Paid Participants:$0.00
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EVENT SUPPORT NOTESSponsorships / Donations:$0.00
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Grant Coverage:
Note: Alert grant fiscal oversight staff!		$0.00
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CATR Budget*:Flat Amount-->$0.00*CATR - Requires pre-approval
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Other:$0.00
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Total Revenue:$0.00
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-EXPENSE TO REVENUE REVIEW-
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Total Expenses:$0.00Notes:
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Total Revenue:$0.00Notes:
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Profit/Loss:$0.00Notes:
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If profit/loss is negative, please review with Fiscal Manager to detemine other financial supports for the event.
If you are covering your event expenses with grant dollars (such as CSLA or GeoLead), please confirm coverage with Fiscal Manager.
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APPROVALS by Event Staff and Department LeadershipCANCELLATION CHECK LIST
For complete cancellation procedure, click here. 		Notes / Updates / Comments for Admin and Fiscal Manager to know
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Original ApprovalDateSigned?Revision Approval / DateDateNote/Comment
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(1) Classified on behalf of Certificated Lead
Update Class Listing (on scoe.org)
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(2) Classified Event SupportCancel location/room bookings
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(3) Admin / Fiscal ReviewCancel catering
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(4) Deputy Superintendent (Diann Kitamura)Cancel any other assistance scheduled
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Note: If significant changes are made AFTER Admin / Fiscal Manager an/or
Deputy Superintendent approve, please resend for review and revision approval. 		Update Budget Tracker
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Update CATR Budget Tracking
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Notify Participants
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Notify Presenters
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(5) DATA ENTRY by Division Support AssistantsRefund Payments
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Original SubmissionsRevisionsNotify Division Support Assistant for calender updates (EES Events, SCOE Events&Meeting Calendar)
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EES Division Events Calendar:YesN/AYesN/A
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SCOE Events/Meeting Cal:YesN/AYesN/A
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CATR Budget Tracker:YesN/AYesN/A
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EES Div. Events/Offerings SpreadsheetYesN/AYesN/A
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