Four weeks before
Agree on the purpose, responsible organizer, budget limit, venue, and school approval. Define how success will be measured: participation, money raised, or another stated goal.
Two weeks before
Confirm volunteer roles, equipment, setup time, attendee information, and a plan if weather or attendance changes. Ask the school which event requirements apply before advertising or taking payments.
One week before
Walk through arrival, queues, activity areas, accessible routes, refreshments, and departure. Give volunteers a contact person and clear shift times. Confirm how money and receipts will be reconciled.
On the day
Check the space before opening, brief volunteers, record changes, and keep the organizer reachable. End with a named cleanup team and a check that borrowed equipment is returned.
Afterward
Compare actual receipts and costs with the plan. Thank helpers, report the outcome through the school’s normal process, and write down what to repeat or change.