Tips for Planning an Event at Sunol Glen
Tip #1 - There is a Form to Fill Out
If you are going to use a school space, you need to fill out a Facilities Use Form. Your name and phone number would go in the "person responsible" space. "Sunol Glen Community Club" or your organization would be the "organization" space. Your organization will need to have proof of insurance on file with the school - ask the School Secretary about this.
Tip #2 - You Need Approval from Mrs. Barnes
You need to get approval for your event and any flyers. The easiest way to do this is to make your flyer and then send an email to Mrs. Barnes with the flyer attached, and copy the School Secretary. Make sure your flyer includes the following: (1) name, date, time; (2) cost; (3) who proceeds will benefit; (4) group organizing event. In the content of the email ask Mrs. Barnes to approve the event. She will email you back with either an approval or follow-up questions.
Tip #3 - PDF Your Flyer
If you are going to distribute your flyer electronically (e.g. in the Eagle Flyer), be sure to PDF the flyer as different computers recognize different fonts and can really mess up how your flyer looks. If you have MS Word, you can "save as" and select PDF as an option.
Tip #4 - Volunteers & Donations
If you need volunteers to help out with the event or donations for the event, contact the Community Club Volunteer Coordinator. The Volunteer Coordinator will set up a SignUpGenius list for the event to request the help and supplies needed. Sunol Glen parents are really great about helping out with events and donations!
Tip #5 - Publicity
Once your event flyer has been approved by Mrs. Barnes (see Tip #2), you now have approval to:
(1) Distribute the flyer in the Eagle Flyer (confirm that the School Secretary has received a copy of Mrs. Barnes' approval email). Be sure to tell the School Secretary how long you want the flyer to run for.
(2) Put the flyer up around the school (be sure to use a lot of the blue painter's tape and really stick it down - it's the only thing that is allowed!).
(3) Send the flyer home in student's folders (make the copies: there is a list above the main copier with the number of students in each class, paper clip the copies for a class together, put a post-it with the teacher's name and "please send home with students" on it, and put them in the teacher's boxes). It's best to have copies in teacher boxes by Tuesday to get them home with students that same week. If your event is a SGCC event, you may make your copies at school. If it is for a non-school entity, then copies must be made off site.
(4) Put a poster up in the pick-up/drop-off line. Keep in mind many parents use the back entrance to the school so more than one poster may be desired. Laminating the sign is best as the wind tends to rip posters if they are not laminated. The clear packing tape is the best for attaching the poster to the fence, or you may use zip-ties. If you need poster paper, contact Community Club. If your event is for SGCC or a school entity, you may use the school laminator. If it is for a non-school entity, then lamination must take place off site.
(5) Put your flyer on the Community Club bulletin board. If your event is a Community Club event, please put it on the "upcoming events" part of our bulletin board.
(6) Contact the SGCC webmaster for inclusion on the Community Club website and email SunolGlenCC@gmail.com for inclusion on the Club's "Eagle Happenings Newsletter".
Please be sure to take all flyers, posters, and tape down after the event!
Tip #6 - Money
(1) What is the budget? - If the event is a Community Club event, be sure you have a budget allotted for the event. If not, a request for a budget should generally be made during the annual budgeting process in October. If you missed that opportunity, there may be money available in the reserve fund. Contact the Community Club Treasurer to find out what the budget for the event, if any, is.
(2) Submit receipts - Receipts should be submitted along with the reimbursement request form to the Club's Treasurer. If your event is a school event, receipts should be submitted along with the school reimbursement form to either the teacher in charge or directly to Ms. Donovan depending on the event.
(3) Where will forms go? - Make sure you know where your forms will be going. Forms usually get turned into teachers or the office. Teachers will give them to the School Secretary in the office. You need to tell the School Secretary where the forms should go. If there is any money involved, a safe, locked, place must be designated. If Community Club is acting as "bank" then forms can get turned into the Community Club box. Make sure the Community Club Board (especially the Vice President, who checks the mail box) knows that forms will be coming in. You may also ask for a key to the box so you can retrieve forms leading up to your event. If the school is acting as "bank" be sure you have spoken with Ms. Donovan and make sure the School Secretary knows who to give the forms to.
(1) Distribute the flyer in the Eagle Flyer (confirm that the School Secretary has received a copy of Mrs. Barnes' approval email). Be sure to tell the School Secretary how long you want the flyer to run for.
(2) Put the flyer up around the school (be sure to use a lot of the blue painter's tape and really stick it down - it's the only thing that is allowed!).
(3) Send the flyer home in student's folders (make the copies: there is a list above the main copier with the number of students in each class, paper clip the copies for a class together, put a post-it with the teacher's name and "please send home with students" on it, and put them in the teacher's boxes). It's best to have copies in teacher boxes by Tuesday to get them home with students that same week. If your event is a SGCC event, you may make your copies at school. If it is for a non-school entity, then copies must be made off site.
(4) Put a poster up in the pick-up/drop-off line. Keep in mind many parents use the back entrance to the school so more than one poster may be desired. Laminating the sign is best as the wind tends to rip posters if they are not laminated. The clear packing tape is the best for attaching the poster to the fence, or you may use zip-ties. If you need poster paper, contact Community Club. If your event is for SGCC or a school entity, you may use the school laminator. If it is for a non-school entity, then lamination must take place off site.
(5) Put your flyer on the Community Club bulletin board. If your event is a Community Club event, please put it on the "upcoming events" part of our bulletin board.
(6) Contact the SGCC webmaster for inclusion on the Community Club website and email SunolGlenCC@gmail.com for inclusion on the Club's "Eagle Happenings Newsletter".
Please be sure to take all flyers, posters, and tape down after the event!
Tip #6 - Money
(1) What is the budget? - If the event is a Community Club event, be sure you have a budget allotted for the event. If not, a request for a budget should generally be made during the annual budgeting process in October. If you missed that opportunity, there may be money available in the reserve fund. Contact the Community Club Treasurer to find out what the budget for the event, if any, is.
(2) Submit receipts - Receipts should be submitted along with the reimbursement request form to the Club's Treasurer. If your event is a school event, receipts should be submitted along with the school reimbursement form to either the teacher in charge or directly to Ms. Donovan depending on the event.
(3) Where will forms go? - Make sure you know where your forms will be going. Forms usually get turned into teachers or the office. Teachers will give them to the School Secretary in the office. You need to tell the School Secretary where the forms should go. If there is any money involved, a safe, locked, place must be designated. If Community Club is acting as "bank" then forms can get turned into the Community Club box. Make sure the Community Club Board (especially the Vice President, who checks the mail box) knows that forms will be coming in. You may also ask for a key to the box so you can retrieve forms leading up to your event. If the school is acting as "bank" be sure you have spoken with Ms. Donovan and make sure the School Secretary knows who to give the forms to.
