1. General Introduction
• Introduction and Committee Roles and Responsibilities
• Communication Event Coordinator Checklist
2. Planning
3. Budget/Finances
• Budget description and notes
4. Program and Registration
• Registration and Program Committee responsibilities
• Communications Scheduling Guide
• Spreadsheet to determine times
• Sample spread sheet of participants
4a. Information for Clubs
• Responsibilities of Club Leaders
• Club Mailing:
o Template for cover letter including background info (date, location, time etc.)
o Registration sheet (list of club participants) and request to provide a judge or volunteers
o Copies of the communication fact sheets:
o M4HC Member Event Registration Form/Photo Release
4b. Information for Participants
• Responsibilities of Participants
• Template for Congratulatory letter to participant
• Club-Area Council Photo Release Form
5. Facilities/Lunch
• Facilities and Lunch Committee responsibilities
• Supplies for Communication Competition
• Eat Smart Meet Smart: How to Plan and Host Healthy Meetings, Events and Conferences
• Eat Smart, Meet Smart Healthy Meeting Order Sheet -Afternoon Snacks
6. Awards and Gifts
• Awards and Gifts Committee responsibilities
• List of potential gifts and tokens
• List of Categories for printing Champion certificates
• Template for printing general certificate
• General certificate *Please order printed copies from learns@4h.mb.ca
• 4-H Canada Visual Identity Guide
• 4-H Canada Brand Standards manual
7. Day of the Event
• Day of the Event responsibilities
8. Judges Committee
• Judges Committee responsibilities
• Judges Package Prior to Event
o Scoring System Used at Area Council
o Communication fact sheets:
• Judges Package (day of event)
o List of Judges Envelope Contents
o Scoring System Used at Area Council
9. Volunteers
• Volunteer Committee responsibilities
• List of Supplies for Timers, Tellers and Chairs
9a. Room chairs
• List of Room Chair responsibilities
9b. Time Keepers
• List of Timer responsibilities
• Timing sheets for each category
Cloverbud: Speech One Person Visual Two Person Visual
Junior: Speech One Person Visual Two Person Visual
Intermediate: Speech One Person Visual Two Person Visual
Senior: Speech One Person Visual Two Person Visual
Adult: Speech One Person Visual Two Person Visual
9c. Tellers/Results
• List of Teller/Results responsibilities
• Scoring System Used at Area Council
• Score Tabulation sheets – Fillable for each category
10. Award/Recognition Presentation
• Tasks for Awards/Recognition Presentation Committee
• Supplies for Recognition Presentation
• Template for printing general certificate
• General certificate *Please order printed copies from learns@4h.mb.ca
• List of Categories for printing Champion certificates
• Template for letter to participants going on to provincials
• M4HC event form/photo release
• Sample Awards Ceremony Room Chair MC speech
11. Rules
• Rules committee responsibilities
• 4-H Communications: Speeches Fact Sheet
• 4-H Communications: Visual Presentations Fact Sheet
• Area & Zone communication Fact Sheet
12. Media
• Media Committee responsibilities
• Template for post event press release
13. Post Event
• Manitoba 4-H Council Inc. Event Report Form
• Provincial Communications Form
Appendix A
• 4-H Communications: Speeches Fact Sheet
• 4-H Communications: Visual Presentations Fact Sheet
• Area & Zone communication Fact Sheet
• Club-Area Council Member Event Registration Form
• Club-Area Council Photo Release Form
• List of Categories for printing Champion certificates
• General certificate *Please order printed copies from learns@4h.mb.ca
Thank you to 4-H Alberta for the use of material from their publications Public Speaking Organizers Guide and Presentations Organizers Guide.
Thank you to Eastman, North Parkland and South Parkland Area Councils for the use of material from their communications planning guides.