Communications Event Planning Binder Resources

1. General Introduction

• Introduction and Committee Roles and Responsibilities

• Planning List and Time Line

• Communication Event Coordinator Checklist

2. Planning

• Event Planning Master List

3. Budget/Finances

Budget description and notes

Sample Budget

Sample Sponsorship letters

4. Program and Registration

• Registration and Program Committee responsibilities

Communications Scheduling Guide

Spreadsheet to determine times

Sample spread sheet of participants

Sample program

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:

Speeches

Visual Presentations

Area and Zone Communications

o M4HC Member Event Registration Form/Photo Release

4b. Information for Participants

• Responsibilities of Participants

Template for Congratulatory letter to participant

M4HC event form/photo release

5. Facilities/Lunch

Facilities and Lunch Committee responsibilities

Room signage

Other signage

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

Sample supplies for lunch

6. Awards and Gifts

Awards and Gifts Committee responsibilities

List of potential gifts and tokens

List of Categories for printing Champion certificates

Sample Champion certificate

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

Room Signage

Other Signage

Supply lists

8. Judges Committee

Judges Committee responsibilities

• Judges Package Prior to Event

o Cover letter template

o Scoring System Used at Area Council

o Result Sheet

o Speeches Score Card

o Visuals Score Card

o Communication fact sheets:

Speeches

Visual Presentations

Area and Zone Communications

• Judges Package (day of event)

o List of Judges Envelope Contents

o Scoring System Used at Area Council

o Result Sheet

o Judges comment sheet

o Speeches Score Card

o Visuals Score Card

9. Volunteers

Volunteer Committee responsibilities

List of Supplies for Timers, Tellers and Chairs

9a. Room chairs

List of Room Chair responsibilities

Sample room chair script

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

Final result sheets

10. Award/Recognition Presentation

Tasks for Awards/Recognition Presentation Committee

Supplies for Recognition Presentation

Sample Champion certificate

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

Post Event responsibilities

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

M4HC Member Event Registration Form

M4HC Photo Release

Room signage

Other signage

List of Categories for printing Champion certificates

Sample Champion certificate

General certificate  *Please order printed copies from learns@4h.mb.ca

Speeches Score Card

Visuals Score Card

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.