How Do You Plan a Special Event?

First, recognize that you need a team. Recruit people who like to plan, who are skilled at handling logistics (such as organizing parking, purchasing supplies, and coordinating volunteers), and who can come up with original ideas for event and cause-related publicity. Instead of simply holding a car wash, for example, your group may decide to host a community clean-up day, a dance-a-thon, a senior-youth picnic, or an alcohol-free postprom brunch.

Next, involve your team in planning. Bring together a core group to identify a date for your event (be sure that no other major community or school events conflict with that date), decide on the type of event, select the location (making sure that it's available on your chosen date), and determine the types of committees you'll need to make the event a success.

Even though committees perform most of the work, select an event chairperson to coordinate and supervise the entire process. You may want to form an honorary board or enlist the support of local sponsors (school administrators, civic officials, business people, or local officials, for example) as well.

Keep track of the resources you'll need. Brainstorm about ways to obtain donations or borrow equipment. Visit local businesses and explain what your event is, what causes it hopes to benefit, and how it may prevent or reduce crime in your community. Ask the sanitation department to provide trash cans and the recreation department to lend you any sports equipment needed for the event. Consult local government or police officials to find out whether any permit fees can be waived. Agree to recognize publicly the businesses and other organizations that donate items or services, so they are acknowledged for their commitment. Even with all these cost-cutting strategies, remember that some things required for your event will cost money.

Your team can use the checklist on pages 3-5 for any special event -- whether a celebration of your program's achievements, a drug- and alcohol-free graduation party, or a children's safety day. How far in advance you need to start depends on the size and complexity of your event and your team's experience with these types of activities. Use the planning weeks indicated as approximate guidelines. The sooner you start the better, and not every event will require all listed steps. Review the checklist at your first meeting and decide which steps are necessary for your event.

Planning a Successful Project

For more information on how to plan a successful project, see the National Youth Network's Planning a Successful Crime Prevention Project. This 28-page workbook explains the five steps of the Success Cycle:

Assessing Your Community's Needs.
Planning a Successful Project.
Lining Up Resources.
Acting on Your Plans.
Nurturing, Monitoring, and Evaluating.

The workbook includes six worksheets for you to take notes on. You can get a copy of this planning workbook from the Juvenile Justice Clearinghouse, listed in the Resources section. Good luck!