Write and administer the needs assessment survey. Send to schools likely to participate: those who have participated in the past, those within close geographical proximity, and those schools who are identified as possible participants.
Evalute the goals, aims, and objectives. Make changes as needed.
Secure date and location for festival.
Send preliminary invitation and RSVP requests to schools. Include the date and location of the festival. Prepare and distribute a brochure which describes the goals and philosophy of the festival.
Contact the appropriate volunteer group, such as the music boosters, to discuss staffing needs and food service.
Generate a budget, including fee schedule for clinicans.
Nine Months Before
Process needs assessment surveys. Generate list based on results of survey.
Advisory committee selects topics and activities, and generates a list of possible clinicians.
Contact and secure clinicians as soon as possible. Send contracts immediately (include a self-addressed, stamped envelope).
Six Months Before
Send out "official" mailing. Include detailed information on topics, activities, and clinicians. Require entry fee at this time.
Contact news media outlets to publicize this entry period.
Three Months Before
Create the preliminary master schedule of activities.
Create duty lists for volunteer workers.
Prepare thank you letters for clincians, workers, teachers, volunteers, and others involved in the festival.
Confirm receipt of entry forms and fees.
One Month Before
Receive handouts and printed materials from clinicians. Photocopy and collate student notebooks.
Distribute the final master schedule to each school. Include maps, times, places, and other necessary information.
Contact the news media to arrange for advertising, publicity phots, and news articles.
Ask students to make guide posters: maps, food prices, room numbers, schedules, motivational quotes, etc.
Two Weeks Before
Notify teachers in the host facility whose classrooms are being used for the festival.
Confirm times and needs with the custodial staff.
One Week Before
Hold a master volunteer meeting to organize forecs and to explain job duties.
Ask all volunteer workers to write a one-page or less explaination of their jobs and the steps they carried-out to complete them. This can be done freehand or on a standardized form. This information will be given to the worker who has the job next year.
Administer the pre-, self-report surveys to each student.
Pray!!!
One Week After
Administer the post-, self-report surveys to each student.
E-Mail to David Conrad