School Event Checklist Template: Student Safety, Parent Communication & Volunteer Coordination Management
Plan a successful school event with confidence! This comprehensive checklist covers student safety, parent communication, and volunteer coordination, ensuring a fun and stress-free experience for everyone. From permits to post-event feedback, we've got you covered.
This Template was installed 3 times.
Pre-Event Planning & Approvals
Initial planning stages, securing necessary permissions, and defining scope.
Event Date
Event Start Time
Event Location
Event Type (e.g., Fair, Assembly, Fundraiser)
Estimated Attendance
Event Description/Purpose
Required Approvals (Check all that apply)
Upload Approval Forms/Documentation
Student Safety & Supervision
Ensuring student wellbeing and adequate supervision throughout the event.
Student-to-Chaperone Ratio
Emergency Contact Information Accessibility
Designated Safe Zones/Meeting Points
First Aid/CPR Trained Personnel Schedule
Start and End Times of Supervision Shifts
Specific Student Behavioral Guidelines for Event
Potential Hazards Identified & Mitigation Strategies
Parent Communication & Consent
Keeping parents informed and obtaining necessary consents for participation.
Event Description for Parents
Event Date
Event Start Time
Attendance Confirmation
Activities Child Will Participate In
Parent/Guardian Signature
Emergency Contact Name
Emergency Contact Phone Number
Volunteer Coordination & Training
Recruiting, training, and managing volunteer support for the event.
Number of Volunteers Needed
Volunteer Roles Available
Volunteer Training Date
Volunteer Training Time
Training Content Outline
Volunteer Training Manual (PDF)
Volunteer Background Check Required?
Logistics & Venue Management
Arranging venue, equipment, and necessary resources for a smooth event flow.
Venue Address
Event Date
Event Start Time
Estimated Attendance
Venue Type
Venue Layout Plan
Number of Tables Required
Activity & Entertainment Planning
Organizing engaging activities and entertainment appropriate for the age group.
Entertainment Options Selected
Detailed Description of Activities
Estimated Duration of Activities (minutes)
Scheduled Performance Date/Time (if applicable)
Location of Activities (e.g., gymnasium, outdoor field)
Theme of Activities (if applicable)
Budget & Finances
Tracking expenses and adhering to the event budget.
Estimated Total Budget
Actual Total Expenses
Variance (Budget - Actual)
Payment Method
Amount Received from Fundraising
Amount Received from Sponsorships
Receipts (Upload)
Post-Event Evaluation & Reporting
Gathering feedback and summarizing the event's success.
Total Attendance
Estimated Expenses
Revenue Generated (if applicable)
Summary of Feedback Received (from students, parents, staff)
Overall Event Success (Scale of 1-5)
What aspects of the event were most successful?
Recommendations for Future Events
Event Planning Management Solution Screen Recording
See our Event Planning Management Solution in action! This screen recording provides a quick overview of how to streamline your event planning, from budgeting and task management to vendor coordination and guest communication. Stop the chaos and start planning smarter.
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