Volunteer Event Organizer Guide

@StBaldricksStBaldricks.org /StBaldricksFoundation888.899.BALD

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For further event support, you can contact your Event Coach directly or by email at Events@StBaldricks.org.

WELCOME

WelcomeWhether you’re a veteran VEO or in your rookie season, or somewhere in between, you’ve signed up for the most important role in the St. Baldrick’s Foundation: Volunteer Event Organizer, or VEO.

We acknowledge your leadership, and value the gifts of your time, expertise, passion and energy.

At the St. Baldrick’s Foundation, we know kids are special, and we treat them that way. We celebrate their innocence, their joy and hope in the future, their laughter and their dreams, and all the fun, endearing wacky things they do which remind us to ensure children are saved for the world.

Your event will be such a celebration, and it too, is special and unique. In fact, you are a rare leader - one who has recognized that children’s needs aren’t being met, and has agreed to be a catalyst to create a better today and tomorrow for children by teaching others why help is needed now, and by showing them the way, and we’ll be here to help you every step of the way.

Thank you for being bold, daring and compassionate.

Thank you for your generosity.

Thank you for being a hero for children with cancer,

Kathleen M. Ruddy, Chief Executive Officer

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About St. Baldrick’s Foundation

Volunteer Event Organizer Role Overview

Forming a Volunteer Committee

Recruitment

Fundraising

Submitting Donations

Honoring Kids and Families

Marketing & Media

Keeping Your Event Safe

Day of Event

Event Wrap Up

Master Event Planning Checklist

Day of Event Supply Checklist

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Table of Contents

TABLE OF CONTENTS

Alyssa, 13, St. Baldrick’s Honored Kid Paul Dudley Photography

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About St. Baldrick’s Foundation

To learn more about the history and mission of St. Baldrick’s Foundation please visit our website: StBaldricks.org/why-we-exist. Also check out: About Childhood Cancer, Filling the

Funding Gap,·History, and Financials under the same menu.

ABOUT ST. BALDRICK’S FOUNDATION

What is St. Baldrick's?The St. Baldrick’s Foundation is a volunteer-powered charity committed to funding the most promising research to find cures for childhood cancers. What started as a challenge between three friends in 2000 has grown into the world’s largest non-government funder of childhood cancer research grants. Since 2000, more than 390,000 shavees have braved the shave at 9,000 events, and more than $170 million has been granted for childhood cancer research, and this number continues to grow.

Why do we shave heads? We don’t make wigs or collect hair to soak up oil spills–in fact, the shaving itself is just a means to an end. On the surface, we shave because kids with cancer often lose their hair during treatment, and we stand proudly bald beside them. But the true goal–to cure childhood cancer–will be accomplished because, while shaving, we raise funds for lifesaving childhood cancer research.

“Shavees” sign up on the website, collect money from friends and family much like a walk-a-thon, and show up at a volunteer-organized event in their community to take their turn in the barber’s chair. It’s fun, it’s emotional, and it’s for a crucially important cause.

St. Baldrick's is about finding curesWe are more than a head-shaving organization. St. Baldrick’s Foundation’s first event was a head-shaving event and it remains our most popular fundraising method. We love these events. However, we are about so much more. We bring together resources to find cures.

This means mobilizing communities to fundraise. It means helping new researchers begin a career in childhood cancer research. It means funding research on promising new approaches to treatment and making it available to families everywhere. It means giving families affected by childhood cancer a platform to talk about the need to stop cancer in its tracks and return long healthy lives to children. Our VEO’s are a vital part of all of this. VEO’s allow us to have a presence in local communities and to use our collective resources to accomplish all these things.

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The specific tasks include, but are not limited to:• Completing event paperwork to include an Organizer Agreement, Background Check and Host Agreement• Recruiting required key volunteers for a committee to support your event• Securing a venue for the event• Recruiting shavees who will fundraise using participant webpages we provide• Creating a fundraising culture within your event, establishing that fundraising is an expectation of participation• Ensuring all the logistics aspects of the event are planned and executed• Spreading the word to your community to network and promote• Submitting all event proceeds within 2 weeks following your event• Any other activities or details you would like to include at your event

Volunteer Event Organizer Role OverviewA Volunteer Event Organizer (VEO) is responsible for orchestrating and executing all the event-related details of their fundraiser. The VEO will lead a group of volunteers in their community or immediate network with the purpose of raising funds for childhood cancer research. The VEO is the main point of contact between the St. Baldrick’s Foundation and their local community and/or networks.

VOLUNTEER EVENT ORGANIZER ROLE OVERVIEW

Join the VEO Facebook Group!

We encourage you to join the VEO Facebook group, this is a great way to connect with other VEO’s around the world and also post your own questions, you can network, share ideas and

ask others for ideas etc.

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The key to your success lies in recruiting a group of people to serve as a committee to help you plan your event. Involvingothers in the tasks of putting on an event will make it possible for you to include all the aspects of your event that you desire. There are many moving pieces when it comes to organizing an event which is why it is so important for VEOs to have core committees and not be afraid to delegate. You can also have a VEO Co-Chair and share the leadership responsibilities.

Throughout the event-planning process, your St. Baldrick’s Event Coach person is ready to provide support, guidance and needed resources and materials to plan your event.

Characteristics of a VEO• Commitment to the St. Baldrick’s Foundation mission

• Commitment to achieve the required steps for startingan event

• Commitment to recruit the required volunteercommittee roles

• Knowledge of the local community

• Strong leadership, delegation, time management andcommunication skills

Set Goals & Determine a Vision for Your Event• Goals drive results and provide a path to follow! Set

goals for how much money you want to raise, shaveesyou want to recruit and teams you want to have.

• Determine some basics for your event like the lengthof time it will be, places you might want to host itand activities you want to include to both entertainattendees and promote fundraising onsite. Thesedetails help create a vision and inspire your committeevolunteers to jump in and start planning!

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• Volunteer Event Organizer – That’s you! You are responsible for planning and overseeing the event as well as maintaining regular communication with participants. With the help of your committee, you’ll manage the various facets of the event planning process including updating your event page and maintaining regular communication with yourSt. Baldrick’s Event Coach.

• Lead Treasurer – This role is responsible for making sure that all the funds raised by St. Baldrick’s participants reach the Foundation in a safe and timely fashion. The Lead Treasurer will manage the proceeds turned in on the event day and is responsible for submitting them along with the appropriate forms within a two-week time period. The Foundation will provide this person with all the necessary instructions and forms needed. We recommend someone who you consider to be trustworthy and detail-oriented.

• Second Treasurer – This person will work in conjunction with the Lead Treasurer and will share responsibilitieswith him/her.

• Shavee Recruiter – This role will hit the streets and talk to anyone and everyone they know and meet to share how they can become involved in the quest to Conquer Childhood Cancers. They will also reach out to past Shavees to bring them back.This person should have ‘cheerleader’ qualities that can not only get shavees excited about participating but keep them motivated about their fundraising. They will work with you to coordinate the check-in process and shavee schedule for the day of the event.

• Barber Coordinator – This person will help you recruit barbers to do the shaving. They’ll ensure that the volunteer barbers are licensed, registered and have all the tools they need for the day of the event. Looking for licensed barbers to volunteer at your event? First, check to see if there is a Sport Clips location in your area. Sport Clips is our National partner and are committed to helping to raise $1 million towards life-saving childhood cancer research. Your barber coordinator can submit a request for barber support by completing the Sport Clips Stylist/Barber Request Form in the Resource Lounge of the Members Area. Due to each Sport Clips locations schedule and staffing availability it is ideal for them to receive the request 3-4 weeks prior to the date of the event. After the request has been submitted, please allow them up to 5 business days to see if their schedules allow for participation prior to looking for alternate volunteers.

As the VEO you are responsible for recruiting and managing your volunteers. There are four positions that you are required to fill. The other volunteer positions are optional. The number of volunteers you recruit is dependent on the size of your event, your event’s style and your particular needs as an organizer. Many organizers create a volunteer committee that supports them with the various aspects of event organization.

As you continue to host an event each year, you may find the need to add new roles and welcome new committee members. This can be helpful to ensuring you keep your event fresh and people may want to try new things on your committee from year to year.

Volunteer Committee Roles Required Roles – These volunteers will make up your Core Volunteer Committee:

Building Your Committee

For a more detailed description of each role as well as other suggested roles to help with your event, please refer to the Members Area right Resource Lounge right VEO & Core Committee right Overview right

Volunteer Committee Roles. Or visit our VEO Tips page at: StBaldricks.org/veo-tips

BUILDING YOUR COMMITTEE

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Matching people with the right roles for them and your event makes it more fun, and ultimately more successful, because people feel like they are an integral part of conquering childhood cancers.

As you reach out, make sure you offer the various roles of participation. This wide-net approach can help individuals and groups identify how they would like to become

involved in your event. For more tips on recruitment, please visit the Members Area right Resource Lounge right VEO & Core Committee right Shavee Recruiter.

Recruitment

RECRUITMENT

Make a list of your existing networks

• Inner circle – friends, family, neighbors• Associations – religious organizations, social clubs, interest & meet up groups• Professional circle – co-workers, associations, vendors, etc.

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• Organizational skills• Dedication and follow through• Motivation• Communication skills

📋• Recruiting skills• Enthusiasm• Community connections• Commitment to the cause

Observe Attributes When selecting people for your committee consider:

Contact Community GroupsIf you don’t have a lot of connections, this is chance to make some! Consider asking groups or organizations to nominate someone to serve on your committee.

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• Ask a prominent person in the community to create a list ofleaders and to assist you in making connections.

• Visit the Chamber of Commerce to inquire about who thekey people in the community are. The Chamber can provideinsight into the people who are movers and shakers

• Speak with city officials, school district leadership, civic/service organization leaders, and hospital administrators.

• Create a list of service clubs and groups (Kiwanis,Rotary, Soroptimist, Junior League, Scout Troops,Fraternities, Sororities, etc.)

• Reach out to Schools & PTO Groups and share aboutthe event and share what committee roles you arelooking to fill.

• Contact firefighters, police and local businesses

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The focus of every event should be on raising critical funds for childhood cancer research. Fundraising is sometimes the

most daunting task for your shavees. We are here to help them be successful and have fun. Set a goal for your event

that is a stretch - don’t be afraid to aim high!

For more tips and ideas on fundraising, your St. Baldrick’s Event Coach is here to help! Our coaches are happy to share their knowledge with you, brainstorm

and come up with new and creative ways to keep the funds coming in.

Fundraising

Utilize the 4 & 6 Week Fundraising Guides These guides will help you and your shavees makethe most out of the fundraising time frame that youhave allowed yourself. Keep in mind: The more timeyou have to support your fundraising efforts, the moresuccessful your event can be. Reference Members Area > Resource Lounge > Shavee Toolbox right Raise Money right 4 & 6 Week Fundraising Guides.

Think outside the box• Hold pre-event fundraisers in order to help reach

your fundraising goal as well as spreadawareness for the cause.

• Get competitive – Find ways to make moneythrough fun competitions.

• Create YouTube videos to help share yourpassion for the event.

Keep your shavees motivatedContinual communication – Send weekly orbi-weekly updates to your shavees.

• Cheer registered shavees on.• Strive towards fundraising goals together.• Share inspiring stories and fundraising ideas.

SponsorshipsReach out to local businesses for monetary and in-kind donations – which are donations of space, materials, or service. Reference the sponsorship materials in the Members Area right Resource Lounge right VEO & Core Committee right Sponsorship.

lightbulb Calendar

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FUNDRAISING

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Credit Card • This is the quickest and most cost-efficient way to

donate. (Unless a gift is for $1,000 or more; in that case, a check should be mailed to the Foundation.)

• Credit card gifts are processed immediately giving donors and participants instant recognition on the St. Baldrick’s website.

• Gifts can be made online at StBaldricks.org or by phone at 888-899-BALD (2253).

ChecksTo guarantee proper check processing:• Ensure checks are payable to St. Baldrick’s

Foundation. No other checks will be cashed.• Include a completed donations form with each check,

which is available on the website.• Write the participant, team or event ID number on

the memo line. Your Event Coach can help you locate this number.

• Make sure checks are signed before submitting them. • For quicker processing, mail checks directly to the

St. Baldrick’s Foundation:

St. Baldrick’s Foundation1333 S. Mayflower AvenueSuite 400Monrovia, CA 91016

CashThe St. Baldrick’s Foundation strongly recommends that all participants take advantage of the submit cash function located in the members area of the St. Baldrick’s website. Gifts are processed immediately, giving donors and participants instant recognition on the St. Baldrick’s website. Pay for the donations with your credit card and keep the cash as reimbursement. PLEASE DO NOT MAIL CASH.

Submitting Donations

Credit Card• Donate by phone at 888-899-BALD (2253).• Donate online at StBaldricks.org

Check• The same guidelines listed in the “Donations before

the Event” section apply when submitting checks at the event.

• Treasurers collect the white participant check envelopes (the Foundation will provide one to each participant if they’ve registered at least 10 days before the event) and mail them to the St. Baldrick’s Foundation with all of the event proceeds no later than two weeks after the event.

• Checks have expiration dates; please submit checks to the Foundation as soon as possible.

• Check processing takes approximately 2-4 weeks to post to the website.

Cash• Treasurers collect yellow participant cash envelopes

(the Foundation will provide one to each participant if they’ve registered at least 10 days before the event), deposit the cash, and mail the envelopes and the deposit slip receipt to the St. Baldrick’s Foundation.

• Cash turned in at the event will be recognized on the website as ONE LUMP SUM given by “Friends of (Participant, Team and Event).” Individual donors will not be recognized on the website.

• Cash can also be submitted by using the submit cash function in the member’s area of the St. Baldrick’s website.

• There is no deadline for collecting donations! You can continue to mail checks in and use the submit cash function to submit donations collected after the event.

Submitting donations to the St. Baldrick’s Foundation is easy! Here’s a quick breakdown of how this works.

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credit card credit card

Donations before the Event Donations at the Event

SUBMITTING DONATIONS

For the full set of treasurer instructions, please visit the Members Area right Resource Lounge right VEO & Core Committee right Treasurer.

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Kids and families touched by childhood cancers are the celebrities of St. Baldrick’s Foundation events. Their stories make the cause very personal to your volunteers, donors, and participants, energizing them to push even

harder to raise critical funds for research. Give families a voice at your event! 

Honoring Kids and Families

For more information on honoring kids and families, please visit the VEO Tips page on our website: StBaldricks.org/veo-tips

Search for an Honored Kid on our website and link them to your event. We can help you connect with Honored Kids and families in your area.

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Consider drafting a volunteer from your local institution where kids are treated for cancer. They can encourage families and other pediatric oncology professionals to get involved.

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If you or someone on your committee has a personal connection to a family, reach out and let them know what you are doing to support childhood cancer research.

connectionVisit your local children’s hospital and ask for help making connections with families there.

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Invite the families you connect with to attend your event – make them the VIP’s of the day! Visit the Resource Lounge in the Members Area for a sample invitation.

Invite Honored Kids to serve as honorary

barbers at your event.

Create a family-friendly environment with a section devoted to Honored Kids –

face painting, crafts, and other family-oriented activities.

Below are ways to honor kids touched by childhood cancer and their families at your event:

Below are ways to recruit Honored Kids and families to get involved with your event:

HONORING KIDS AND FAMILIES

Form a team in the name of the Honored Child

mailShare their stories in

your fundraising emails and event promotion.

micIntroduce them at your

event and have them share their childhood cancer journey with the crowd.

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Extensive marketing, media and photography tools & templates are available in the Promote Your Event section in the Resource Lounge.

The Local Media Outreach 101 Guide provides a step by step timeline.

The sooner you can begin publicizing your event, the better!

Collateral Distribution Post flyers/posters all over town (great role for community groups & student community service hours). Visit the Members Area right Resource Lounge right Promote Your Event right Logos.

Your Event Coach can help guide you through more detailed marketing and

media outreach efforts.

Online/Printed Community Calendars and Publications Take advantage of FREE placements. If you plan in advance, you may secure free advertisements in local community magazines.

Social Media Reference the Members Area right Resource Lounge right VEO & Core Committee right VEO right Use Social Media to Support St. Baldrick’s

Television & Radio Contact your local stations for interviews, live pre-event shaves, family stories and live coverage of your event. Reference Media Alert template, Media Talking Points and Press Kit in the Resource Lounge right Promote Your Event right Media.

Marketing & Media

Methods for marketing your event and attracting media:

calendar

MARKETING & MEDIA

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Confidentiality The St. Baldrick’s Foundation is committed to respecting the privacy of its financial, participant, and in-kind donors, whether the donation is made online, by mail, or any other method. We will not sell, share or trade our participants, or donors’ personal information with any other entity. As a volunteer leader with St. Baldrick’s we ask that you comply with this policy.

Revenue Sharing PolicyI understand and agree that as a volunteer representative of SBF, I am not legally permitted to enter into revenue sharing agreements with other charities, individuals or organizations.

As St. Baldrick’s provides most materials necessary for managing the event, I understand that any and all expenses I may voluntarily choose to incur (including but not limited to telephone bills, copy paper, ink, decorations, etc.) will not be reimbursed by St. Baldrick’s, will be considered an “In Kind” donation to St. Baldrick’s for IRS Tax purposes, and may not be deducted from event donations.

Shavees Under 18 Years of AgeIf your event has shavees under the age of 18, a Participant Agreement MUST be completed onsite at the event (even if one was completed online) by a parent or guardian.

Managing the ShaveWe recommend one barber for every 10 shavees or plan for 10-15 minutes per shave. All barbers must be licensed in the state or jurisdiction where the event is taking place and complete a Barber Agreement. Please be sure to review the Barber Coordinator Instructions and Barber Tips & Clips in the Resource Lounge.

RafflesIf you are considering a raffle for your event, it’s important to know that raffles are regulated differently in each state. We encourage you to consider if the item(s) you have donated will yield significant fundraising results that will validate hosting a formal raffle, speak with your coach about the best route to take. Should a raffle make sense, here are some points to be aware of:

• Check your state and county requirements for raffle license information. • Any raffle license fee paid by the organizer may be submitted as an “In-Kind” donation to the St. Baldrick’s

Foundation and is tax-deductible. • If the fair market value of a prize exceeds $600, the IRS requires completion of form 1099-IRS Reg. 1.6041-1(d). • If you need assistance in completing a license application, consult your event coach. • All rules related to the raffle must be clearly posted at your event or printed on the ticket. • PLEASE NOTE: The cost of purchasing raffle tickets is not tax-deductible.

Keeping Your Event SafeThe St. Baldrick’s Foundation wants your event to be successful and a safe environment for all of your attendees. Please review the items below to begin, and when in doubt don’t hesitate to ask your coach

for guidance and clarification on these and other areas that pertain to your event.

KEEPING YOUR EVENT SAFE

One of the many benefits of being a VEO is the opportunity you have to work with so many volunteers in your community.  With charity events, as in any other part of life, we occasionally hear about unscrupulous

individuals.  Should you witness or become aware of any activity, behavior or correspondence that concerns you, please contact your event coach so that the Foundation may take action to protect you, your volunteers and the

donations you have worked so hard to raise on behalf of children with cancer.

ticket

Continued

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Planning an Extended Event?Extended Events are those that take place in a single day over a period of 6 hours or more. These events have additional considerations, please see Best Practices for Extended Events located in the Resource Lounge, VEO section or request from your event coach.

Is Your Event Outdoors?If your event is taking place at an outdoor venue, there are some unique logistics to consider, please see the Best Practices for Outdoor Events located in the Resource Lounge, VEO section or request from your event coach.

Onsite Event Safety VolunteerThe Onsite Event Safety Volunteer role is designed to provide general assistance to make the event experience as pleasant as possible and ensure the safety of all event participants the day of the event. This person/team should be observant and diplomatic, capable of spotting problems or issues, and be able to resolve them easily. Please see the Volunteer Committee Roles in the Resource Lounge, VEO section for more specifics on this important role for the day of your event.

Balloon LawsMass balloon releases are illegal in several states, cities, and countries. Please check the local laws where you live before planning an activity of this kind. These are regions which prohibit balloon releases--to our knowledge.

• States that have laws: California, Connecticut, Florida, Tennessee and Virginia.

• Cities that have laws: Ocean City, Maryland; Louisville, Kentucky; Huntsville, Alabama; San Francisco, California; Nantucket, Massachusetts, and Baltimore, Maryland.

• Laws in other countries: Plymouth-UK, New South Wales-Australia, Sunshine Coast-Queensland-Australia.

Keeping Your Event Safe

KEEPING YOUR EVENT SAFE

One of the many benefits of being a VEO is the opportunity you have to work with so many volunteers in your community.  With charity events, as in any other part of life, we occasionally hear about unscrupulous

individuals.  Should you witness or become aware of any activity, behavior or correspondence that concerns you, please contact your event coach so that the Foundation may take action to protect you, your volunteers and the

donations you have worked so hard to raise on behalf of children with cancer.

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SAFETYFIRST

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All of your planning and hard work has culminated and your big day is here! Remind your volunteers to arrive early and be ready to help out wherever needed.Day of Event

DAY OF EVENT

Follow-Up with Treasurers Make sure Treasurers have everything they need and know the steps for submitting the event proceeds. Encourage them to turn in the proceeds as soon as possible (within a two-week period).

Clean-Up Be sure to leave the venue clean and in the condition you found it when you arrived. You want the venue to invite you back for next year’s event.

Walk through your event timeline and go over responsibilities with volunteers.

The Shave The shave is the show! Make sure your shavees are visible to your audience. Encourage your barbers to create fun hairstyles, and ask your emcee to interact with the shavees and the audience during the shave.

Welcome Welcome everyone to your event, share information about St. Baldrick’s and why you are supporting this cause. For Media Talking Points and other St. Baldrick’s Information, refer to the Members Area right Resource Lounge right Promote Your Event right Media.

Recognize Honored Guests (Knights of the Bald Table, Honored Families, and Researchers) Present your distinguished guests and speakers to your audience. Make them feel welcome and show how much you appreciate their attendance.

Check-In To ensure that check-in runs smoothly, have extra help available for your Shavee Recruiter. Have a laptop/tablet available to register walk-in shavees.

Review your Day of Event Supply Checklist, which can be found at the end of this guide.

Conclusion & Thanks Thank everyone for their participation, contribution and attendance to your event.

Setup Have a plan for setup, and make sure your volunteers know their roles.

Pre-Event Prep & Review

Event

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Event Wrap-UpYou did it! Your event was a huge success,

and now it is time to wrap things up.

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Debrief after your eventA. Meet with your committee to discuss

what worked, what didn’t work, and document recommendations to improve the event in the future.

B. Set goals for next year, and thank your committee members for all of their hard work.

C. Share the results of this meeting with your Event Coach.

cashright rightbank ComputerSend in your proceedsYour Event Proceeds Report is a critical last item to complete that ensures all your effort is accounted for. Please ensure the Lead Treasurer sends the funds with the report to the Foundation within two weeks after your event.

Thank you!A. Thank you for your support and

for helping make childhood cancer research possible.

B. Be sure to let your volunteers, donors and participants know how much of an impact they made and how much their support means to you and to the Foundation.

RelaxA. Take a deep breath, pat yourself on

the back and savor your success. The funds you raised can now be used to set childhood cancer research in motion all over the world.

B. You are a hero for kids with cancer!

EVENT WRAP-UP

PLEASE NOTE:If you would like any additional information on any of these items, please reach out

to your St. Baldrick’s Event Coach. He or she will be happy to send you additional resources and help answer any additional questions or concerns that you may have.

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Master Event Planning Checklist

If you haven’t done so already, identify possible dates and locations for your event.

Contact venues to determine their availability.

Return completed Host Agreement form to the St. Baldrick’s Foundation.

Work with your Event Coach to determine your event goals and objectives and visit the Resource Lounge on the website where you’ll find everything you need to help execute the rest of this list.

Recruit your key volunteer committee and ask them to register online.

Update your webpage with important details, including website message and photo.

Consider potential partners including media, schools, corporations and business for donations and participation.

Work with the Shavee Recruiter to begin shavee recruitment.

Work with your Treasurers to review the Treasurer Instructions.

Consider getting an Honored Kid and family involved with your event.

Begin to hold volunteer committee meetings.

Work with your Event Coach to order promotional supplies from the Foundation.

Confirm you have adequate volunteer support for the event.

Work with your Event Coach to determine your day of event supply order.

Finalize the program or script for your event.

Gather all supplies listed on the Day of Event Supply Checklist following this list.

Hold one last volunteer committee meeting to review responsibilities and procedures for the day.

Be sure your Lead Treasurer submits all donations received for your event to the St. Baldrick’s Foundation no later than two weeks after the event using the instructions provided.

Debrief the event with your volunteers and share your insight with your Event Coach.

Submit the best photos from your event to the Foundation.

Thank all of your volunteers, shavees, donors and supporters!

Task Suggested Timeline

2-4 Months in Advance

7-8 Weeks in Advance

6 Weeks in Advance

3 Weeks in Advance

1-2 Weeks in Advance

Day of Event

After the Event

MASTER EVENT PLANNING CHECKLIST

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Day of Event Supply Checklist

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DAY OF EVENT SUPPLY CHECKLIST

Barber capes

Computers, laptops, or tablets

Calculators

Barber chairs, regular chairs, or bar stools

Cash and check envelopes (mailed to Lead Treasurer)

A box or cash box to collect the cash and check envelopes

Clipboards

Copies of donation forms and copies of Press Kits to distribute to media

Drop cloth, brooms and dustpans

Duct tape (to tape down extension cords to the floor)

Extension cords and power strip(s)

Extra cash to provide change for donations and fundraising events (raffles, auctions, etc.)

Extra clippers (should be provided by barbers)

Host Plaque

3x8 Ft. banner

Large envelopes

Microphone or sound system

Name tags

Treasurer Packet with donation handling instructions(mailed to Lead Treasurer)

Participant Agreement Forms

Printed list of registered participants available in the Member’s Area

Knighting supplies

Recognition Certificates

Signage

Supply box packed with tape, scissors, markers, pens, pencils, erasers, paperclips, post it notes, and note cards

T-Shirt coupons

Copy of your event timeline

Task Comments