If you are planning a health event/week/day for your school then this guide will give you a step by step quick reference to support you through the process. This information will be useful to those who are organising a health event and for those for whom this is only a small part of their remit.

The information in this guide is based on the Health Scotland resource called “Clear Directions”. If you require more details on each of the sections please refer to the website www.hebs.com/cleardirections or for training on using “Clear Directions” please contact the Health Promotion Department on 01592 712812

Before you begin

Have you considered?

  • What is the purpose of your event?(fundraising, raising awareness etc)
  • Who are your target audience? (staff, pupils, parents, a combination)
  • What are your aims and objectives for the event?
  • How will you communicate your aims and objectives?
  • How will you obtain funding and calculate your budget?
  • The monitoring and evaluation of the event

You will need to think about all these aspects at the outset, to avoid problems later on. The more detailed planning of your event and all aspects surrounding it can come later, and you will find helpful suggestions in other parts of this pack.

Your task group and your timetable

  • Identify your task group and agree who will do what, liaise with other agencies etc, book/and or order items
  • Select a co-ordinator and decide their remit
  • Decide how long you will need, (or how much time you have to organise your event).

Even if you are a team of just two or three, it will be helpful to allocate roles and tasks, according to your strengths and available time.

It may be useful to restrict liaising with external partner to one member of the team, as this can help reduce confusion.

Money matters

Have you considered?

  • The cost and the quantities of what you need
  • The source of your money: how ready available is it?
  • How to raise money (for or during the event)
  • Looking after your money – who is responsible?
  • Arranging insurance – does your insurance cover the event?

Making sure the cost of your event falls within what you can afford to pay for it will be a mark of its success.

Handling your resources

Have you considered?

  • Choosing the right materials – where will you get them and who will choose them?
  • Whether the materials are suitable for the intended audience?
  • Planning the use of materials

You can be as creative and imaginative with materials as you like, as long as your materials fit the event, and your budget.

Marketing your message

Have you considered?

  • Planning your press and public relations
  • Making press contacts
  • Writing a media invitation
  • Organising interviews
  • Making a presentation
  • Exploring the uses of the internet
  • The need to obtain permission for photos etc

Your event is a potential source of at least one good story for newspapers, TV and radio. With preparation and the right information you are in a strong position to promote your event effectively.

Monitoring and evaluating your event

Have you considered?

  • Who will monitor the event and how?
  • Who will evaluate the event and how?
  • Who will help with the running of the event on the day/week it happens?
  • Arranging for help to set up before the event and tidy up afterwards?

Monitoring and evaluation are an essential part of your whole project. The processes ensure you are on the right track as you go ahead, and enable you to look back afterwards and gauge effect.

Working with others

Have you considered?

  • Who you need to work with
  • What skills you need
  • The kind of group you want
  • Creating successful team meetings
  • Members’ roles and responsibilities
  • Managing conflict
  • Moving on
  • How to work with external partners

Ethics and the implications of your event

Have you considered?

  • What is the risk involved?
  • Is there a professional code of practice?
  • Are we sure of our facts?
  • Are there disputed facts?
  • Are there legal implications?
  • What are the views and wishes of other relevant people?
  • Can we justify our actions?
  • Is there any conflict between the interests of organisers/sponsors/advertisers and the people we want to reach?

And is the way you put your message across appropriate?

  • Is the language racist?
  • Is it sexist?
  • Is it authoritarian?
  • Is it negative when it should be positive?
  • Is it appropriate for your target group?

Whatever your plans, it is important to spend some time considering the wider implications of your event.