Inside: Special Event Planning Winter Activity Sampler

Special Event Planning
Winter Activity Sampler
Resources - A to Z Event Ideas
Community Programming
Content provided by:
Community League Resource Guide
The Edmonton Federation of Community Leagues
The City of Edmonton Community Programming
and Special Event Guide
River Valley Programs and CORE Community Organized Recreational
Special Event Planning …..
Page 4
Event Details
Recruitment of Staff and Volunteers
Registration Procedure
Contingency Plan (Back Up Planning)
The Event
Wrap-up & Volunteer Celebration
Winter Activity Sampler…..
Resources …..
Page 6-9
Page 10
Resources Online & Templates
A to Z Event Ideas
Community Program Planning …..
Page 11
This guide was designed to help walk you through the steps of planning and running a program or special
event in your community. It contains four sections: Getting Started, Community Programming, Special
Event Planning and Wrap Up.
In the appendices of this manual you will find a disc that contains forms and worksheets that you may find
useful. Please remember that these are samples to help you get started and should be edited to suit your
particular needs. In addition the City of Edmonton is pleased to provide you with Community Building Staff
(see attached business card) and/or for some events, access to the Civic Events Office for help planning your
event. Call 311 for more information on these services.
Community programs and special events create opportunities for neighbours to meet, visit, have fun and
work together on a common activity.
Top 10 Reasons to Have Programs and Special Events
To have fun.
To provide an opportunity to get to know your neighbours.
To establish friendships.
To create a sense of belonging to your community.
To promote community pride.
To help with safety/crime prevention by knowing
your neighbours.
To support each other.
To learn a new skill.
To share your gifts and talents.
To explore your community history.
Getting Started
What do you want to achieve with a program/special event?
What are your organization’s overall goals?
What opportunities will this event create for your organization?
What are the needs and assets in your community?
What are the board’s expectations: to make money, lose money, break even or
subsidize the program/special event?
Create an Organizing Committee
Depending on the size of the event/program, the program director may be the chair of this committee
Find members with talent, time, commitment and creativity in the following areas:
Marketing & Communications
Site/Facility Prep
Volunteer/Staff Coordination
Contingency Planning
Identify what Program or Special Event you are Planning
Create/update your annual plan
Find out what has been done in the past
Ask what neighbouring communities are doing
Look for potential partnerships
Determine what activities are popular
Consider your demographics – age,
marital status, cultural diversity
Event Details
Activity Resources & Planning
Date, Time, and Audience
 Is this a one time event or will there be multiple
What resources can the City of Edmonton
help with?
 Contact your local CRC to find out what equipment is
Who are your participants? What age groups?
available for rental from the City of Edmonton. Your
CRC can also provide you with other resources and
What is the best day of the week and time of the day
for the event?
 Will the event be held inside or outside?
 Is there access to washrooms?
 What is the facility size and how accessible is it?
 What are the costs?
 Are licenses, insurances and/or permits required?
district for you to borrow:
Fire pits
Snowshoe kits
Fun Bags
Giant games
Have you ensured that you are following all public
health guidelines? Create a site map which may
include table placement, stage location, displays etc.
Does this need to be approved by the board?
Expenses: what are your costs to run this event?
Special equipment
Rental fees
Activity providers and supplies
Insurance, licenses or permits
Income: who is paying?
Community group (community league)
A combination of the above
Create your Budget
Compile your list of expenses and income into one
Include a contingency amount that is 10 – 15% of
your total budget
Ensure that this financial outcome corresponds to
the Board’s goal for the event
Don’t overestimate your income
Secure board approval for your budget, if required
Your activities will be limited by your budget, plan
Managing your Budget
Track your actual expenses and income for
comparison with your budget
Make adjustments as necessary (e.g., determine if
more profit is needed, if you need to reduce
expenses, or if you need to spend more
money to achieve the board approved goal for
the program)
Examples of Programs offered by Outdoor Pursuits –
there is a cost to these programs, which include staff
and equipment are:
Cross Country Skiing
Ice Skating
Contact your Community Recreation Coordinator or
City Representative to discuss.
Examples of equipment that may be available in your
Winter Considerations
 Do you have an area that is suitable for a fire pit?
 Is there a field space that is large enough for
snowshoeing or skiing?
Is there any area (benches / chairs) for participants to
put on skates?
General Activities
Winter Activities
Indoor Crafts , Clowns, Face
Painting, Balloons
Tug of War
Chili Cook Offs
Pub Nights
Open Stages
Strawberry Teas
Silent Auctions
Carnival Games
Bannock Making on the Fire
Hot Chocolate Party
Outdoor Games
Dog Sled Rides
Snow Fort Building
Snow Man Building Contest
Snow Painting
Snow Shoeing
Cross Country Skiing
Buried Treasure in the Snow
Sleigh Rides
Slip Tug of War
Milk Jug Curling
Winter Event Sampler (pg 6-9)
Event ideas (pg 10-11)
Recruitment of
Staff and Volunteers
 Determine what jobs and duties you need to have filled
(don’t forget to include set up and clean up of the event).
 Determine how many staff or volunteers are required.
 Determine whether you will have paid staff and/or
 Create job descriptions.
 Ensure one person on the organizing committee is available
to coordinate the staff and volunteers both leading up to
the event and on the day of the event.
 Put the call out and match the volunteer skills with the job/
duties that are required.
 For a large event have manageable shifts for people to
 Two to three days before the event, call the volunteers to
remind them of their role, the time that they are required
and provide them with a point person for the day’s events.
 Ensure that the volunteers are taken care of (e.g., have a
volunteer area, if possible and ensure that they are given
breaks, and refreshments throughout their shift).
 Consider requesting Edmonton Police Service Police.
 Information Checks and Child Welfare Information Systems
checks if the volunteer will be working with children,
vulnerable persons or finances.
 Early notice in your community newsletter and electronic
 Posters
 Website
 Community event calendars through media outlets such as
newspapers, television and radio;
 Flyer drops
 Invitations distributed through the schools—use the mail bag
system for local schools
 Changeable copy signs on major travel routes
There are 2 basic types of advertising:
Geographically based (e.g., neighbourhood, surrounding
area, city-wide) and
Interest based (e.g., sports groups, arts groups, youth,
multicultural groups etc)
Look for at least 3 ways to reach each person that you want to
Posters and advertisements should include:
Event details (e.g., date, time, location, costs)
Contact information
Registration information, if applicable, and contingency
plan, if applicable
Timing the advertising is very important
When thinking about when to send out the advertising
consider: the method of advertising and deadlines
associated with it; the size of the event; and other
Registration Procedure
The Event
Determine if registration is required for your event.
Determine the best method for registration (e.g., phone
or mail in, hosting a registration day, online ticket sales).
Determine who will sell tickets or collect registration
Bring copies of booking agreements, permits, and/or licenses
Bring supplies, registration/ attendance forms, decorations,
and receipts
Bring volunteer schedule
Contingency Plan
(Back Up Planning)
What if the weather doesn’t cooperate, can you plan for both
an indoor and outdoor option?
What if you have more/less people than you expect? Can you
move to a larger or smaller space?
What will you do if you don’t have enough volunteers?
What will you do if you have too much or too little food?
What if the advertising goes out and is incorrect?
Plan for technical issues (e.g., sound system doesn’t work)
Plan for an alternate day. How does this impact your budget
(in terms of deposits)?
Who do you want to invite?
Make a special effort to invite people who are new to your
To reach neighbours in town homes, apartments and
condominiums, it is best to approach the
manager. They will let you know how to get in touch with the
What is the best way to reach attendees?
Wrap-up &
Volunteer Celebration
Consider the best way to recognize your volunteers after the
event (e.g., host a small celebration at the
very end, showcase/thank your volunteers in your community
newsletter, invite volunteers to an annual
volunteer gala etc.)
How do you plan to use the evaluation information? This will
help you in determining both who you
want to collect information from (participants, committee, and/
or volunteers) and how you want to
collect it
Do you feel it is worthwhile to run this program/event again,
what went well, what could be improved
upon, what did you learn?
Consider how you will present the information to the board
(verbal report, written report,
statistical report)
Record finalized budget
Create an information/learning package so that future planning
committees can do the same and then
give it to the community league board to keep for future
Outdoor Fun
Bannock Making on the Fire
Outdoor Games
Bannock Dough Recipe:
3 cups flour
2 Tbsp baking powder
1 tsp salt
Mix dry ingredients together in a bowl, then slowly add
enough water to make a firm dough. Knead together until
it makes a ball.
Here are a few examples of Outdoor Winter Games you can
play at your next event:
Winter Wonderland Treasure Hunt
Pick something to be the treasure - coins, a toy, candy,
etc. Pack the treasure up in a re-sealable container and
bury it in the snow. Next, come up with about 10 clues that
will take the children from inside to outside, eventually
leading to the treasure. Write up each clue on a piece of
paper, or, for non-readers, use images, which you can
draw or cut from magazines. Put each clue individually into
a Ziploc baggie and place the clues in their correct spot.
Finally, send the children on their way.
Snow Golf
Mini-putt with a snowy twist! Create a mini-putt by packing
down snow to create putting greens. At the end of each
green, sink a tin can in the snow. Decorate each green by
building snow sculptures and/or using winter objects, such
as hockey sticks, sleds, wreaths, etc. You can even build
obstacles, such as snow ramps and tunnels. Use colored
golf balls, hockey pucks or ball hockey balls and an old
putter or hockey stick or stick from the ground.
Frozen Tag
One person is it, he/she tries to tag the other players. If
they tag a player that player must stand with his/her arms
out to the side so that the other players can run under an
arm and set him/her free. With a large group there can be
more than one it.
Hot Chocolate Party
Having hot chocolate at your event is a tasty & fun way to
keep participants warm!
Hot Water Urn/ Kettles
Hot Chocolate Mix
Styrofoam Cups
Stir Sticks
Be green & encourage participants to bring their own reusable mug!
Use candy canes as gourmet stir sticks for your hot chocolate, or add crushed candy canes to your hot chocolate for
a minty treat!
Try topping hot chocolate with whipped cream and chocolate or caramel sauce.
Offer coffee, tea or hot apple cider as alternatives to hot
Have a hand washing station or wet wipes near by to keep
things clean & sanitary.
Cinnamon Sugar Recipe:
1 cup white sugar
2 Tbsp cinnamon
Mix ingredients together in a container with a spout, so
that the mixture can easily be poured over bannock.
Supplies Needed for Cooking Bannock:
Fire barrel
Fire wood
Wet wipes, hand sanitizer or hand washing station
Bannock Sticks (untreated wood)
Small knife (for cleaning excess dough off bannock sticks)
Start your fire in a fire pit or burn barrel.
Clean hands with wet wipes or soap and water. Rub hand
sanitizer on hands thoroughly to sanitize. Put on latex
gloves before handling dough (optional).
Divide the bannock dough into fist sized pieces and roll
them into balls.
Take a ball of dough and roll it in your hands so that it
becomes long and snake like. Next, wrap the dough
around the end of the bannock stick. Press it on so that
the dough is evenly around the end of the stick.
Have participants evenly cook their bannock over the fire,
by rotating their stick like a rotisserie over the flame or
coals. When bannock is ready it should be able to slide
easily off the stick.
Pour some cinnamon sugar or jam inside the bannock and
Clean up, scrape sticks clean and wash items used.
Fires must be lit within a contained pit.
Always have an adult supervising the area around the fire
There should always be a water bucket near the fire to
extinguish flames.
Create a circle around the fire to show younger participants
the safety boundaries.
Do not use wood from parkland, you must provide your
own fire wood. Look online for local vendors, they are
often less expensive the grocery stores or gas stations.
When finished, completely extinguish the fire with water
and stir coals until smoking ceases.
Sledding and tobogganing are excellent winter activities;
however, they can cause serious injuries that require medical
attention. Being aware of the dangers associated with these
activities and exercising some common sense can help you
have a safe & fun experience! Here are a few tips:
Choose a hill with a gentle slope, free of protruding objects
such as ice, rocks, and tree stumps. Ensure you have a long
run off area at the bottom with no obstacles or hazards (such
as fences).
Sled in daylight so that you can see any potential dangers. If
your event is at night, make sure that the hill is very well lit
and clear of obstructions.
Have participants tuck in any scarves, strings, or long hats
that could potentially catch on a rock or tree and cause
strangulation or other serious injuries.
One sled at a time. This reduces the risk of collisions on the
hill and at the bottom.
Climb back up the hill on the side to keep out of the way of
others who are sledding down.
Always position yourself on your sled or toboggan so that you
are kneeling or facing forward. Never lie down on a sled or
toboggan while going down a hill.
Have only the recommended number of passengers on a sled
or toboggan at one time.
Children under 5 years old should ride with an adult.
Snow Fort Building Tips
Snow blocks (available online:
If you do not have plastic snow blocks, suitable replacements
include Tupperware or plastic sand toys/buckets.
Snow shovels (available at most hardware or toy stores)
Step 1: Preparing the Area
Once you have picked the perfect area for your fort, it's time
to prepare the area. The main goal is to create a firm floor so
you won't be struggling moving around in deep snow once
hostilities break out.
If there is a lot of snow, the easiest way to do this is to simply
stomp the snow down with your feet. Walk around the outline
of your fort, and then start stomping the snow. Take small
steps and push down hard on the snow. Don't worry if the
floor looks less than smooth, you will need to make several
passes before the foundation settles.
If there is not a lot of snow in your area, you might want to
consider digging down to firm ground and using the snow you
remove to start building the walls of your fort. If you choose
this strategy, you will need a shovel. Turn the shovel over and
use it to scrape the snow out to the perimeters of your fort.
Step 2: Choose Your Fort Design
Before you start construction, decide the general layout of
your fort. There are unlimited ways to construct a fort, but
there are some common design patterns that have proven
themselves over time.
The simple design is to build a straight wall fort. This design
does not have any openings and is just a waist high wall. This
design requires that all sizes of participants are able to jump
over the wall to get in and out of the fort.
A more challenging design includes a door. This can be done
by simply leaving a gap in the wall if you have a well
protected side of your fort.
The final design option includes separate nests that are built
away from the main fort. These nests will be smaller mini forts
located in front or to the sides of the main for structure.
Typically just large enough for one person.
Step 3: Construction
When constructing the fort there are a few things to keep in
First of all, as you build the walls make sure you compact the
snow as you build, patting it down with your hands or
preferably a shovel. This will make sure that the walls are
Second, building snow structures is a lot easier if the snow is
heavy with water. If the snow is very lose, consider adding
water to the snow. Don't overdo this, you don't want to create
slush. But a fine mist spray will make the snow much easier to
work with. An added advantage is that when the fort is
completed it will freeze solid. This makes the fort strong and
reduces the risk of structural collapse.
Third, build all walls thicker at the bottom than at the top. A
common problem with a poorly constructed snow fort is that
they collapse when fighting breaks out. If your walls are top
heavy, you run a high risk of the
falls toppling over.
All participants should wear CSA
approved hockey helmets when
It is a good idea for skaters of all ages to do a light stretch or
warm-up before heading out on the ice. For younger children
you can turn this into a game or song (ie. “Head, shoulders,
knees & toes” or “I’m a little teapot”)
Keep all gates closed while participants are on the ice.
If there are large bumps, ridges, etc. on the ice, use pylons to
block off any unsafe areas.
Discourage using chairs, pushers, etc. to help balance (it is
something else to bump into on their way down).
Keep a first aid kit in a visible spot near the ice.
Skating Games
What time is it Mr. Wolf – Really encourage the kids to try
stopping once they have reached the right number of steps.
Statues – If you are looking at them then they have to stop, if
you aren’t looking then they follow you.
Simon Says – better for kids who are closer to 6 and up.
Encourage them to do different skills – turn in a circle, one
foot glide, two foot sculling.
Snow Man Building Contest
Hat: You will want the hat to fit on the head you build
(keep this in mind when building the head for your snowman). You can use a toque, a cowboy hat, a ladies' garden
hat, or any type of hat you have around the house.
Scarf: You can use any type of scarf or a piece of material
for this. Use one that is very colorful.
Arms: Look around for sticks, limbs, or any type of dowel
rod or broomstick handle. There is no need for them to be
straight. Crooked ones give snowmen lots of character.
Facial features: You can use all sorts of things for the eyes
and mouth of the snowman. You can use buttons, rocks,
balls, fruit, or other items you can find in nature or around
the house.
Body features: You can use many different items such as
buttons, pinecones or rocks to make buttons down the
front of the snowman. Another option is to place a shirt on
the snowman when putting the arms on. If you plan to use
clothing you need to consider this when making the ball for
the body.
You can come up with many different categories to award
prizes for your snowman making contest. Some ideas are:
Silliest Snowman
Tallest Snowman
Most Creative Snowman
Best Use of Color
Snow Painting (Do it Yourself!)
Spray bottles (available at dollar stores)
Food coloring (available at grocery stores)
Cool Water
Fill a spraY bottle with water and add a few drops of food
coloring in any shade. Mix well and use the spray bottle to
paint your favorite shapes/scene on the snow.
Use clear spray bottles so you can see the color of the
“snow paint” through the bottles.
Fill your spray bottles with cool water because warm water
melts the snow.
If the spray nozzle jams, try rinsing with warm water to
remove any ice that may have built up.
Be sure to wear clothes that you can dirty up, because food
coloring may not wash out of some fabrics.
Try packing a four-foot by four-foot section of snow to
make a flat canvas for your painting.
Clean up:
Ensure spray bottles are emptied and rinsed out.
Snow Pictionary: Mark off squares in a large untouched
field of snow. Tell a child what to draw. He/She then uses
the snow paints to “draw” your suggestion. The rest of the
children guess what it is. Move to another untouched area
and do it again. Decorate snow forts or snowmen using
snow paints.
A quick orientation of how to fall, get back up and turn:
FALLING: If you feel yourself falling try to sit down & lean
back slightly. To get back up, get the snowshoes right
under you. Get one knee under you and one foot under
you and bring yourself up.
STEP TURN is a simple, broad turn is made by moving the
right snowshoe to the right slightly, followed by the left.
Repeat these short movements until you are pointed where
you want to go.
180' KICK TURN can be done with a little practice and without poles. Simply lift the right leg up and turn it 180' to the
rear; try leaving the tail down, then match with the left leg.
WALKING: Long strides prevent having to walk wider than
your usual walking stride.
Snowshoe Games
Establish boundaries and place a bucket in the centre. Potatoes or other similar objects (bean bags) are laid out at
equal intervals in straight lines extending away from the
basket (think spokes of a wheel). Each snowshoer is assigned a line of potatoes. Facing away from the bucket the
leaders calls out "GO!" and they run to the first potato, pick
it up and return it to the bucket. They repeat this until all
their potatoes are in the bucket.
Have one participant lead the group around the area, trying
new moves and exploring the surroundings, then switch.
Find untouched snow and create a game grid to play various versions of tag. Change it up by having part of the
group wear snowshoes and the other part not to see the
Winter Themed Indoor Crafts
Dressing for Outdoor Activities
What you’ll need:
-egg carton
-black paint
-wiggly eyes
What to do:
1) Cut two cups from an egg carton and trim to smooth out
the tops
2) Paint the outside of the cups black
3) Glue the cups together
4) Cut out a beak, feet and wings from
construction paper and glue them on
5) Glue wiggly eyes to the penguin
6) Enjoy your creation!
What you’ll need:
-white paper Optional:
What to do:
1) Cut out 3/4” to 1 inch” wide strips of paper
2) Roll the strips into circles and tape them to secure. Roll
many different sized pieces
3) Glue your circles together to create your own unique
Optional: 4) Decorate your snowflake by painting it and
sprinkling it with glitter
Layering is the key to keeping warm and dry in winter.
During activities you will warm up, layering allows for
temperature adjustment. Remember, you can always take
a layer off if you are too warm, but it is difficult to warm up
if you are already wearing all you have.
First Layer – Synthetic “sport underwear” or natural fibre
such as merino wool or silk. This layer allows the
perspiration to evaporate away from the body which keeps
the skin dryer and warmer. Sunscreen and sunglasses to
protect you from the reflected sun rays.
Second Layer – Warmth layer. Can be a mixed layer of
polypro and polyester or technical fleece. Should be
stretchy or looser for freedom of movement, and jeans
should not be worn for the lower second layer.
Third Layer – Should be a windproof breathable shell layer;
Breathable nylon or similar type of material is good. Avoid
waterproof materials which traps the perspiration.
Head and Neck – Toques can be heavy or light, or
depending on temperature, a headband can often be
enough. Ear muffs to keep ears warm are a good idea.
Neck warmer or balaclava can be pulled up to keep the
face warm.
Hands and Feet – Mittens will keep your fingers warmer
than gloves. Socks should be sport material not cotton.
Allow wiggle room in boots. Start the activity with dry
socks and mitts.
Tips for Keeping Warm:
Keep moving!
In the cold be sure to take indoor or sheltered warm up
Keep hydrated
Have spare dry mitts and socks
What you’ll need:
-empty, clean jar
-cotton balls
-felt of multiple colors
(black and orange recommended)
-wiggly eyes
- pom pom
What to do:
1) Fill an empty jar with cotton balls. Pack them in tightly
and close the lid
2) Glue on two wiggly eyes
3) Cut out a felt orange triangle, and glue it on as a nose
4) Cut out black felt circles, and glue them all as a mouth
5) Cut a piece of felt large enough to wrap around the jar.
This will be the snowman’s scarf.
6) Roll the bottom of the scarf up and fit it over the lid as a
7) Glue a pom pom to tip of the hat
Online Resources in the
Community League
Resource Guide
Community Leagues / operations /
See event planning or templates
Templates for event &
program planning:
 Checklists
 Evaluations
 Posters
 Job Descriptions &
A to Z Event Ideas
Afternoon Tea/Coffee
Arm Wrestling
Art Auction
Art Exhibition
A-thons : Juggle-a-thon, swim-a-thon, run or walk
a thon
Auction : anything including your services from
window cleaning or babysitting to the highest
Baby contest: guess who! Ask colleagues for photos of themselves as babies: then ask people to
guess who’s who.
Bake Sale
Balloon Race
Barn Dance
Baseball or Basketball contest/tournament
Birthday celebration
Book Reading
Blindfold Event
Biscuits: from around the world: bake, sell and eat
Bowling Competition/tournament
Bring & Buy Sale
Cabaret Night
Cajun Evening
Cake Decorating
Cake Sales
Car Washing
Card Night
Cardboard Collection Box: at home or work, every
penny counts
Carnivals: get involved
Carol Singing: in the local shopping centre
Cheese and wine evening: guess the wines
Choral Concert
Christmas events
Church Collection
Cinema night: ask your local cinema or film society
Classical Concert
Cocktail Evening
Coffee House/Morning
Collection jar in shops, dentists etc.
Collections: theatres, cinemas etc.
Comedy Evening
Country Theme: food, decoration, literature, music and
Craft Sale
Cricket Test
Cycling Tour
Dance till u drop
Disco Dinner: at home, ask a restaurant for a special deal
Drama night
Dress down day
Dinner: Organize a dinner where guests bring a donation to
the league project rather than a gift for the host
Easter Egg Hunt: charge for entry
Email: tell everyone about your event, tell them to pass it
Employers Matched Donation: it can’t hurt to ask and you’ll
double your donation
Festivals and Fairs: get involved locally
Formal Dress: party, at work or school
Fashion Show
Five-a-Side Soccer
Flower Arranging: give lessons or charge for your services
Garage Sale
Garden Party
Gig: Have your band do a human rights gig!
Give it up: and be sponsored to do so (stop smoking, eating
chocolate, drinking coffee..)
Golfing Competition
Guess: how many candies are in the jar or what you’re
eating blindfolded!
Guest Speaker event
Hairdressing: give your services at a local event
Haunted House Party
Hide and Seek
Home-made sale: clothes, food, crafts
Human Rights Day: celebrate it
Hunger Dinner: everyone pays for dinner but some people
know they’ll run the risk of eating plain rice
In Memorium gifts for someone you care about
International Women’s Day Events
Jazz Night
Jewelry Sale: make it from anything!
Jumble Sale
Karaoke Night: pay not to take part!
Knobbly Knees: guess whose are in the photo or run a
Lawn Care: perform lawn duties (rake leaves, shovel snow,
cut grass, trim bushes, put up Christmas lights etc.) for a
donation to a league project
Lawn Sale
Literary Evening
Local Events
Lunchtime learning: hold a class in yoga or….
Market sale
Micro-scooter race
Mock Arrest: build a jail cell, people pay for friends to be
freed or arrested
Model Boats: build it and race it
Murder Mystery Meal
Music Event
No event is too small: all you need is imagination!
Open Garden Tours
Orienteering: a cross-country/city/neighborhood race using
a map and compass to navigate between checkpoints along
an unfamiliar course.
Paint Balling
Party: themed, formal, patio/garden, Christmas
or just have a party!
Photography: organize an exhibition or take and
sell snaps at local event
Picnic: garden, park
Plant Sale: to sell at events or put a sign in your
front garden
Poetry Reading
Product Sale: You get the thing (s), they buy the
thing (s) and your league gets the money!
Refreshments: have a stall at a local event. Place
of worship etc.
Refugee Event: celebrate and invite your local
Rubber Duck Race: tag the ducks and watch
them go down the river
Rotary Club: excellent local fundraisers and full of
Running: from marathons, to fun runs etc.
Schools: organize events at your school, or local
School Sports: you don’t need to be still at
school, you just need a park and a whistle!
Scrabble Evening
Second Hand Sale: books, course books, CDs etc.
Shave: hair, beard, teacher, self and get sponsored
Sports team: Have your sports team raise money
for a related league project
Starve-a-thon: Try a 12-24 hour starve-a-thon to
raise money!
Stop Smoking and donate what you save or get
sponsored to succeed
Strawberry Tea
Street Theatre
Summer Lunch
Supermarket Collections
Swear Box: at work
Taxi: drive your friends around for a reasonable
Tea morning: if you don’t like coffee
Teach: flower arranging, swimming, driving,
Ten Pin Bowling Night
Theatre/Cinema Collection
Theatre Night: put on your own production
Themed Event: pick a country, an era, a decade
Three Legged/Egg and Spoon Races
Treasure Hunt
Tree of Hope
Tug of War: gloves and rope and you’re all set
Twenty Four Hours: can you last?
Unwanted gifts sale: ask around, especially after
major religious festivals, email all your colleagues: and resell them to different colleagues!
Victorian evening: dress up and have
Walk (for life and human rights)
Water Bucket Carry: organize teams and see
who’s the best at racing
Weddings/Wedding Anniversary parties: for the
couple who has everything!
Window Cleaning
Wine and Wisdom Quiz Evening
Wine Tasting/Wine and Cheese: invite an expert
and charge admission, just have fun
Workplace Collection: perhaps on payday each
Workplace Sale: books, lunches
Yoga Event: salute the dawn for your league
Zest: make your event go with a zing!
Zoo party – organize an outing to the Valley Zoo
or create your own zoo!
Community Programming
Program Planning Overview
The role of a program planner is to:
Book appropriate facilities for your program
Hire an instructor for your program
Coordinate program registration and the
collection of fees
Advertise your programs
Keep statistics for evaluation purposes
Evaluate program and present final report to
the Board of Directors
Program Details
Date and Time
Is this a one time program or will there be multiple sessions?
Who are your participants?
What is the best day of the week and time of the day for
the program?
What amenities are required to run the program (i.e.,
washrooms, kitchen, size of facility,
material storage)?
Do you have access to a facility that can accommodate
these requirements?
Is the facility accessible for people with disabilities?
Does the facility have a first aid kit and incident/accident
Consider using a local school and contact 311 for more
information on the school joint use
program information
Budget (Does this need to be approved by the
Expenses: what are your costs to run this program/event?
Special equipment
Rental fees
Insurance, licenses or permits
Income: who is paying?
Community group (community league)
A combination of the above
Create your Budget
Compile your list of expenses and income into
one document
Include a contingency amount that is
10 – 15% of your total budget
Ensure that this financial outcome corresponds
to the Board’s goal for the event
Don’t overestimate your income
Secure board approval for your budget, if
Managing your Budget
Track your actual expenses and income for comparison
with your budget
Make adjustments, as necessary (for example determine if
you need to make more money, reduce
your expenses or spend more money to achieve the board
approved goal for the program)
Hiring Your Instructor
Confirm your instructor is qualified and meets the required
certification for the program
Obtain a completed Edmonton Police Service Information
Check and Child Welfare Information
Systems check
If you are contracting or hiring an instructor’s services, a
written instructor contract is recommended
Please contact the Worker’s Compensation Board, Canada
Customs and Revenue Agency, and your
insurance provider to determine how to best deal with each
Fee and Registration Procedure
Determine the board’s expectations: to make money, lose
money, break even or subsidize the program
Determine the program cost based on the board’s expectations
Create a cancellation policy, collect contact information and
ensure adequate notice is given to
cancel a program
Determine the best method for registration (e.g., phone or
mail in, hosting a registration day, online
ticket sales)
Determine who will sell tickets and/or collect registration
Collect participant information including any medical considerations, behaviour issues and information
on who can pick the participant up
Determine the best way to reach your potential participants
(e.g., posters, newsletters, website,
changeable copy signs, schools, flyer drop offs etc.).
Build in enough time for the promotion of the program.
Remember to try to find at least 3 ways to reach
each person that you want to invite.
Posters should include:
Program details (e.g., title and description of
the program, date, time, location, fees, age of
participants, any equipment requirements)
Contact information
Registration information
Cancellation policy
The Program
Bring supplies, program registration/attendance forms,
Set up for the program based on program needs
Ensure volunteer/staff knows their duties/roles
Let the program happen!
Clean Up
Ensure all outstanding invoices have been paid
EFCL Events Meetings & Promotions:
January 3 & 14, 2013
Low Density Zone Workshops
View City displays & ask questions of city planners. Focus groups discuss the impact of proposed
changes and potential alternative.
Thursday, Jan 3, Pleasantview Community Hall, 10860 57 Ave
Monday, Jan 14, Spruce Avenue Community Centre, 10240 115 Ave
Confirm attendance: [email protected]
January 30, 2013
EFCL Budget & Strategic Planning General Meeting
at Royal Gardens 4030 - 117 Street 5:30 dinner and registration, 6:30 meeting
starts. Reservations required for catering and document reproduction: REPLY
TO [email protected]
February 3, 2013
Tools for Treasurers
Another informative & interactive EFCL workshop will be presented on Thursday, February 3,
2013 at the EFCL office 7103 – 105 Street, providing steps to successful community league
budgeting. Time and place to follow. Please, register with [email protected] to reserve
your spot
May 29, 2013
EFCL Annual General Meeting
Location to be announced. 5:30 dinner and registration, 6:30 meeting starts. Reservations
required for catering and document reproduction: REPLY TO [email protected]
June 15, 2013 -
Community League Day Advertising Deadline
The earlier we know about your event the better the sponsorship for great prizes, and the
wider the knowledge of the community league movement can be proliferated. Decide and send
your event name, date & time, details, & location. Remember: even if your event is not
September 21, 2013 we will still promote it! [email protected]
Maps online at
A lot of the public at large find your league through our Community League Day event map, our
rinks & winter event map, and league boundary map.
The maps redirect to your league website and our league directory.
Make sure we are up to date with your event, rink, and facility info!