Pre Event Planning Checklist
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Pre- Event Planning Checklist
Have you?
Yes No
N/A
1.
Followed the approval process?
2.
Identified your specific objectives and noted the learning outcomes you expect and any pre-event
teaching required?
3.
Established a budget?
4.
Established a first aider for the group?
5.
Arranged for permission to pre-visit the site?
6.
Pre-visited the site and checked the facilities? Booked the venue if necessary.
7.
Collated a list of participants?
8.
Worked out how many staff, parent helpers, or student leaders will be needed?
9.
Met ratios set by the principal and EOTC coordinator and committee and are these
consistent with best practice?
10. Found out what prior experience or knowledge the students will need to
participate safely?
11. Arranged for and received written parental consent and health information from
parents/caregivers?
12. Filed parental consent and health information forms?
13. Arranged for children to bring appropriate clothing and/or equipment?
14. Provided the office with a class list and costs for invoicing purposes?
15. Identified the time required for travel?
16.
Identified the time required for activities, tasks and experiences in the programme?
17.
Carried out risk identification and safety management procedures (for example SAP, RAMS)?
18.
Met with the EOTC Coordinator
Parent and other volunteer helpers
Made sure all helpers:
1.
Have been checked out and vetted if necessary.
2.
Are aware of their responsibilities and what is expected of them.
Have a list of the children’s names that they are directly responsible
3.
for and health information where appropriate.
4.
Have a copy of the event programme.
5.
Are aware of the pick up, drop off points and times.
6.
Have appropriate experience and skills for assigned tasks.
7.
Have ready access to a first aid kit (ideally, each activity group should
have their own first aid kit).
Transport
Are drivers required?
1.
Do they comply with the school transport policy?
2.
Do they require a map or route to get to the destination?
3.
Is public transport being used?
4.
Has it been booked and confirmed? Drivers licences recorded at Central motorways
5.
Are drivers aware of pick up and drop off points and times?
6.
Do you need to allow for transportation problems? For example, dense traffic,
winter road conditions.
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