Tips for planning your next 4-H event
Print
EmailUse these tips and resources to simplify and organize your event planning.
There are just certain things about being a 4-H staff person or volunteer that can be overwhelming! Event planning can be one of those tasks. In 4-H, we tend to do a lot of planning: planning projects for the 4-H program year, planning for fundraising activities, planning for community service projects and, of course, planning for 4-H events.
4-H event planning doesn’t need to be overwhelming or cumbersome. To make Michigan 4-H event planning easy, you can start by following these tips:
Stay organized
Dedicate a binder, notebook or folder (physical or digital) to the event you’re planning. Keep records of the places or people you have contacted, including the date of each conversation or message. Create a timeline of tasks along with who is responsible and when each task is due. This will keep everyone on track and moving forward.
Remember the goal
Know why you are holding an event. In other words, make sure you know your goals or objectives. Why are you holding this event? What do you hope event attendees will get out of it? Write this objective down and refer to it if you get lost during the planning process.
Create a committee
Remember the Essential Elements of 4-H Youth Development and that youth should be actively engaged in their own learning. Encourage them to take part in planning events. Not only does it give them a voice, they are also able to learn valuable life skills from your example and hands-on learning.
Review risk management guidelines
It is important to be familiar with the 4-H risk management policies and insurance procedures. If you have questions or concerns on how to create a safe event for all participants, contact your local 4-H staff. They are there to help navigate the guidelines and ensure a safe and successful experience.
Communicate
Let your committee know what you need. Delegating tasks to others can be difficult to do. Even if the task is seemingly small, engaging the entire committee in the event will help them to feel like they are a part of something larger – the event objective!
Evaluate the event
Talk to both your event committee and some participants at the event. Discover what went well and what can be changed next time. What happened that you didn’t plan for? Take notes that you can refer back to when you start planning again.
Michigan State University Extension believes that proper event planning can help to make the 4-H event an enjoyable experience for everyone involved. Don’t forget that you’re not alone: 4-H is a team effort. Staff, volunteers, youth, parents and families are all valuable partners who can help design events that align with the event’s goals and objectives.
