Community Special Events

Step 1: Office or Special Events supervisor

• As the event is requested, the special events supervisor or office supervisor will communicate with the event requestors (typically over email). 

• The office supervisor will create an MOU (memorandum of understanding). 

• The office supervisor will upload the event to Ideal Logic under "Birthdays & Special Events". 

• Once the MOU is signed by all parties, the office supervisor will notify all supervisors needed. 

• The special events supervisor will begin the Wrike checklist for that event. 

Step 2: Wrike Checklist

1. Confirm event details on the MOU

• Where? 

• When? 

• Length? 

• Number of kids 

• Age range of kids

• What kind of activity? 

2. KidSpirit Confirmation

• Check for conflicting OSU and KidSpirit events with the date and time

• Check for conflicting holidays with the date and time

3. Staff Scheduling

• Special events supervisor will schedule the correct number of staff on Ideal Logic according to the MOU. 

  • • Schedule the event supervisor on Ideal Logic

    • Schedule the appropriate number of HI/CCs for the event on Ideal Logic

• Send staff schedule notification on Slack (example formatting below)

  • • KidSpirit's Event! 

Supervisor: @Bob

HI: @Daisy & @Billy

Where: Langton xxx & xxx

When: Saturday, Month day (Time)

What: Description of the event with specific details that the requestor wanted. 

Participants: xx kids, ages x-x

Remember to wear your KidSpirit shirt!

Please react to confirm your schedule. 

• Request that event HIs create a lesson plan based on the event requests

• Confirm staff for the event by slack reactions

4. Off-Site Transportation

• If you need to bring bigger supplies such as the tumble-trak or blow-up archery

  • • Have at least one staff working the event complete the driver authorization form

    • Reserve a motor pool vehicle from OSU Transportation Services

    • Continue on with the transportation steps

• If no big supplies are needed

  • • Assign a person to gather any other supplies needed for the event and bring them to the event location

• Assign a meeting time before departure (factor in travel time)

• Check who is available or able to drive

• Assign drivers and carpool drivers (if needed)

Step 3: Day of the Event

1. Print off the MOU

2. Make sure all staff members have a first aid kit with them

3. Registrations

• Check how many participants will be at the event according to the MOU

• Bring a clipboard with paper consent forms 

4. Photos

• Check the photo release of all participants

• Assign a staff to take pictures during the event

5. Event set-up

• Structured activity

  • • Print off lesson plan

    • Check MOU and have HIs gather necessary supplies

• Unstructured activity

  • • Check MOU and take necessary supplies

6. During the event

• Ensure every child has a completed consent form/registration

• Talk with guardians about future KidSpirit events

• Take the final payment (if they have not completely paid)

7. After the event

• Clean up space

  • • Make it look like you were never there

    • Return any borrowed supplies to the correct place

    • Gather all KidSpirit supplies and take them back to Langton

• Follow-up

  • • Special events supervisor should follow-up with the event coordinators after the event 

    • Make sure to thank them for having KidSpirit work their event. 

• Marketing

  • • Have marketing make a post about the event if there were pictures taken.

Where to find supplies? 

Consent Forms - Lang 125 in the metal paper organizer behind the front desk

MOU - Contact the office supervisor and they can print it or send it to you