KidSpirit Special Events

Step 1: Office or Special Events supervisor

• As the registration or event becomes requested, the office supervisor or special events supervisor will review it on Ideal Logic.

• To review, begin steps 1-5 below and on the Wrike website.

Step 2: Wrike Checklist

1. KidSpirit Confirmation

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

• Check for conflicting holidays with the requested date and time. 

• Complete the confirmation on Ideal Logic

2. Facility Confirmation

• Choose the best facility for the event. 

• Check 25Live for availability for those places

• Request for the office person to reserve the space on 25Live

• Complete the confirmation on Ideal Logic

3. Put the event on the events calendar on Outlook

• Make sure that it is on the KidSpirit Outlook calendar

• (If you do not have access to the KidSpirit Outlook, ask an office supervisor to put it on the calendar for you)

4. Event Confirmation

• Special events supervisor calls the person that reserved the event

• Collect the deposit if they have not already paid

5. Add the event to the Ideal Logic calendar from the “Schedule” tab

6. Schedule Staff

• 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

7. 2-4 Days before the event or party

• Event supervisor or HI calls the requestor to confirm activities and answer any final questions

• Confirm all of the event details that are on Ideal Logic

• Gather all supplies for the event based on the lesson plans

8. Create the event bag

• Consent forms

• Promotional materials

• Tabling decorations

• Pens

• Any other important supplies needed specifically for the event

9. Room setup (day before the event)

• Paper the tables

• Set up the correct number of chairs around tables and the room

Step 3: Day of event

• Staff arrive 15-30 minutes before the event to set up

• Head Instructor

  • Begins set up for the event based on their lesson plan

• As people start to arrive

  • Begin getting consent forms filled out if they did not fill it out on Ideal Logic

  • (Consent forms must be completed before begining any KidSpirit event)

• During the event

  • Talk to guardians about upcoming KidSpirit events (PROMOTE)

  • Take pictures (ONLY with permission)

  • Make sure that kids are having fun and being safe 

• After the event

  • Clean up event space

  • Remove paper from tables if necessary

  • Take out trash (Behind Langton)

  • Sweep if necessary

  • Turn off lights

  • Lock ALL doors

Where to find supplies? 

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

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

Paper for tables - Lang 126 behind the metal organizer crates 

Tape for papering tables - Lang 125 with all of the office supplies behind the blue wall