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.
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
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
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)
Event Confirmation
Special events supervisor calls the person that reserved the event
Collect the deposit if they have not already paid
Add the event to the Ideal Logic calendar from the “Schedule” tab
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
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
Create the event bag
Consent forms
Promotional materials
Tabling decorations
Pens
Any other important supplies needed specifically for the event
Room setup (day before the event)
Paper the tables
Set up the correct number of chairs around tables and the room
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
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