Event Planning Guide

As a member-run group, we require each member sign up to plan at least one event each year!

You do not need to plan a party, but every member is required to organize at least one event per school year*. Some examples of ways to fulfill this requirement are, but not limited to:

• Serving in a position on the Footsteps Board of Directors

• Serving as one of our coordinators: yearbook, prom & dance, fundraising, event

• Planning a simple park meet up and creating an event for it

• Setting up a field trip to a museum, business, historical site, etc. (Click here for a list of ideas!)

• Organizing a regularly scheduled club (i.e. chess clubs, book clubs, craft clubs, etc.)

• Assisting with a Footsteps Friday table or special event.

• Planning a meet-up for middle and/or high school students.

• Signing up for one of the job openings listed below

One event is the bare minimum. As a member-run group, the more our members organize, the more vibrant and active our group will be! 

*  The exception to this rule is mothers of babies under a year old as well as legacy members.

If you have any questions about the event planning requirement, please contact us.

Current Job Openings

One of these would count as your one required event for the year!

Fundraising coordinator: Our membership dues usually pay for not much more than our liability insurance! Fundraisers mainly help us provide for Footsteps Fridays! We are a 501c3, with community support from many different area businesses as well as our own bake sales. If contacting businesses seems more your style than planning an event or field trip for kids, this might be for you!

Yearbook Coordinator: Working with the teen coordinator and student council, coordinate portraits and the publication of a TreeRing yearbook (a drag-and-drop computer program similar to Canva). 

Treasurer Assistant (can be combined with fundraising or be separate). Cat is stepping down after this year. If numbers or organization are your gift, she needs someone to learn the ropes this year. 

Prom co-chairs, Dance co-chairs, and committee members: Is party planning your thing? With info from this past year, and momentum, help us turn the masquerade, the glow dance, and the prom into yearly events. All three have been requested by teens and tweens for our next school year! Pick one to help! 

Footsteps Friday Craft Table: We hold a group-wide themed event the second friday of every month during the school year! Sign up to be in charge of setting up a craft table every month. 

Footsteps Friday Game Table: We hold a group-wide themed event the second friday of every month during the school year! Sign up to store Footsteps-owned board games at your house and set up a table for open play every month.

Footsteps Friday Freebie Table: We hold a group-wide themed event the second friday of every month during the school year! Sets up a table each month that people can bring books, toys, clothes on. This parent is responsible for bringing any excess to a thrift store.

Footsteps Friday Bake Sale Coordinator: We hold a group-wide themed event the second friday of every month during the school year! Help manage the bake sale that the Teen Student Council will run every month. Proceeds will be split between the teen student council and Footsteps.

Contact us today if you're interested in any of these roles!

Best practices for planning a field trip

1. Decide what you would like to do!

2. Decide where and when works for your family

   1. First and Fourth Fridays are usually good days for the majority of families, but any day of the week works. 

   2. Make sure there isn’t already an event on that day (check the Heylo events page)

3. Reserve with the location staff if needed (email, call, etc.) 

   1. If asked, give approximate numbers (i.e.15-30 kids) or say you will get back to them with exact numbers in a few weeks

4. Post event on Heylo (give a time limit if you need to purchase tickets or reserve spots ahead of time). Be sure to select "Members only: Request to join group" for the visibility option. 

5. Collect money (Venmo and PayPal work well) as a deposit if needed. Don’t offer refunds if the location isn’t going to give you a refund.