Here are some examples of events I have planned in the past.
Gymcats Summer Recital: A lot of planning goes into a recital. Some planning has to happen well before the event. For example, gymnastics needs routines to perform, so those had to be made. Then schedules, advertising, and the event preparation itself.
- Create routines for each level and event
- Make a schedule that fits everyone
- We had about 450 kids on any given year, but summers were slower so possibly more like 300. So there were multiple sessions of recital performances so the recital wasn’t over crowded or long.
- To create a more professional feel, we had students wear matching leotards for girls and Gymcats shirts for the boy.
- Save the Date information started going out before spring break. (People often schedule summer activities early).
- Following the Save the Date ads, monthly newsletters included the recital information and specific summer emails and ads were sent out to remind families to stay enrolled in the summer for multiple reasons, including the recital.
- We also used print advertisement in the gym to remind families of this event.
- When the date got closer, reminder emails and Facebook posts were sent out.
- The week of: final push for last minute signups, purchases, decor, and gym sprucing.
- Day of: Chair setup, decoration checks, staff briefing, technology checks.
Back to School Open House: This was a new idea we had to help the fall rush go more smoothly and increase enrollment.
- We created a facebook event to help us prepare. It was helpful and got 135 responses.
- The purpose for the event was to have staff at the gym to evaluate student skill levels and hopefully sign up as many new families as we can. Families could enjoy open gym play while we did this as long as they had waivers. I don’t have the exact numbers for the event success, but it was certainly busy.
- We sent emails out weekly starting mid summer to all current and prospective families. We also included print advertisement inside the gym.
Lifehouse Dance Studio Shows: I wanted to continue to teach tumbling classes after we moved so I asked my daughters dance studio if they wanted to do Acrobatics. So I started an acrobatics program with them.
- The owner asked for help with costume and prop setup for dance shows. They have very elaborate shows! So I told them I would help. I learned to drive a U-haul as well as help organize all of the materials the studio stored for shows.
- Along with a few others, I worked to gather materials and move them to and from the performance and studio.
- I reorganized the prop storage room with detailed labels and spreadsheets with information to expedite prop extraction.
