Family Math Night Planning Checklist
This is the tool I use to keep the planning for the Family Math event. Feel free to copy and paste this into a word processor and modify it for your needs. More resources can be found in the planning guide.
Initial Meeting
q Set purpose for event
q Set date, time and location
q Select keynote presenter if needed
q Plan a meeting with the teachers that volunteer
q Select name for event
q Plan initial publicity
q Establish cost of “take home kit”
Follow-up
q Prepare important points and background information for administrators
q Prepare “Call for Volunteers” letter for teachers
q Send letter to teachers and collect names of volunteers
q Preparation for volunteer meeting
q Design graphic choices for selection
q Create a draft brochure
q Draft plan for seating and breakout rooms
q Collect information for “take home kit” possibilities
Volunteer Meeting
q Share background and purpose of the event
q Collect feedback on brochure and sign up sheet
q Collect feedback on “take home kits”
q Create a plan to handout the kits
q Discuss room arrangement and breakout rooms
q Discuss handouts for the general sessions
q Collect content ideas for keynote presentation
q Discuss roles and expectations for “volunteer teachers”
q Plan topics and identify activities if possible
Post Volunteer Meeting
q Finalize graphics
q Edit and change brochure and publicity
q Submit publicity for administrator approval
q Organize keynote ideas
q Finalize take home kit
q Order manipulatives and resources for take home kit
q Follow-up with teachers and answer questions as needed
q Send out publicity information to as many sources as possible
q Create an evaluation sheet for families to complete
Two weeks before event
q Meet with teachers if needed
q Complete the take home kits
q Collect and organize response forms
q Contact additional teachers if needed
q Contact the press
q Prepare and print handout
q Prepare signs for night of the event
q Confirm room set-up, AV needs etc.
Evening
q Transport “take home kits” to school
q Check set-up
q Locate handouts
q Collect handouts from each session for a master set
q Post signs in building as needed
q Facilitate as needed in groups
q Celebrate a great evening
Post
q Review evaluations
q Add changes or comments to planning materials
q Prepare a thank you letter to teachers
q Share program results with stakeholders