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Petfinder Big Birthday Adoption Event
Mega Adoption Event Planning File
Table of Contents
Date:
Time: Kick-off at : . Adoptions will begin at : and end at : .
Location: Parking Lot/Building, Address, Phone number
Participants: Participating shelters/rescue groups
Adoption Fees: All one fee? Each group has specific fees?
Planning Committee: names of committee members
Sub-committees:
1. Logistics: responsible for all physical arrangements and pre-planning event items
2. Marketing: responsible for all media and press releases
3. Creative: planning the decoration theme, decorating the day of the event
4. Activities: responsible for the kids’ area
5. Volunteer Management: plan and develop volunteer plan and manage volunteers
6. Foster Team: scheduling the animals and communicating with foster homes
Committee members:
List names, email addresses and phone numbers here
Sub-Committees
Logistics Team: List team members here
• Selecting and securing the tents: (Due Date) (Person Responsible)
• Locating crates and ordering any additional crates: (Due Date) (Person Responsible)
• Request security from County Sherriff’s Office (Due Date) (Person Responsible)
• Securing Supplies: carpet squares, tables, water barriers, sand bags, portable heaters, electricity, credit card machines, portable restroom (reserved) (Due Date) (Person Responsible)
• Layout sketch for parking lot: (Due Date) (Person Responsible)
• Responsible for details of set-up inside of tents, drawing (Due Date) (Person Responsible)
• Planning out the space and dividers between the adoption groups (Due Date) (Person Responsible)
o Need greeting area, play area, adoption area
• Locate Giveaway tubs (Due Date) (Person Responsible)
• Coordinating donation of coffee/hot chocolate/cider for stand (Due Date) (Person Responsible)
• Secure lunches and dinners for volunteers (Due Date) (Person Responsible)
o Friday: Dinner – (Restaurant)
o Saturday: Breakfast – (Restaurant)
o Sunday: Breakfast – (Restaurant), Lunch – (Restaurant)
o Snacks: (Restaurant)
• Secure bottled water for volunteers (Due Date) (Person Responsible)
• Set-up timeline (Due Date) (Person Responsible)
• Confirm supplying sacks for giveaway tables (Due Date) (Person Responsible)
• Coordinating music set-up (Due Date) (Person Responsible)
Marketing Team: List Team Members here
• Logo finished: (Due Date) (Person Responsible)
• Put together media plan (Due Date) (Person Responsible)
• Put together and deliver press kits (Due Date) (Person Responsible)
• Develop and implement social networking plan (Due Date) (Person Responsible)
• Write and issue press release (Due Date) (Person Responsible)
• Event web-presence: go live (Due Date) (Person Responsible)
• Designing the marketing materials: flyers, posters (Due Date) (Person Responsible)
• Design of the t-shirt: (Due Date) (Person Responsible)
• Order t-shirts: (Due Date) (Person Responsible)
• Print posters and flyers (Due Date) (Person Responsible)
o 500 11 x 17 posters, 5000 4 x 6 postcards
• Make a distribution plan for posters and postcards to utilize volunteer help (Due Date) (Person Responsible)
Creative/Decorations Team: List Team Members Here
• Planning the decoration theme at the event, executing decorations
o Decoration list here (Due Date) (Person Responsible)
o Cage cards (Due Date) (Person Responsible)
• Create music mixes for event, secure DJ and any live music (Due Date) (Person Responsible)
• Bandannas/jackets for the dogs (Due Date) (Person Responsible)
• Locating and preparing the Adoption Counter (to track the adoptions as we reach our goal) - (Due Date) (Person Responsible)
• Research and rent “batman lights” (Due Date) (Person Responsible)
Activities Team: List Team Members Here
• Putting together the kids area (Due Date) (Person Responsible)
• Naming the kids area (Name Here) (Due Date) (Person Responsible)
• Letting logistics team know what supplies we will need, helping to secure them
• Making a supply list for the kids area
• Making a volunteer description for the kids area
Volunteer Management Team: List Team Members Here
• Scheduling shifts and recruiting 20 sign-ups per shift
o Friday: 12 PM – 5 PM (decorating), 5 PM – 10 PM (set-up), 10 PM – 3 AM. Saturday: 3 AM – 7 AM, 7 AM – 12 PM, 12 PM – 5 PM, 5 PM – 10 PM, 10 PM – 3 AM. Sunday: 3 AM – 7 AM, 7 AM – 12 PM, 12 PM – end of event (additional volunteers)
• Additional training for Adoption counseling volunteers. (right after the regular orientation for anyone helping at the adoption table)
• Working with local company, air force base, school, etc. to recruit setup/breakdown help.
• Hosting Orientations (Location(s) here)
o Dates:
• Management of the volunteers at the event
Foster Team: List Team Members Here
• Planning a special event foster recruitment campaign
• Building on groups’ animal capacity with temporary fosters.
• Assisting in scheduling of the animals
• Coordinating who goes where
• Making a foster schedule plan
• Foster check-in at event
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