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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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