Girl Scouts Special Event Plan – 24 Hour Relay

GOAL(S) – What is this event designed to accomplish?-This event is aimed to help troops fundraise a desired amount of money for a charity of their choice and/or a trip. The girls will get people to “sponsor” (donate) them in the walk/relay as another way of fundraising.

OVERVIEW OF EVENT/DETAILED AGENDA:THEME:-Girl Scouts 24 hour Relay to Help the World

WHO IS INVITED?-This event would be open to Girl Scouts, council members, troop leaders, parents, Girl Scouts Alumnae, donors and community supporters!

WHERE:-Ideally this event should take place in a park or open camp area. In the Fresno area, I would suggest Woodward park.

WHEN:-Spring when the weather is warm!

COST:-Registering for the event is free but each team/member must set a personal fundraising goal (minimum of $100/individuals and $500/team) that must be met before the relay begins.

HOW do folks buy tickets and/or RSVP? -The most efficient way to raise money, as teams would be to set up go-fund-me accounts done so by team captains (troop leaders). Donations can be made directly to the team or to an individual’s goal through their team. Other donations can be collected and turned in at the event.

Giveaways:-At the relay, there would be contests and prizes to be won. All prizes would be donations from local businesses and companies such as gift baskets, gift cards, food, etc.

-Examples: Cakewalk, musical chairs, Lets Make A Deal, Simon Says, etc.

Decorations:-Since the event is 24 hours, teams would bring their own tents and set up in designated areas and be free to decorate however they wish. Team tents and booths would be set up in a circular formation, forming a track with an inner circle. Booths set up by the Girl Scouts council would be decorated with green, white and brown streamers, worldly symbols and things like that.

Entertainment/music:-If possible, hiring a DJ or live band for portions of the 24 hours would be awesome. Otherwise, just have an MC and a good sound system to play music on throughout the event.

First aid:-There should be a first aid booth on standby by the head table of the event.

Lighting/sound/AV equipment:-During the night portion of the relay, luminaries (white paper bags with drawings) can be made to light up the track. There can also be a slideshow of all the charities helped in the past and the fun memories the Girl Scouts have had in the past year.

Parking:-Public parking would be ideal

Photography/Video:-Marketing and communications persons should be taking both pictures and videos throughout the event. Any pictures taken by team/troop leaders and others should be asked to be sent to a Girl Scout Council Member for later use and archives.

Refreshments:-It would be up to the teams to bring the majority of their own food and drinks. If the event could get local restaurants to donate maybe coffee and bagels for the morning and pizza or hotdogs for dinner, that would be great too.

Registration:-Girl Scouts should sign up with their troop leader. Troop leaders and other adults should sign up through the Council office. Old fashion sign up sheets should do the trick, later turned into excel sheets for day of the relay registration.

Restrooms:-The area of the event should be near a bathroom in the public park.

Room set-up:N/ASeating:N/ASecurity:-Not super necessary but it would be the adult’s responsibility to keep an eye on their children and troop members.

Signage:-TONS!! Signs leading to the area where the event is, surrounding the event, at the different booths (food, music, first aid, luminaries, etc.), lining around the track and on the main stage.

Staging:-None except there should be a designated MC with a schedule of events (Welcoming, raffles, games, giveaways, lunch/dinner breaks, closing etc.)

Written program (will you have one? What will go in it?):N/A

Social Media Posting Plan:-Constant twitter updates, every few hours Instagram, before and after the event happens.

PUBLICITY (How will you promote event?):-Social Media, Radio commercials, news release (airtime if possible)

EVALUATION (How will you evaluate the event?)-Tally up total donations, number of charities helped, people signed up and people actually attended.