Instructions
Each event and training presentation that is open to the public, or involves more than a single ministry/department must follow the steps in this protocol.
In this protocol, each event and training presentation must be hosted by one specific ministry/department with an individual contact person designated.
This protocol can begin as early as nine months prior to the date of an event or training presentation, but must be initiated at least 90 days prior to an event/training that involves the public (external), and 30 days prior to an event/training that is only for PHFSO staff and volunteers (internal).
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STEP ONE: Complete and submit the digital registration form on the PHFSO TRAINING AND EVENT PLANNING PROTOCOL website. (click here)
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After the REGISTRATION form has been received, the following will be taken care of for you:
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FOR EXTERNAL EVENTS/TRAININGS:
From the time the contact person is notified of the approval until 60 days prior to the event/training, the host ministry/department is responsible for the following:
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STEP TWO: Complete and submit the digital 60 DAY CHECKLIST on the PHFSO TRAINING AND EVENT PLANNING PROTOCOL website. This must be submitted at least 60 days prior to the event/training. (click here)
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At the time the 60 DAY CHECKLIST is submitted, the event/training needs to be entered into EVENTZILLA. Each team should have at least one person trained on using Eventzilla. (Contact Jim Herron for assistance with this if needed).
By 30 days prior to the event/training, the host ministry/department is responsible to make all needed plans and preparations for the event/training. All preparations must be in place or in process. The host ministry/department needs to be prepared for the contact person to complete the 30 DAY CHECKLIST. (See the 30 Day Checklist to know the details that must be completed).
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STEP THREE: Complete and submit the digital 30 DAY CHECKLIST on the PHFSO TRAINING AND EVENT PLANNING PROTOCOL website. This must be submitted at least 30 days prior to the event/training. (click here)
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HAVE A GREAT EVENT/TRAINING!
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FOR INTERNAL EVENTS/TRAININGS:
The host ministry/department is responsible to make all needed plans and preparations for the event/training. All preparations must be in place or in process by 15 days prior to the event/training. The host ministry/department needs to be prepared for the contact person to complete the 15 DAY CHECKLIST. (See the 15 Day Checklist to know the details that must be completed).
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STEP TWO: Complete and submit the digital 15 DAY CHECKLIST on the PHFSO TRAINING AND EVENT PLANNING PROTOCOL website. This must be submitted at least 15 days prior to the event/training. (click here).
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HAVE A GREAT EVENT/TRAINING!
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FOLLOWING THE EVENT/TRAINING, YOU ARE TO SUBMIT A REPORT:
(for all events and trainings, external and internal)
Within two weeks following the event/training, the contact person will receive an email requesting the Post Event/Training Report.
The report will include:
In this protocol, each event and training presentation must be hosted by one specific ministry/department with an individual contact person designated.
This protocol can begin as early as nine months prior to the date of an event or training presentation, but must be initiated at least 90 days prior to an event/training that involves the public (external), and 30 days prior to an event/training that is only for PHFSO staff and volunteers (internal).
_______________________________________________________________________________________________________________________________________________
STEP ONE: Complete and submit the digital registration form on the PHFSO TRAINING AND EVENT PLANNING PROTOCOL website. (click here)
_______________________________________________________________________________________________________________________________________
After the REGISTRATION form has been received, the following will be taken care of for you:
- SLT approval of event/training and date (if a conflict is discovered with the requested date an alternative date will be suggested)
- The event/training will be placed on the Master Event Calendar
- Email alerts will be sent to: Marketing, IT, Physical Plant, and the Volunteer Coordinator for external events/training
- Your contact person will be notified when these actions have been completed
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FOR EXTERNAL EVENTS/TRAININGS:
From the time the contact person is notified of the approval until 60 days prior to the event/training, the host ministry/department is responsible for the following:
- Meet with Marketing and agree on a marketing plan for the event/training
- Meet with IT and discuss what the technology needs will be for the event/training
- Meet with Physical Plant to discuss the use of the venue (if it is PHFSO space) and what items (such as tables, chairs, other equipment) might be needed if it is not PHFSO space
- Meet with the Volunteer Coordinator to discuss the possibility of volunteer involvement
- Secure a venue, if not already done
- Make sure all steps have been taken to complete the 60 DAY CHECKLIST. (See the 60 Day Checklist to know what details must be prepared).
_______________________________________________________________________________________________________________________________________________
STEP TWO: Complete and submit the digital 60 DAY CHECKLIST on the PHFSO TRAINING AND EVENT PLANNING PROTOCOL website. This must be submitted at least 60 days prior to the event/training. (click here)
_______________________________________________________________________________________________________________________________________________
At the time the 60 DAY CHECKLIST is submitted, the event/training needs to be entered into EVENTZILLA. Each team should have at least one person trained on using Eventzilla. (Contact Jim Herron for assistance with this if needed).
By 30 days prior to the event/training, the host ministry/department is responsible to make all needed plans and preparations for the event/training. All preparations must be in place or in process. The host ministry/department needs to be prepared for the contact person to complete the 30 DAY CHECKLIST. (See the 30 Day Checklist to know the details that must be completed).
_______________________________________________________________________________________________________________________________________________
STEP THREE: Complete and submit the digital 30 DAY CHECKLIST on the PHFSO TRAINING AND EVENT PLANNING PROTOCOL website. This must be submitted at least 30 days prior to the event/training. (click here)
_______________________________________________________________________________________________________________________________________________
HAVE A GREAT EVENT/TRAINING!
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FOR INTERNAL EVENTS/TRAININGS:
The host ministry/department is responsible to make all needed plans and preparations for the event/training. All preparations must be in place or in process by 15 days prior to the event/training. The host ministry/department needs to be prepared for the contact person to complete the 15 DAY CHECKLIST. (See the 15 Day Checklist to know the details that must be completed).
_______________________________________________________________________________________________________________________________________________
STEP TWO: Complete and submit the digital 15 DAY CHECKLIST on the PHFSO TRAINING AND EVENT PLANNING PROTOCOL website. This must be submitted at least 15 days prior to the event/training. (click here).
_______________________________________________________________________________________________________________________________________________
HAVE A GREAT EVENT/TRAINING!
**********************************************************************************************************************************************************
FOLLOWING THE EVENT/TRAINING, YOU ARE TO SUBMIT A REPORT:
(for all events and trainings, external and internal)
Within two weeks following the event/training, the contact person will receive an email requesting the Post Event/Training Report.
The report will include:
- Number of participants
- Summary of the participant satisfaction survey
- Report of the pre-test/post-test for training presentations
- Brief evaluation of the support services by the host ministry/department
- The host ministry/department’s self evaluation and assessment
