Plan Ahead for NGWSD Information

Establish a Planning Committee. Consider including representatives from other organizations. Plan to meet several times during the year.
Set a date. Be Flexible! NGWSD will be celebrated on a Wednesday, but Saturday events have higher participation rates.
Reserve a site. Instead of paying a flat fee, try bartering. Market your event as a way for universities to recruit students; schools can provide money, location, and meals.
Plan a budget. Remember ALL expenses- awards, printing, gifts, postage, travel, calligraphy, t-shirts, etc. Don't forget the costs of staff and publicity.

Establish the awards you will give and the deadline for nominations.
Choose your speakers. Try to get a speaker who is connected to the organization. Ideally you will not need to pay your speaker.
Mail nomination forms and invitations. Include a deadline on your nomination form and state clearly that nominees received before the deadline will be in the program.

Girl Scout Councils
Girls Incorporated
State Association for Health, Physical Education, Recreation, and Dance (AHPERD)
Community Action Programs of the Women's Sports Foundation
YWCA's
Principals, Athletic Directors, Teachers, and Coaches
Park and Recreation Departments
Corporate Fitness Programs and Local Fitness Facilities
Senior Games, State Games Sport Coordinators, and Special Olympics

Prepare Awards. Order trophies and other award items. Try to have a certificate for every nominee.
Send a Second Mailing to people who are attending. Include an agenda, a map, and any other materials (e.g., admission tickets) attendees will need.
Secure a Ceremony Emcee. Do this at least a month and a half in advance. Offer the host institution the opportunity to choose this individual.
Register your event!

Make Nametags for everyone and gather items such as t-shirts, pins, banners, tape, pens, and extra nametags that will be needed on-site.

Arrive on site at least two and a half hours before to set up. When people arrive, have them pick up their nametags and registration materials (t-shirts, programs, goody bags, etc.). You may want to host a short reception before the event to allow attendees to meet one another.

Mail certificates and other items to people unable to attend.
Hold a debriefing meeting to evaluate this event and plan for the next year!