Class and Event Playbook
How a new class or event goes from first idea to the calendar. Pick what you are planning, then follow the steps in order. Each step says who does it, how long it takes, and when it is finished.
Who Does What
Event Coordinator (Cameron): approves every date and room, and sets up and cleans the rooms.
Class Lead (Susan): finds instructors, collects their papers, and sets prices.
Fundraiser Lead (Mo):
Veterans Program Leads (Wendy & Betsy):
Marketing & Communications Lead (Mo): builds web pages, flyers and social posts, and reports sign-ups.
Event Committee: reviews events, shares materials/volunteers/contacts, works together to ensure events go off without a hitch.
What Are You Planning?
Scroll to the class steps or the event steps below.
Step by Step
If You are Planning a Class
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Who: Class Lead (Susan)
Takes: Whenever the idea is ready
Susan talks with the instructor, then fills in the form: class name, days and times, number of sessions, room needed, fewest and most students, and how the instructor is paid.
File: Class Proposal Form (MISSING LINK)
Done when: The form is submitted.
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Who: Class Lead (Susan)
Takes: Same day
Use the Class Price Calculator at the bottom of this page. Write the suggested price on the proposal.
Done when: A price is written on the proposal.
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Who: Event Coordinator (Cameron)
Takes: Up to 3 business days
Cameron checks the calendar and the room set-up needs.
If yes: Cameron approves the dates and puts a hold on the calendar. Go to step 4.
If no: Susan and the instructor pick new dates and update the form. Cameron checks again.
Done when: Dates are approved and on the calendar.
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Who: Class Lead (Susan)
Takes: Up to 5 business days
Susan gets the signed instructor agreement, tax form and photo release. She also gets a short bio and a clear photo. Fitness or equipment classes also need proof of insurance.
Papers: Instructor Agreement, W-9, Photo and Media Release, Certificate of Insurance (fitness and equipment classes)
Done when: Every paper is signed and saved in the shared Drive folder.
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Who: Marketing and Communications
Takes: 1 business day
Marketing checks the packet against the checklist below.
If yes: The Marketing clock starts today. Go to step 6.
If no: Marketing tells Susan exactly what is missing. The clock waits until it arrives.
Done when: The packet is complete.
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Who: Marketing and Communications
Takes: 5 to 10 business days
Marketing builds the class page with sign-up, makes the flyer, and schedules Facebook and Instagram posts.
Done when: The class can be found and signed up for on the website.
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Who: Marketing and Communications
Takes: Every Monday
Marketing sends Susan a short sign-up report each Monday. Seven days before the first session, Susan decides to run or cancel. If it is cancelled, Susan calls the people who signed up.
Done when: Susan has made the run or cancel decision.
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Who: Event Coordinator (Cameron)
Takes: Day of the first session
Cameron sets up and cleans the room using the set-up notes from the proposal.
Done when: The room is ready before the instructor arrives.Item description
-
Who: Class Lead (Susan) & Marketing (Mo)
Takes: Within 1 week
Susan thanks the instructor and asks for feedback. Marketing shares photos of the class. Marketing sends post-event emails with surveys.
Done when: Feedback is saved for next time.
If You are Planning a Veterans Program
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Who: Veterans Programming Lead (Wendy/Betsy)
Takes: Whenever the idea is ready
Susan talks with the instructor, then fills in the form: class name, days and times, number of sessions, room needed, supplies, fewest and most students, and how the instructor is paid.
File: Class Proposal Form (MISSING LINK)
Done when: The form is submitted.
-
Who: Event Coordinator (Cameron)
Takes: Up to 3 business days
Cameron checks the calendar and the room set-up needs.
If yes: Cameron approves the dates and puts a hold on the calendar. Go to step 3.
If no: Wendy/Betsy and the instructor pick new dates and update the form. Cameron checks again.
Done when: Dates are approved and on the calendar.
-
Who: Veterans Programming Lead (Wendy/Betsy)
Takes: Up to 5 business days
Veterans Programming Lead (Wendy/Betsy) get the signed instructor agreement and photo release. They also get a short bio and a clear photo.
Papers: Instructor Agreement, Photo and Media Release
Done when: Every paper is signed and saved in the shared Drive folder.
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Who: Marketing and Communications
Takes: 1 business day
Marketing checks the packet against the checklist below.
If yes: The Marketing clock starts today. Go to step 5 .
If no: Marketing tells Susan exactly what is missing. The clock waits until it arrives.
Done when: The packet is complete.
-
Who: Marketing and Communications
Takes: 5 to 10 business days
Marketing builds the class page with sign-up, makes the flyer, and schedules Facebook and Instagram posts.
Done when: The class can be found and signed up for on the website.
-
Who: Marketing and Communications
Takes: Every Monday
Marketing sends the Veterans Programming Leads (Wendy/Betsy) a short sign-up report each Monday. Seven days before the first session, Leads decides to run or cancel. If it is cancelled, Leads calls the people who signed up.
Done when: Leads has made the run or cancel decision.
-
Who: Event Coordinator (Cameron)
Takes: Day of the first session
Cameron sets up and cleans the room using the set-up notes from the proposal.
Done when: The room is ready before the instructor arrives.Item description
-
Who: Veterans Programming Leads (Wendy/Betsy) & Marketing (Mo)
Takes: Within 1 week
Veterans Programming Lead (Wendy/Betsy) thanks the instructor and asks for feedback. Marketing shares photos of the class. Marketing sends post-event emails with surveys.
Done when: Feedback is saved for next time.
How Long Things Take
The One Rule
The Marketing clock starts when the packet is complete. A complete packet means every item on ((the checklist)) NEED LINK has been handed in. Anything missing stops the clock until it arrives.
How far ahead to bring it in
| Event | Detail | Timeline |
|---|---|---|
| Class | 6 weeks | |
| Small Fundraiser | Ticketed or 75 or fewer guests | 8 weeks |
| Large Fundraiser | 4-6 months, with it's own plan and timeline | |
| Veterans Programs | 6 weeks |
What Each Person Turns Around
| Task | Owner | Business Days |
|---|---|---|
| Room & Date Approval | Cameron | 3 Business Days |
| Instructor Papers Collected | Susan | 5 Business Days |
| Marketing Packet Check | Mo | 1 Business Day |
What Marketing Delivers
| Deliverable | Business Days |
|---|---|
| Webpage & Sign-up Live | 5 Business Days |
| Flyer or Graphic Ready | 7 Business Days |
| Social Posts Scheduled | 10 Business Day |
| Small Change (date, time, price) | 2 Business Days |
| New Graphic After a Change | 5 Business Days |
Forms & Papers
Each one lives in the shared Google Drive. A button shows when its link has been added.
Class Lead Fills In
Class Proposal Form
Class name, dates, price, room needs, and fewest and most students.
Instructor Fills In
W-9
Tax form needed before the instructor can be paid
Instructor Signs
Photo and Media Release
Lets the center use the instructor's name, bio and photo to promote the class.
Class or Veteran Program Lead Fills In
Marketing Packet
Hand in all of these together. This is what starts the Marketing clock. Marketing will confirm this information within 1 business day of reciept
Instructor Signs
Instructor Agreement
Pay, schedule, cancellation, and what the center provides.
Price a Class
Use the Class Price Calculator to set a price before you send a proposal. Open it, change the white boxes to match your class, and read the suggested price. It shows how many students you need to cover costs and what the center keeps.