1. Events at International
Schools
A Challenge – a Chance

2. Importance of Events
• Presentation of the school
• Presentation of students progress
• Networking – VIPs, donors, parents, faculty
• Finding new sponsors
• Homely atmosphere for international
families
• Welcoming the neigborhood

3. Examples of Possible Event Formats
for the School Community…..
Internal:
St. Martins Day
Halloween, Fasching
Music & Drama Productions
Art Week
Science Fair
Sing-a-long
Circus etc…..

4. …and for Public, Donors,
Friends, Sponsors etc.
Open to the public:
 International Spring Fair
 Christmas Market and Concert
 Sport events with local clubs
 Bookbridge
 What Moves Me
 Grand Opening
 FIS-Forum
 Visits of Service Clubs & Celebrations etc…

5. Quality of Events
• Communication with and to all parties involved
• Everything should have a student relation
• Welcoming atmosphere
• Food and beverages
• Nice decoration

6. Quality of Events
• Enough helpers
• Cleaning Team
• Well organized in detail (like wardrobe, trash,
service, name tags, school information etc.)
• Photographer
• Media coverage
• Flowers / presents – thank you

7. Event planning 1
 Event planning form
 Event Calendar(s)
 Whom to inform?
 Building a team
 Creating a plan
 Clarifying responsibilities
 Creating a time line
 Starting to work

8. Event Planning 2
 Meeting schedule
 Correspondence tool (Outlook, others)
 Progress updates (minutes)
 Checklists
 Deadlines
 Last check
 …..EVENT!

9. Structure
 Purpose
 Budgeting
 Number of guests
 Location within the school
 Equipment (seats, sound system, tables etc.)
 Decoration
 Catering
 Program (Music, Course, Children etc.)

10. Event Planning Form
Event / Date
Location
Department
Person in
charge
Organizing
Team
Kick-off Meeting
Date /
Last Meeting
Date
Anticipated
number of
participants
Whom to inform
Red Cross/First
Aiders
Catering
Please specify
Special Items
Flowers, Speaker’s
desk, Others
Multimedia
cart /
Screen
Cleaning
Services
Facility
Managers Info
School Closure
Service
Babysitting

11. PR for Events
•Local Magazins Deadlines vary
•Press Release 2 weeks before
•School Newsletter 3 - 4 weeks before /weekly
•Webpage News/Events 3 - 4 weeks before
•Social Media 3 - 4 weeks before
•Posters 3 weeks before
•Flyers 3 weeks before

12. Invitation
• Guest List
- Database and check with SMT
• Letter
- 4 weeks in advance
- What, when, where, who
• Attachments:
- Flyer
- Reply Fax
• List of response
- tracking

13. Debriefing
•Opinions
•Praise and review
•Conclusion
•List of amendments/improvement for next
event
•Thank you letter/e-mail to helpers