KTK Week Checklist

Planning Committee
Timeframe Responsibl
Comments/
Task (varies with event e staf
Completed
size) person
Roles
Start to organise and appoint a Planning
Committee. Clarify roles and responsibilities
of committee members.

Establish aims and objectives, i.e. what it

is that you want to happen as a
result of having the event and
what has to be done in order to
achieve it.

WHO is the Event for?

 Students
 Schools
 Age group
 Private schools
 Public schools
 Co-educational

WHO will participate?

 Professional entertainers/performers
 Local entertainers/performers
 Local schools
 Community/service groups
 Local Council
 Local CMA

WHEN will it be held?

 Coinciding with national events or
avoidance of other competing events
 Time of day/year
 Duration of event (half day, full day)

WHERE will it be held?

 School
 Local reserve
 Hall or community centre
 Multiple venues
 Main street

HOW will it be organised?

 Teachers
 Parents
 Volunteers
 A combination of the above

WHAT will it include?

 Workshops
 Entertainment
 Music
 Activities

1
  Expert Panel Discussion

Correspondence

Task Timeframe Staf Completed /

(varies with event Responsible Comments
size)
Create event contacts list
 Planning committee
 Schools
 Sponsors
 Any other interested organisations

Edit Conference Flyer

* template online
Send Conference Flyer to schools, education
department, other education organisations,
youth groups etc...
Edit Sponsor Letter
* template online
Create sponsor target list and contact them

Edit Media Release

* template online
Create media target list and contact them

Edit Letter to Local Member of Parliament

* template online
Contact Local Member of Parliament

Send thankyou’s post conference

School Participation
Task Time Frame Staf Completed /
Responsible Comments
Once schools have confirmed their
participation in your event please
supply the KTK education team with:

 School names, students numbers

and teacher contact details

 Any mentor requests

Maintain communication and excitement with

schools. Provide updates on date, venue, what
to bring and wear, confirmed program, group
break up etc

Informed schools of any sponsors willing to

support school costs

2
 Venue
Task Time Frame Staf Completed /
Responsible Comments
Venue
Ensure venue has enough room for all your
participants

Ensure the distance between the break out

spaces is not too far for students to walk in-
between sessions.
Ensure each break out space has the right
resources ie tables, chairs, whiteboards,
access to electricity, white wall for projection
Ensure each breakout space is sound proof or
far enough away from other presenting
schools not to interfere
Ensure there is space for a registration desk
that participants can easily access it on arrival

Check disability access at venue

Does the site have First Aid?

Catering
Task Time Frame Staf Completed /
Responsible Comments
Confirmed dietary requirements and final
number of participants
Ensure water will be available throughout the
day for students to refill their bottles
Discuss the environmental nature of the event
with any caters, ie minimal food packaging,
recycling options

Volunteers Checklist
Task Time Frame Staf Completed /
Responsible Comments
Advertise for volunteers including a cut off
time volunteer registrations

Call registered volunteers to discuss

conference and their role

Ensure each volunteer has a registered mobile

number and emergency contact details

Assign volunteer roles to volunteers

Thank the volunteers for their support

3
 Program
Task Time Frame Staf Completed /
Responsible Comments
Keynote speakers, politicians, musicians
and performers

Consult with Planning Committee for

suggestions on who to include in program
Research local talent
Speak with students / youth council for
suggestions
Discuss nature of event so guests deliver
material appropriate for children and teachers
Discuss equipment and AV requirements
Send out confirmation letter with times,
equipment available etc
Receive guests photo and biography

Thank guests for their attendance

Indigenous speakers/performers

Consult with Planning Committee for

suggestions on Indigenous representatives
Contact suggested community
representatives or local council to speak with
Indigenous relations officer if representatives
are unknown
Discuss the importance of Indigenous
involvement and generating awareness of
local Indigenous culture at the event
Confirmed contact details for various
suggested Indigenous contacts
Arrange for a community representative to
give Welcome to Country
Follow up and confirmed community
representative’s attendance
Receive photo and biography

Thank them for their attendance

School performers

Received suggestions from Planning

Committee of local schools with reputable /
noted choir to perform National Anthem or
performance
Contact suggested school principals and
discuss the conference
Confirm school is interested in performing

Discuss instruments, AV requirements, props,

set up
Get a contact mobile number of the
accompanying teacher

4
 Budget
Task Time Frame Staf Completed /
Responsible Comments
Compile budget – including sponsor funds
required
Apply for any APKTK grants that your
event is eligible for
Ensure items are kept within budget
constraints

What to take to your event

Item Time Frame Staf Completed /
Responsible Comments
Registration List with school and teacher
contact details

Sponsor List with all sponsor contact details

Contacts list (contact details of performers etc

including mobile phone number)

Volunteers contact details

First Aid supplies and sunscreen

5
 EXAMPLE: Event Risk Management Plan

Description of Risk Primary Control Measures Person Responsible Response Strategy

- Event host to advise students of emergency - - In the case of an
Emergency evacuation point emergency
Evacuation - Students to be advised of fire and emergency Volunteers / teachers
procedures to warden students to
- All event staff to have mobile phones the emergency
- Volunteers are advised of the emergency evacuation point
procedures
- All teachers are required to have a mobile - - Conduct search
Missing Students contact on the day - Contact students
- Students are not to leave the venue school
- Teachers are responsible for students at ALL
TIMES
- Before departing each location roll call is to
be made
- When rotating activities teachers/volunteers
are required to do a roll check before the
start/and at the end of each activity
- Appropriate adult supervision from teachers - - Teacher responsible to
Inappropriate - General housekeeping information to rectify situation
Student Behaviour students at the Event Launch

- First Aid Kit on hand - - Call First Aid Officer

Injury - First Aid Officers on site
- Mobile Phone contact for first Aid Officers
- Enforce safety procedures, appropriate
clothing and appropriate use of tools
- Registration Desk to be staffed at all times - - All staff to be aware of
Uninvited Guests - Anyone entering the site must be registered uninvited guests on
- No unauthorized entry of uninvited guests site and report any
- All participants to wear name badge / issues to Host
conference tee - Host to manage the
- All volunteers to wear name badge at all situation
times
- All Guests require Host permission to enter
site
- All teachers required to advise of any dietary - - First Aid to assess the
Allergies requirements of students situation
- In the case of an allergy First Aid to be called - If anaphylaxis student
- Mobile Phone contact to have EpiPen
- In the case of Anaphylaxis reactions – - Call 000
immediate call to First Aid /Triple 000
-
6
 - Enforce safety procedures to all staff/ - - Remove the hazard is
Risk of Injury volunteers/activity leaders safe to do so
- Indentify hazards and risks - Assess the situation
- Measures taken to reduce these risks and stop the activities
- All teachers to ensure the activities are in a immediately
safe environments - If a major hazard
students may need to
be moved to
evacuation point
Efects of - First Aid Officer at venue - Call First Aid Officer
weather/sunburn/de - Teachers advised that students need to bring
hydration/hyperther appropriate clothing
mia - If students do no have appropriate clothing
they may not be allowed to participate in the
activities
- Water stations available for students
- Sunscreen will also be available for students
on site
- Wet weather contingency for all activities
and shelter and enclosed areas available if
students are wet/cold
Car/Bus accident - Fully licensed drivers - First Aid to assess the
- Safe vehicles situation
- Mobile phone contacts - Call 000

Contact details

Event Host:
Additional Contact:
Ambulance / Fire/Police: 000
First Aid Officer at venue: