• Form a local action committee and schedule meeting dates.
• At the first committee meeting assign tasks.
• Establish a budget.
• Decide on type of event.
• Decide on aims and objectives of the event (e.g. increase girls’ participation in ICT Senior subjects, broadening knowledge of Year 6 & 7 girls to increase subject choice awareness for high school.).
• Determine the target group for the event. Target groups may include parents, teachers, guidance officers, teacher support staff, girls from both government and non-government local schools, community members, industry reps, other educational providers such as TAFE, universities and private training organisations.
• Decide if registration payment is needed for event and method of collecting registration payment.
• Decide on an event date.
• Identify and book keynote speaker or other speakers if appropriate (some speakers will need significant prior notice).
• Identify target groups – eg who to invite (parents, teachers, guidance officers, teacher support staff, community members, industry reps, other educational providers: TAFE, universities, private training organisations, local schools: public and private, girls from local schools).
• Approach role models and other presenters. Provide an outline of possible content of speech/talk.
• View and book the venue. Consider non-school venues such as tertiary and community venues.
• Approach sponsors – phone call and then send out a follow-up letter.
• Organise and book ICT demonstration by an industry professional, teacher or student.
• Create discussion list for committee members or identify an alternative medium of communication.
• Organise and book catering.
• If organising a trade display, contact universities, businesses, TAFEs, etc.
• Send a date claimer to school administrators to be used for their school calendar.
• Advertising is vital to the success of this event! Advertise whenever and wherever possible and as early as possible.

• Collect information on role models.
• Create and send invitations.
• Create promotional materials such as media release, adding information to appropriate websites.
• Organise photographers.
• Create and send publicity such as flyers and bookmarks.

• Contact schools for potential numbers of attendees.
• Finalise role models.
• Organise trade displays.
• Organise technical support for any hardware, software or audio requirements.
• Get permission/consent from students and their parents to use their photograph for publicity of this and future events.
• Send out another round of advertising listing venue, date, sponsors, role models, cut-off date for registration and any other features (eg. Competitions).

• Collate registration.
• Contact caterers to advise of potential numbers of attendees.

• Have a committee meeting to develop checklist and running sheet for the event. This should include allocating jobs to committee members.
• Decide on seating arrangements.
• If payment is required to attend, organise receipts.
• Confirm attendance of role models and other presenters.
• Finalise the attendees’ list.
• Create nametags for role models and, if possible, for participants. Decide whether to use printed or blank tags.
• Finalise and confirm demonstrations and displays.
• Purchase gifts for helpers and role models.
• Confirm venue and catering and any costs associated with the event.
• Confirm equipment availability.
• Confirm technical assistance.
• Collect and follow up RSVPs
• Send out Media Release.
• Collate show bags and flyers.

• Give gifts to role models and speakers.
• Before the event, use the running sheet to check everything is working and set up.
• Assist sponsors with setting up signage.
• Assist sponsors with setting up the trade displays.

• Finalise finances by making payments and collecting receipts.
• Write and send thank you letters to all that helped.
• Send media release with photographs reporting on the event.
• Send thank you letters and certificates of participation.
• Collate evaluation surveys.
• Have a final committee meeting to debrief, tie up loose ends and to review and evaluate the event.

Additional Resources

• Sample running sheets
• Sample thank you letters