EVENT PLANNING TOOLKIT
CLASSROOM WORKSHOP FACILITATOR GUIDE
1
Introduction
Event Planning Toolkit Classroom Lesson
Time: 180 minutes
Toolkit Overview:
The culmination of much planning, outreach,
coordination, collaboration, and preparation is the
event itself. For all of the five required Yellow
Ribbon events, the most visible display of
program quality is seen through the eyes of the
attendees. Unfortunately, event planning is a
challenging activity, especially in light of all the
logistical considerations. Programs across the
country have developed practices and procedures
for successful and productive event planning. The
Event Planning toolkit addresses those best
practices and highlights special considerations
depending on nature, size, scope, and venue for
the event.
Toolkit Objectives:
 Deliver problem-free events
 Reduce wasted time and rework in event
planning
 Establish productive relationships with
sources for venues and other logistics
support
2
Required Materials
Event Planning Toolkit Classroom Lesson
PowerPoint
 Event-Planning-PowerPoint-Slides
Participant Handouts
 Event-Planning-Participant-Handbook
 Event-Planning-Worksheet-Venue-Logistics
Props
 Event Planning toolkit, accessed via the JSS portal
 Toolkit resources to be projected via the Download All
Resources page accessed from the toolkit menu:
o Section IV: Communication; Element B: Communication with
Service Members, Families, Units; Resource: Sample Brochure
and Postcard
o Section V: Full Cycle Planning; Element A: Full Cycle
Overview; Resource: Event Standards Matrix Checklist
o Section V: Full Cycle Planning, Element F: Co Located Event;
Resource: 30- and 60-Day Co Located Event Agenda
Template
o Section VI: Wrap Up; Element A: Key Elements; Resource:
Event Planning Highlights
 Participant laptops
 Internet access
3
Trainer Tips
The following tips may help you to manage the learning experience for your adult
learning participants.
Characteristics of Adult Learners
Facilitation Strategies
Adults are autonomous and selfdirected. They need to be free to direct
themselves. Their teachers must
actively involve adult participants in
the learning process and serve as
facilitators for them.
Facilitators must get participants'
perspectives about the level of depth in
which topics are covered. They should
guide participants to their own
knowledge rather than supplying them
with facts.
Adults have accumulated a
foundation of life experiences and
knowledge that may include workrelated activities, Family
responsibilities, and previous
education. They need to connect
learning to this knowledge/experience
base.
Facilitators should draw out
participants' experience and
knowledge, which is relevant to the
topic, particularly within YRRP. Relate
practices and concepts to the
participants and recognize the value of
experience in learning.
Adults are goal-oriented. They,
therefore, appreciate an educational
program that is organized and has
clearly defined elements.
Instructors must show participants
how the YRRP toolkits will enhance
their ability to perform their roles and
accomplish their goals. This
classification of goals must be done
early in the lesson.
Adults are relevancy-oriented. They
must see a reason for learning
something. Learning has to be
applicable to their work or other
responsibilities to be of value to them.
Instructors must identify objectives for
adult participants before the lesson
begins and shape conversations and
exercises around practices that are
familiar to YRRP staff.
Adults are practical, focusing on the
aspects of a lesson most useful to them
in their work. They may not be
interested in knowledge for its own
sake.
Instructors must tell participants
explicitly how the toolkit will be useful
to them on the job.
4
Trainer Tips, continued
The following icons appear through the lesson plan and are intended to help you
manage the learning experience for your participants:
ICON
PROMPT
ICON
PROMPT
Objectives
Projector
Mark Time
Video
Debrief
Whiteboard/
Flipchart
Group Activity
Handout
5
Lesson Plan
Event Planning Toolkit Classroom Lesson
Turn on the projector.
Advance to the slide, “Event Planning Toolkit.”
Introduce the lesson.
Explain to participants that although planning for
a YRRP event can be challenging, especially in
light of all the logistical considerations, programs
across the country have developed practices and
procedures for successful and productive events
that will be shared today. This lesson addresses
those best practices and highlights special
considerations depending on nature, size, scope,
and venue for the event. Highlight that this lesson
is meant to be interactive and a time for sharing
practices with other coordinators, managers, and
team members.
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Advance to the slide, “Toolkit Objectives.”
Explain that by the end of the lesson participants
will be able to:
 Deliver problem-free events;
 Reduce wasted time and rework in event
planning;
 Establish productive relationships with
sources for venues and other logistics
support.
Press the “B” key or use the remote mouse to
create a blank screen.
Have participants go around the room and briefly
introduce themselves by sharing their name, State
Program, their Reserve Component, if applicable,
and years of experience with YRRP.
Demonstrate for participants how to access the
toolkit from the JSS site :
1. Log on to JSS
2. Click on the Toolkits tab
3. Click on Yellow Ribbon Reintegration
Program Toolkits
4. Click on Event Planning tab
5. Click Download All Resources
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Press the “B” key or use the remote mouse to
reengage the projector.
Advance to the slide “Lesson Overview.”
Provide an overview of the sections within the
toolkit that will be covered during the lesson:
I.
II.
Preparing for Contracting
Venue Logistics
III.
Childcare
IV.
Communication
V.
Event by Deployment Cycle
Direct participants to the handbook, “Event
Planning Toolkit Participant Handbook.”
Explain that the handbook includes descriptions of
all resources presented in the toolkit and can be
used outside of the lesson as a quick reference
guide.
Reference the handbook as resources from sections
of the toolkit are discussed.
8
Topic: Contracting
Time: 20 minutes
Advance to the slide “Contracting.”
Provide an overview of the elements included in
the Contracting section:
A. Contracting Overview
B. Comprehensive Contracts
Explain that when writing and submitting a
contract or Statement of Work (SOW), every
specific detail and aspect of the event must be
considered.
Provide an overview of what should be considered
before developing the SOW and contract:
 Value of a site visit
 Catering
 Hotel arrangements
 Other YRRP needs
Facilitator Note: More in-depth discussion of
contracting will occur in the classroom-based
lesson for the Resource Management toolkit.
9
Advance to the slide “Site Visit.”
Emphasize the importance of a site visit for the
following reasons:
 Multiple site visits are beneficial to ensure all
amenities are correctly stated in contracts.
 Site visits are an opportunity to identify the
right rooms to use for particular activities
(lectures, classroom-style, workshops, etc.).
 This is also a time to identify the appropriate
room set-up including tables, chairs, pens,
notepads, and audio/visual needs.
Use the whiteboard or flipchart to record
strategies.
Ask:
 As a first step, how many programs conduct
site visits prior to event?
 How many site visits do you conduct per
event and what is the process?
 What do you look for when you are there?
 What amenities are offered?
(continued)
10
Prompt:
 Ensure the size of your venue is appropriate
for the number of Service Members and
Family Members projected to attend.
 Make certain that room locations assist in the
flow of activities.
 Photos from site visits can be used during
briefings.
 Identify amenities within the venue as well
as those within walking distance.
Advance to the slide “Contracting and Catering”
Ask:
 What is your approach for timing of food
and breaks?
 Do you provide different menus for the kids?
 Is it better to have longer breaks where
attendees eat on their own versus shorter
breaks where you provide them food?
Prompt:
 Communicate closely with the unit to ensure
the unit only pays the per diem to Service
Members when they are not provided meals.
11
Advance to the slide “Hotel Room Arrangements.”
Ask:
 How are hotel rooms handled? Prepaid room
block or paid by individual Service
Members?
 What are the pros and cons of each?
Prompt:
 Reimbursement process shifts depending on
who is paying.
 Prepaid rooms help to ensure all rooms are
accounted for ahead of time and can provide
discounted meeting space.
 Reserving a prepaid room block allows the
Service Members to have greater
responsibility for room payments.
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Advance to the slide “Other YRRP Needs.”
Ask:
 What other special needs should be
considered and accounted for when
developing the contract?
 What information needs to be confidential?
Prompt:
 DEERS/RAPIDS
 Hearing truck
 Unlimited access to a fax machine
13
Topic: Venue Logistics
Time: 20 minutes
Advance to the slide “Venue Logistics.”
Explain that while finding a venue, estimated
attendance, duration of event, budget, and location
are important factors, there are many other items
to consider including changing
deployment/redeployment dates, differences in
unit sizes, dispersion of Family Members, and
training schedules of units. Good communication
is the key to knowing as much as you can about
these factors. Thinking about alternate venues
might help to accommodate these requirements.
Provide an overview of the elements included in
the Venue Logistics section:
A. Venue Logistics Overview
B. Contracting with a Hotel
C. Alternate Venue Location
D. Catering
14
Topic: Process of Choosing a Venue Location
Time: 5 minutes
Advance to the slide “Prioritize Your Program’s
Needs”
Use the whiteboard or flipchart to record
strategies.
Ask:
 What information do you need before you
choose a venue?
 What are some unique venues used? Why
were they chosen and how did it work out
for the event?
 What are the pros and cons of using those
venues?
Prompt:
 Make a list of important items to have before
choosing a venue, such as an alpha roster.
 Involve the Family Assistance Coordinators
and Family Readiness Groups to contact
Families directly for RSVPs.
 Know the venue location in relation to the
majority of the unit’s Homes of Record.
 Consider a college, high school, water park,
or boutique spa hotel.
15
Topic: Catering Logistics
Time: 5 minutes
Advance to the slide “Catering Logistics.”
Explain that regardless of who you contract with
for catering, the specifics matter. The logistics for
catering need to be very clear on what types of
meals are to be provided. For example, some
locations might think it is a good idea to provide a
separate meal for children, whereas you might
prefer to offer a kids’ buffet instead. Additionally,
cost should be a major consideration when
choosing the catering. It is important to determine
early on whether or not a location can
accommodate the “local per diem rate.”
Ask:
 To what extent does your program provide
food?
 What are some creative solutions you have
for catering besides using hotels or local
caterers?
Press the “B” key or use the remote to create a
blank screen.
16
Activity: Venue Logistics
Time: 10 minutes
Divide participants into groups of two or three.
Direct participants to the worksheet, “Venue
Logistics.”
Explain that there are two venue logistics scenarios
that explain common issues that might arise when
planning an event. Scenario A is an onsite issue
with too many attendees and Scenario B is prior to
an event when the hotel reduces the number of
meeting rooms available.
Assign half of the group Scenario A and the other
half Scenario B.
Have each group read the assigned scenario and
answer the following questions on the worksheet:
 In each scenario, what is the first thing you,
as the event planner to mitigate these
situations?
 What members of your team would you
involve in the problem-solving process?
(continued)
 How would you plan in the future to lessen
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the probability that these situations might
occur again?
Debrief the exercise.
Ask for volunteers to share their responses.
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Press the “B” key or use the remote to reengage the
projector.
Topic: Childcare
Time: 10 minutes
Advance to the slide “Childcare.”
Explain that there are many options for childcare
to ensure it is done in a fiscally responsible way.
For example, YRRP coordinators can collaborate
with outside resources, contract with independent
childcare providers, or contract with the venue.
Incorporating childcare into an SOW and contract
captures the necessary details. Childcare
programming is essential for successful events and
should not be overlooked.
Provide an overview of the resources included in
the Childcare section:
 Childcare FAQs
 Sample Statement of Work for Childcare
 Sample Contract, Includes Childcare
 Youth Events Agenda Template
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Advance to the slide “Childcare Approaches.”
Use the whiteboard or flipchart to record
responses.
Ask:
 How does your program address childcare?
 Who do you use? DoD-certified volunteers,
hotel, childcare providers?
 What other creative solutions have you
found for childcare?
 How do you identify the Subject Matter
Expert to design the children’s
programming?
20
Topic: Communication
Time: 10 minutes
Advance to the slide “Communication.”
Provide an overview of the elements included in
the Communication section:
A. Communication Overview
B. Communication with Service Members,
Families, and Units
C. Communication with Service Providers
Explain that communication is the key to any wellrun event. YRRP event planners must effectively
communicate with individual units, Commands,
outside resources, and service providers. The
teamwork, planning, and preparation required to
host an event is greatly hindered without effective
communication. Much valuable time and energy
might be unnecessarily wasted due to ineffective
communication.
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Advance to the slide “Service Members, Families,
Units.”
Facilitate a discussion about communication
strategies with Service Members, Families, and
units.
Use the whiteboard or flipchart to record
strategies.
Ask:
 How do you communicate before an event to
Service Members and Families?
 Do you provide anything onsite to assist
Service Members and their Families?
 How do you communicate about specific
services and resources?
22
Activity: Sample Brochure Customization
Time: 5 minutes
Project the following document from the
Download All Resources page accessed from the
toolkit menu file:
Section IV: Communication; Element B:
Communication with Service Members, Families,
Units; Resource: Sample Brochure and Postcard
Have participants access the file from their
individual computers.
Explain that the sample brochure and postcard can
be customized by programs for specific events.
Have participants review the brochure and
postcard and identify and record three to five areas
within the materials that they will need to
customize for events.
If time allows, have participants begin customizing
the brochures based on program-specific needs
and event details.
(continued)
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Debrief the exercise.
Ask:
 What are the pros and cons for using
brochures and postcards to communicate
information about events?
Topic: Communication with Service Providers
Time: 5 minutes
Advance to the slide “Communication with Service
Providers.”
Ask:
 How do you communicate effectively with
service providers?

Do you gather them together so they can
communicate with each other as well?
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Topic: Communication with Service Providers
Time: 30 minutes
Advance to the slide “Full Cycle Planning.”
Provide an overview of the elements included in
the Full Cycle Planning section:
A. Full Cycle Overview
B. Pre-Deployment Event
C. During Deployment Event
D. Post-Deployment Event 30- and 60- Day
E. Post-Deployment Event 90-Day
F. Co-Located
G. Optional
Explain that planning for YRRP events is very
similar throughout the deployment cycle, from
pre-deployment through 90 days post-deployment.
However, there are some unique challenges within
each phase.
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Advance to the slide “Pre-Deployment.”
Facilitate a discussion around the unique aspects
of running Pre-Deployment events.
Use the whiteboard or flipchart to record
strategies.
Ask:
 Do you encounter any unique challenges
when planning for a Pre-Deployment event?
 How does the anxiety of the Families over
the impending deployment impact the event
and your planning process?
Prompt:
 Stress-reducing activities
 Address specifics such as mowing the lawn,
shoveling, document locations, and childcare
while the Service Member is on duty
 Activities for children to feel connected while
their parent is away
 Question and Answer session with the unit
Commander to answer appropriate questions
about the upcoming mission
26
Advance to the slide “During Deployment.”
Facilitate a discussion around the unique aspects
of running a During Deployment event.
Explain that During Deployment events can be a
challenge due to low attendance. Mitigating and
addressing Family dispersion, lack of childcare,
disconnect from unit, and other deployment
stressors will help increase turnout and overall
program satisfaction.
Ask:
 Who is responsible for this event?
 In what ways do you encourage attendance?
 What kinds of venues do you use if they are
different from traditional venues?
 How do you market specifically to Family
Members while Service Members are
deployed?
(continued)
27
Prompt:
 Find a Family-friendly venue, such as one
close to water park or play area, or ask for
donated children’s toys from the Veterans
Service Organizations.
 For adults, find a venue with stress relieving
activities, such as a spa, or bring in massage
school students offering free neck and
shoulder massages.
 Incorporate a video teleconference (VTC)
with the deployed unit during the event.
 Market using postcards and social
networking sites promoting the Familyfriendly location and activities.
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Advance to the slide “Post-Deployment.”
Facilitate a discussion around the unique aspects
of running 30- and 60-Day Post-Deployment
events.
Explain that 30- and 60-Day events are similar in
the planning and implementation process to Preand During events, even though they have some
different mandatory requirements.
Ask:
 What is the biggest challenge you deal with
when planning for the 30-Day event?
 How do you deal with Service Member
accountability during the event?
 What are the similarities and major
differences in planning a 60-Day event
versus a 30-Day event?
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Activity: 30-Day Agenda Customization
Time: 10 minutes
Project the following document from the
Download All Resources page accessed from the
toolkit menu file:
Section V: Full Cycle Planning; Element A: Full
Cycle Overview; Resource: Event Standards Matrix
Checklist
Explain that this document, adapted from the
YRRP Policy Document, can be used to create an
agenda. Activities are on the left and event types
are across the top. Mandatory, recommended, and
optional events are noted.
Explain that participants will now customize a 30Day agenda template for their programs.
Have participants access the following document
from the toolkit files on their individual
computers:
V.Full-Cycle-Planning\D.Post-Deployment-Event30-and-60-Day\Event-Template-30-Day-AllGroups-Agenda.xlsx
Have individuals work within the template to
develop their own 30-Day agenda.
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Topic: 90-Day Post-Deployment
Time: 5 minutes
Advance to the slide “90-Day Post-Deployment.”
Explain that the 90-Day event is a Service Memberonly event designed largely around the PostDeployment Health Reassessment (PDHRA).
Planning and implementation of these events
varies widely by State, depending largely on how
much, if any, of the planning and implementation
process the YRRP team has responsibility for. In
some States, the YRRP team never hosts a 90-Day
event, but might help coordinate service providers
and resources. In other States, the YRRP team
might be in charge of all of the event planning and
set-up with implementation duties assigned
elsewhere.
Ask:
 Who in your State is responsible for planning
and executing the 90-Day events?
 What is the role of the YRRP manager/team?
 How do you support the medical team and
vice versa so the PDHRA is accomplished
most effectively during the 90-Day event?
31
Topic: Co-Located Events
Time: 10 minutes
Advance to the slide “Co-Located.”
Explain that a co-located event is defined as an
event where several phases of the deployment
cycle are represented but not combined together
into one entity. For example, one venue and YRRP
team would host a 30-Day event, a 60-Day event,
and a Pre-Deployment event at the same venue,
during the same time period. Explain that this
helps to reduce costs and allows for sharing of
resources and service providers.
Ask:
 How many have hosted a co-located event?
 What are the advantages and disadvantages
to hosting a co-located event?
Prompt:
 More than one event at the same location, at
the same time, sharing venue and service
providers
 Fiscal, staffing, for the Service Members and
Family Members, etc.
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Activity: Co-Located Event Agenda
Time: 15 minutes
Project the following document from the
Download All Resources page accessed from the
toolkit menu file:
Section V: Full Cycle Planning, Element F: Co
Located Event; Resource: 30- and 60-Day Co
Located Event Agenda Template
Have participants access the file from their
individual computers.
Explain that the co-located agenda template is for
an event that includes both a 30- and 60-Day event
in the same location to conserve resources. Units
are in the same room for some topics, regardless of
event type, and separated for others.
Divide participants into groups of three to four
people.
Ask participants to begin designing an agenda that
accomplishes a co-located event, using the agenda
template as guide.
(continued)
33
Debrief the exercise.
Ask for volunteers to share their approach to a colocated event agenda and ask the class to provide
feedback on the approaches shared.
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Topic: Optional Activities
Time: 5 minutes
Advance to the slide “Optional.”
Explain that the Hometown Heroes Salute and the
Freedom Salute are the ANG and ARNG awards
ceremonies. They were both put in place to honor
our nation’s returning Heroes. While the
Hometown Heroes Salute and Freedom Salute are
not required parts of the Yellow Ribbon
Reintegration Program, many teams find it
advantageous to coordinate with the units and
provide space to hold the awards ceremonies
during the YRRP scheduled events.
Ask:
 Do you host Hometown Heroes or Freedom
Salutes at your events?
 If so, how do you coordinate with the units
to get that done effectively?
 If not, why not?
35
Project the following document from the
Download All Resources page accessed from the
toolkit menu file:
Section VI: Wrap Up; Element A: Key Elements;
Resource: Event Planning Highlights
Review the highlights of the Event Planning
toolkit:
 Become familiar with event planning
variables such as unit size, venue availability,
travel considerations, State-specific contracts,
and hotel rooms, as well as how to mitigate
any issues surrounding these variables.
 Use provided contract and Statement of
Work (SOW) samples to enhance event
planning.
 Become familiar with different venue options
and which ones are appropriate for which
occasions.
 Use provided checklists to expedite YRRP
event planning.
 Increase knowledge of options for providing
childcare: provided by hotel, contracted with
individual childcare organization, and
outside collaboration such as youth
programs or volunteers.
(continued)
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 Use provided sample Welcome Packet to
increase Service and Family Member
knowledge of the Yellow Ribbon program
and familiarity with actual events.
 Review each individual event, PreDeployment through 90-Day PostDeployment.
 Make use of agenda samples and templates
to ease event planning through the
deployment cycle.
 Learn about options for co-locating events
and use agendas provided.
 Become familiar with awards ceremonies.
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Debrief the lesson.
Advance to the slide, “Toolkit Objectives.”
Review the Event Planning toolkit objectives:
 Deliver problem-free events
 Reduce wasted time and rework in event
planning
 Establish productive relationships with
sources for venues and other logistics
support
Reiterate that the Event Planning toolkit uses
observed best practices to help YRRP coordinators,
managers, and team members plan and implement
a successful event. Using the toolkit can reduce
preparation time for staff while coordinating the
logistics of choosing a venue, finding childcare,
choosing service providers, and overall planning.
The samples, guides, and checklists provided
throughout the toolkit will assist participants in the
organization and attention to detail that is the
cornerstone of every successful YRRP event.
Close with any additional comments, strategies,
suggestions, and feedback.
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