✓Work with volunteers to co-create event concepts, schedules, and resource needs
✓Plan and coordinate logistics for drives, celebrations, and special sessions
✓Collaborate with the Treasurer to plan and track event budgets
✓Ensure that events are inclusive and encourage participation from all volunteers
✓Gather feedback after events and share learnings with the team
⏰ Event Planning Timeline
8-12 Weeks Before
Vision & Objective Setting
Define the purpose of the event (Reflection / SoUL Day), expected number of kids & schools,
outline budget, and form organizing committees (logistics, cultural, sponsorship, media).
6-8 Weeks Before
Venue & Resource Booking
Book school auditorium / community hall / open ground.
Arrange catering, sound systems, projectors, stage setup, and decorations.
Contact judges, trainers, and workshop facilitators.
4-6 Weeks Before
Invitations & Publicity
Send invitations to schools, NGOs, and local communities.
Design posters, brochures, and digital invites.
Start registrations for competitions, workshops, and performances.
2-4 Weeks Before
Program & Logistics Coordination
Finalize event schedule (dance, song, games, workshops, prize distribution).
Assign volunteers for stage management, hospitality, and technical support.
Confirm judges, guests, and performers.
1 Week Before
Rehearsals & Dry Run
Conduct full-day rehearsal with performers, volunteers, and technical team.
Test audio/visual equipment, finalize seating arrangements, and prepare emergency kits.
Cleanup venue, thank volunteers/judges/partners.
Share highlights on social media & website.
Collect feedback from kids, schools, and parents.
Prepare event report with impact assessment & lessons learned.
📞 Event Coordination Contacts
Need help with event planning? Contact our specialized teams for guidance and support.
🎭
Events Coordinator Team
Specialized support for cultural celebrations, performances, and traditional events
📧 Pooja K V
📧 Abhishek K H
📱 +91-9900398553
📚
Educational Programs
Support for workshops, seminars, and educational outreach activities