21^st Century Family

About 21^st Century Family

Running a course:

Planner

Taster Evening

Tips for leading groups

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Planning Schedule

The following planning schedule will help you organise your programme and know when to complete necessary tasks. If you follow the schedule, your 21st Century Family course should run smoothly.

Note: Effective planning requires time. The following schedule allows for planning over a 12 week period.

Note: Print this page and tick the box as each task is completed. If the task is not applicable to your programme place a cross through it. Use a pencil to tick or cross boxes. When it is time to run the next programme, you only need to use an eraser, and start again.

12 weeks before commencement
	If you need to hire a hall, approach an appropriate organisation to arrange the booking. Make sure you get the details of the booking in writing. (See the venues section)
	If you are dealing with a school, a church or a community organisation ask them to include 21st Century Family in their yearly programme.
	Ask two or three other couples to join your team to help with the organisation of the programme.
10 weeks to go
	Complete the online form telling Care for the Family of your intention to conduct a 21st Century Family course. For our records tell us your name and home address, your proposed starting, the times, where you will present the programme, and the number of parents you expect to participate.
	You should also order any publicity you may need from the resources section of the website.
9 weeks to go
	Confirm you have another presenter or understudy available to assist you with the programme to allow you time to spend with parents. If the group is going to be larger than 30 parents, you will need other helpers or presenters.
	Approach local business people for sponsorship of the programme. Decide whether or not the programme is to be at no cost to participants or if you will have to ask participants to pay. Your decision will affect the amount of sponsorship you will need.
8 weeks to go
	Don’t forget to budget for refreshments for parents when they arrive.
	Consider running an awareness evening for members of the local community to help them understand what your programme will offer them.
	Review your budget. This will help you determine what you will charge parents.
7 weeks to go
	Plan your advertising.
	Take the time to go over your costs again to make sure you have everything covered. Remember to allow for postage in your budget.
6 weeks to go
	Display posters and advertise. Use a letterbox drop, local radio advertising, newspaper advertising, and notices on community notice boards in community centres, medical premises, libraries and so on. Include a reply date (one month before start date) with your material. Give yourself enough time to order material.
	Encourage people to register for the programme. For parents on low income, encourage them to pay the programme fees over the remaining weeks. Keep a record of payments.
	Secure the services of two or three parents to act as a nucleus for the group, and encourage them to invite other parents to participate
4 weeks to go
	Order the projected number of workbooks from Care for the Family (click here to go to the resources pages). Make sure you order an adequate number as you don’t want to be in short supply once the course begins (if you have too many, these can be used for your next programme). To send extra workbooks for an urgent requirement may incur additional postage costs.
	Call those who have indicated their interest in attending to confirm their booking. Allow for a few late comers when ordering your materials. Remember it’s better to have too much material than not enough.
	Check your venue. Make sure there is appropriate heating or cooling, depending on the season, and that the correct equipment (including chairs and tv/video/video projector) is available for all sessions. If you are not familiar with the venue, ask to see the facilities
3 weeks to go
	Contact your sponsors and tell them the latest news and numbers.
	Ask if they have posters or material they would like you to distribute at the start of the programme.
2 weeks to go
	Confirm you have all necessary equipment available, and be sure you have spare bulbs for the video projector, extension leads of appropriate length, and a projector screen that is in good condition.
1 week to go
	Read over the workbook to make sure you know what will take place and when. Concentrate only on preparing for the first session. Do NOT try to re-familiarise yourself with the whole workbook as this will just become too confusing at this time.
	Ring each parent attending the programme to make sure they are still attending and to let them know that you are looking forward to seeing them on the night.
	If you are going to charge parents on the night, arrange to have a cash tin with a small float in coins available to use as change.
	Pick up any material sponsors are going to provide.
On the evening
	Arrive early to set up, try to be finished 30 minutes before the start time. Have your helpers arrive early as well. Even better, try to have your helpers do the setting up for you as this will reduce the pressure on you!
	Confirm that you have all the equipment you will need and that it is working.
	Encourage parents to help themselves to refreshments as they arrive and again during the session.
	Plan for light refreshments to be served as people arrive for each session, and at the end of the evening to encourage a climate of friendly interchange. Remember it is important to establish a relaxed atmosphere.
	Arrange seating informally, and be prepared to form several small circles of no more than eight chairs per circle for discussion groups.
After the Course - Within 2 weeks
	Send letters to sponsors thanking them for their support. Give details of numbers and positive comments from programme.
	Send details of success for article in local newspaper.
	Send Care for the Family completed Evaluation Forms (See the Evaluation section)

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