Planning a community course - a handy checklist and timetable

Are you intending to engage your community by running a family-strengthening course? Here’s a handy checklist of key elements you will need to arrange – and a rough timeline to follow to ensure your course runs without a hitch.

12 weeks before you run the course
[ ] Book your venue. Get confirmation in writing.
[ ] Start recruiting a team of helpers. Utilise people’s skills – you’ll need to cover publicity, admin, money and hospitality.

10 weeks to go
[ ] If you’re running a Care for the Family course, let us know. Now’s a good time to order publicity material (available for most Care for the Family courses).

9 weeks to go
[ ] If you don’t want to charge for the course, you could ask local businesses for sponsorship to help cover costs.

8 weeks to go
[ ] Run an awareness/taster session so people understand what the course will offer them.
[ ] Review your budget. This will help you determine what you might charge participants. Remember to budget for refreshments for people when they arrive.

7 weeks to go
[ ] Plan your advertising.
[ ] Take the time to go over your costs again, to make sure you have everything covered.

6 weeks to go
[ ] Display posters and advertise. You could use:
    •  a letterbox drop,
    •  local radio/newspaper advertising,
    •  notices in community centres, medical premises, libraries, and so on. Also local shop windows.
[ ] Don’t forget to include contact details and a reply date on your publicity.

4 weeks to go
[ ] Order the course materials you need, e.g. Care for the Family workbooks or parents’ notes. Order some extra copies for people who decide to come at the last minute.
[ ] Call those who have expressed an interest, to encourage them to attend.
[ ] Check your venue. Make sure the correct equipment (including chairs and TV/video/video projector) is available for all sessions.

3 weeks to go
[ ] Contact your sponsors to 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
[ ] Check you have all the necessary equipment available. Make sure you have spare bulbs for any video projector, extension leads, and a projector screen.

1 week to go
[ ] Ring each person to confirm they are still attending and to let them know that you are looking forward to seeing them at the first session.
[ ] If charging parents at the door, don’t forget to have change available.
[ ] Pick up any material the sponsors want you to hand out.

At the first session
[ ] Arrive early to set up. Try to be ready 30 minutes before the start time.
[ ] Check you have the equipment you will need and that it is working.
[ ] Arrange seating informally. Be prepared to form several circles of chairs for discussion groups.

After the course – within 2 weeks
[ ] Send letters to sponsors, thanking them for their support. Give details of numbers and positive feedback received.
[ ] Send details of the course’s success for an article in your local newspaper.
[ ] Send Care for the Family the completed evaluation forms (if it was a Care for the Family course).

Last Updated 03 December 2010