SCAN’s 10th Anniversary Celebration Playbook A Decade of Advocacy, A Future of Change for Kids

WHY

To honor a decade of advocacy, Save the Children Action Network (SCAN) is recognizing volunteers’ invaluable efforts to protect kids’ rights and well-being. During this 10th anniversary event, we’ll build community among volunteers, supporters and key stakeholders while raising essential funds to support SCAN’s mission. As we celebrate together, we’ll reflect on our shared achievements and inspire even more commitment to our cause!

10 YEARS OF IMPACT

SCAN has spent a decade advocating for children’s rights. From grassroots mobilization to national policy influence, we've become a powerful voice for kids – thanks to the dedication of our volunteers and supporters.

To learn more about our history, check out the timeline!

OVERVIEW

This Celebration Playbook will help you plan and execute an exciting 10th Anniversary event! Whether you're hosting a small gathering or a larger party, this playbook provides step-by-step instructions, templates and tips to ensure your event is a success. From planning to post-event follow-up, you’ll find everything you need to celebrate SCAN’s legacy and future.

STEP 1: PLANNING YOUR EVENT

Timeline: Use our suggested timeline to plan for a smooth and memorable celebration. The following pages outline a comprehensive 2-month checklist.
Budgeting: Building a budget is essential. Set up a meeting with your SCAN staff members to see how we can financially support your celebration!
Venue Selection: For in-person events, selecting the right venue is key. This guide includes advice on choosing one that aligns with your event’s goals and audience.
Guest List: Deciding who to invite and managing RSVPs can be challenging. Here, you’ll find tips and tools for creating a guest list and tracking responses.
In-Kind Donations: If you're planning to raffle off experiences and gifts or need a restaurant to donate food, start by creating a list of local businesses that may be interested in supporting your cause.

STEP 2: SET YOUR PROGRAM AND AGENDA

Sample Agenda: Use our templates for your event schedule to help you structure the day’s activities. Here is a template for a 2-hour event, and here is a template for a 90-minute event.

Activity Ideas: Check out our suggestions on how to make your celebration meaningful!

CELEBRATING OUR VOLUNTEERS:

3-minute Volunteer Video (SCAN will share this with you)
SCAN Impact Presentation: A 15-minute presentation by SCAN leadership highlighting key achievements, milestones and the impact of our advocacy efforts with data, stories and visuals.
Volunteer Changemakers: Select volunteers spend 15 minutes sharing brief reflections on their experiences with SCAN. Alternatively, the host shares impactful quotes or testimonials from volunteers who couldn’t attend.
Recognition Ceremony: 10-minute Presentation of awards or certificates to volunteers, including special recognitions for long-term service, outstanding contributions or innovative volunteer initiatives:
Fillable award Template
Community Impact Award
Most Dedicated Volunteer Award
Rising Star Award
Interactive Activity or Group Reflection: A 15-minute group activity where volunteers share their favorite memories or accomplishments, or a guided reflection session to discuss the impact of their work.
Special Guest Speaker: A 10-minute speech by a community leader or beneficiary of SCAN’s work, expressing gratitude for volunteers' efforts.

FUNDRAISING FUN:

Silent Auction or Raffle: Include unique experiences – like dinner at a local restaurant or lunch at a popular coffee shop – as well as children’s books, kids’ artwork or themed gift baskets.
Pledge Drive or Live Fundraising Appeal: Lead a live fundraising appeal encouraging guests to pledge donations. Consider testimonials, videos or a matching gift challenge to boost contributions.
Giving Tree: Track fundraising progress with a “Giving Tree.” Each leaf or ornament represents a specific donation amount or action – when guests pick one, they commit to doing it!
"Pay to Play" Games: Set up fun, light-hearted games and activities that guests can pay to participate in, like a photo booth, dart throw or trivia. Winners receive small prizes or recognition, encouraging casual donations.
Reverse Raffle: Sell raffle tickets that are drawn and eliminated throughout the event. The last ticket standing wins a grand prize!
Pledge-a-Thon: Guests pledge donations for every milestone achieved during the event, such as a certain number of volunteer hours completed, steps walked or challenges met.
Special Guest Cameo or Performance: Partner with a local performer to offer a personalized video message, short performance or exclusive experience as a high-value auction item or prize – for schools, think the mascot or principal!
Balloon Pop Fundraiser: Fill balloons with slips of paper, some containing prizes like gift cards or event tickets. Guests pay to pop a balloon and claim the prize inside.

STEP 3: LOGISTICS

Tech Setup: Do you need a microphone? A screen to share the volunteer video? Or speakers to play SCAN’s Spotify playlist? Be sure to rent or request these from the venue before your event.
Food and Drink: Good food means good energy. Remember to account for food allergies or dietary restrictions. If you’re bringing a cake or cupcakes, use our 10-year candle toppers!
Photo Waiver: Whether you’re taking photos yourself or hiring a photographer, bring waivers in English and/or Spanish – especially for new volunteers or community members. Link the waivers in your invitation and provide them in person for attendees who don’t RSVP online.

STEP 4: FOLLOWING UP IS AS CRUCIAL AS PLANNING

Thank You Messages: Use our templates to thank and build relationships with attendees, volunteers and sponsors.
Post-Event Report: Don’t forget to document your event’s success! Share it with SCAN staff members during your next check-in or write a short summary.
Photo Sharing: Upload your best photos to this drop box to spread the news about your celebration! The information you’ll need to identify them will populate automatically. Feel free to share on social media with the hashtags #SCAN10YEARS and #InvestInKids.

2-MONTH EVENT PLANNING CHECKLIST

6-8 WEEKS BEFORE THE EVENT

Define Event Goals: Clarify the purpose and objectives of your celebration. Do you want to recognize core volunteers, fundraise for SCAN and/or engage the community?
Form a Planning Committee: Assemble a team of volunteers and staff to oversee different aspects of the event.
Set a Date and Time: Confirm the event date and time, considering the availability of key participants and your target audience.
Create a Budget: Outline your budget, identifying key expenses such as venue, catering, tech setup and materials. Then, hold a meeting with your SCAN staff member to discuss financial support.
Identify a Venue: Research and book a suitable venue that aligns with your event’s goals and audience size. Consider private homes, parks, co-working spaces, local sports venues or community spaces. Local businesses may offer free space in exchange for exposure, too!
Draft Initial Guest List: Draft a guest list including key stakeholders, volunteers and community partners.
Begin Outreach for Key Speakers and Entertainment: Reach out to potential speakers, emcees and entertainers.
In-Kind Donations: Contact potential restaurants, shops, artists and more to ask for donated experiences, gifts or food.

6 WEEKS BEFORE THE EVENT

Send a Save-the-Date: Send save-the-date notifications so key guests can mark the event on their calendars.
Finalize Venue and Contracts: Secure the venue and finalize any necessary contracts or agreements.
Design and Order Invitations: Design digital and/or hard copy invitations, ensuring they align with your event’s theme.
Develop Event Agenda: Draft a detailed agenda for the event, including the order of activities, speakers and special presentations.
Start a Promotional Campaign: Launch the promotion of your event in social media posts, email newsletters, fliers and more.
Organize Logistics: Arrange transportation, parking, necessary accommodations and equipment rentals.
Plan Food and Drinks: If applicable, begin planning food and drink options according to the preferences and dietary needs of your guests.

4 WEEKS BEFORE THE EVENT

Send Invitations: Send out the official invitation with all necessary details and RSVP instructions.
Confirm Speakers and Entertainment: Follow up with confirmed speakers and entertainers to ensure they’re prepared and have all the necessary information.
Start RSVP Tracking: Begin tracking RSVPs to gauge attendance and make adjustments.
Finalize Decorations and Supplies: Create decorations, signage and supplies.
Finalize Agenda: Finalize the event agenda, making any necessary changes based on feedback or new developments.

2 WEEKS BEFORE THE EVENT

Confirm Attendance and RSVPs: Follow up with guests who haven’t responded to the invitation and confirm attendance numbers. Childcare stipends will be provided.
Run Through the Agenda: Conduct a run-through of the agenda with your planning committee and key participants.
Confirm Arrangements: Double-check all logistical arrangements, including venue setup, food pick up, tech setup and transportation.
Prepare Volunteer Team: Brief volunteers on their roles and responsibilities during the event, ensuring they’re ready to assist as needed.
Finalize Promotional Push: Make a final marketing push through social media, email and other channels to maximize event awareness and attendance.

1 WEEK BEFORE THE EVENT

Finalize Guest List: Finalize the guest list and adjust event setup based on attendance numbers.
Prepare Day-of Checklist: Create a checklist of all tasks that need to be completed on the day of the event.
Assemble Event Materials: Gather all event materials, including name tags, photo booth supplies, SCAN swag, signage and any other printed materials.
Distribute Final Instructions: Send final instructions and reminders to volunteers, speakers and key participants.

DAY BEFORE THE EVENT

Venue Setup: Begin setting up the venue with decorations, signage, seating and tech equipment if possible.
Final Confirmations: Confirm final arrangements with speakers and volunteers.
Rehearse and Relax: Conduct one last rehearsal, then take some time to relax!

DAY OF THE EVENT

Final Walkthrough: Arrive early to do a final walkthrough of the venue and ensure everything is in place.
Coordinate Volunteers: Brief volunteers on any last-minute changes and ensure they’re stationed where needed.
Manage the Event: Oversee the event to ensure everything runs smoothly, resolving any issues as they arise.
Engage with Guests: Interact with guests, ensuring they feel welcome and appreciated.
Enjoy the Celebration: Enjoy the event and celebrate your community’s incredible accomplishments!

DAY AFTER THE EVENT

Thank You Messages: Use our templates to thank and build relationships with attendees, volunteers and sponsors.
Post-Event Report: Don’t forget to document your event’s success! Share it with your SCAN staff members during your next check-in or write a short summary.
Content Sharing: Check out our instructions for sharing photos and videos from your event.

RESOURCES AND TEMPLATES

Downloadable Templates: Editable templates for invitations, agendas, certificates and more to help you customize event materials.

CONTACT LIST

For additional support or questions, contact:

SCAN’s 10th Anniversary Celebration Playbook A Decade of Advocacy, A Future of Change for Kids

WHY

10 YEARS OF IMPACT

OVERVIEW

STEP 1: PLANNING YOUR EVENT

STEP 2: SET YOUR PROGRAM AND AGENDA

CELEBRATING OUR VOLUNTEERS:

FUNDRAISING FUN:

STEP 3: LOGISTICS

STEP 4: FOLLOWING UP IS AS CRUCIAL AS PLANNING

2-MONTH EVENT PLANNING CHECKLIST

6-8 WEEKS BEFORE THE EVENT

6 WEEKS BEFORE THE EVENT

4 WEEKS BEFORE THE EVENT

2 WEEKS BEFORE THE EVENT

1 WEEK BEFORE THE EVENT

DAY BEFORE THE EVENT

DAY OF THE EVENT

DAY AFTER THE EVENT

RESOURCES AND TEMPLATES

CONTACT LIST

WASHINGTON

WEST VIRGINIA

COLORADO

NEW MEXICO

IOWA

LOUISIANA

ILLINOIS

KENTUCKY

TENNESSEE

NEW HAMPSHIRE

VIRGINIA

SOUTH CAROLINA

ALL OTHER STATE SUPPORT