Enrichment · Passion Projects

Your club’s event,
approved, staffed and in the black.

Plan the event the way your sponsor will want to see it: approvals, space and capacity, a budget with the net worked out, one name on every job and the posters on time. Afterwards, note the turnout and what to change.

Plan an eventWhat you get

Club events

The worked example is two made-up events: a robotics bake sale nine days out and a game night that ran over the room’s capacity. Plans save on this device only.

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What you get

Enrichment · Passion ProjectsFree

What you finish with
A plan per event with the kind, date, time, place, expected turnout and capacity; seven approvals; budget lines with income, costs and the net; jobs with an owner and status; three promotion steps; actual turnout, thank-yous and notes; flags for approvals open within two weeks, turnout over capacity, a fundraiser that does not make money, budget amounts that are not numbers and jobs without an owner.
Who it is for
Student club officers and members in middle school, high school and college, and the teachers who sponsor clubs.
Format
Browser checklist with a saved plan per event. Prints a plan for the sponsor, all events or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
Free. No account, no sign-in and nothing to install. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Passion Projects space in Caveat Enrichment.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Start a plan three or four weeks out and fill in the basics.
  2. Take the approvals list to your sponsor and work through it.
  3. Add the budget lines; the net is worked out as you type.
  4. Put one name on every job and get the posters up two weeks ahead.
  5. Afterwards, record the turnout, send thank-yous and write what to keep or change.

Plan an event

Making a fundraiser worth it

Where a bake sale breaks evenSell 180 at $2$254Sell 120 at $2$134Sell 60 at $2$14Costs $105.50SalesWhere a bake sale breaks evenSell 180 at $2$254Sell 120 at $2$134Sell 60 at $2$14Costs $105.50Sales
Costs are fixed before the first sale. Work out how many items cover them, then decide whether the event is worth the work.

Food and allergies

Many schools limit food sales during the school day and have rules for homemade food. Where food is allowed, label every item with its ingredients, keep nut-containing items apart, and keep cold items cold. Ask your sponsor what your school allows before anyone bakes.

Money

Club money usually belongs to the school’s activity account, and most schools require two people to count cash and a receipt for every cost. Setting up the cash box or payment app the school’s way is an approval item for a reason.

Sources

  1. Centers for Disease Control and Prevention. Voluntary Guidelines for Managing Food Allergies in Schools and Early Care and Education Programs (2013).
  2. FoodSafety.gov, U.S. Department of Health and Human Services. 4 Steps to Food Safety: clean, separate, cook and chill.
  3. U.S. Department of Agriculture. Smart Snacks in School (fns.usda.gov): standards for foods sold during the school day, including fundraisers.
  4. Project Management Institute. (2021). A Guide to the Project Management Body of Knowledge (7th ed.): owners, schedules and budgets.

The worked example is made up. Your school’s rules on events, food and money come first; this checklist helps you follow them. Plans stay on this device until you print or export them. Support: team@caveatacademic.com.