School Event Planning & Evaluation Template 

The Akidamy School – Childcare Event Planning & Evaluation Template

School:   Perth  / Fremantle

Event Name: 

Event Venue/location: (if off-site)

Date & Time: 

Location: 

Event Coordinator: 

Contact Number: 

Purpose & Learning Links

(Why are we running this event? How does it connect to children’s learning, family engagement, and community involvement?)

• Event Purpose:
• EYLF Outcomes Addressed:
  ☐ Outcome 1 – Children have a strong sense of identity
  ☐ Outcome 2 – Children are connected with and contribute to their world
  ☐ Outcome 3 – Children have a strong sense of wellbeing
  ☐ Outcome 4 – Children are confident and involved learners
  ☐ Outcome 5 – Children are effective communicators
• NQS Quality Areas Supported:
  ☐ QA1 – Educational program and practice
  ☐ QA2 – Children’s health and safety
  ☐ QA3 – Physical environment
  ☐ QA4 – Staffing arrangements
  ☐ QA5 – Relationships with children
  ☐ QA6 – Collaborative partnerships with families and communities
  ☐ QA7 – Governance and leadership

Target Audience

☐ Akidamy children enrolled at Perth campus
☐ Akidamy children enrolled at Fremantle campus
☐ Families and carers
☐ Local community members
☐ Educators and staff
☐ Special guests or performers

Event Overview

(Brief description of the event, activities, and experiences planned)

Detailed Schedule

Time	Activity	Responsible Person	Notes

Roles & Responsibilities

Role	Name	Contact	Duties
Event Coordinator
Educator Support
Volunteer
First Aid Officer
Photographer

Risk Assessment Summary

(Attach full risk assessment if required)

• Potential Hazards:
• Control Measures:
• Emergency Procedures:
  ☐ First aid kit available
  ☐ Emergency contacts updated
  ☐ Evacuation plan reviewed

Resources & Materials Needed

☐ Art and craft supplies
☐ Music or sound equipment
☐ Food and beverages (check allergy lists)
☐ Decorations and signage
☐ Tables, chairs, mats
☐ First aid kit
☐ Cleaning supplies

Communication Plan

(How will you inform families, staff, and the community?)
☐ Akidamy newsletter
☐ Email to parents
☐ Campus noticeboard QR Code (Perth/Fremantle)
☐ Social media post
☐ Personal invitations
☐ Local community notice

Budget

Item	Estimated Cost	Actual Cost	Notes

Reflection & Evaluation (Post-Event)

• What went well?
• What could be improved?
• Feedback from children:
• Feedback from families:
• Feedback from staff:

Follow-Up Actions

☐ Share photos with families (with consent)
☐ Send thank-you notes to volunteers and guests
☐ Update service documentation and learning stories
☐ Plan improvements for next event
If you’d like, I can now design this Akidamy School version as a branded, fillable PDF with the Perth and Fremantle campus logos, so it looks professional and ready for immediate use.
Do you want me to prepare that branded PDF version next? That way, it’s polished and reusable for every Ak