Event Planning Guide

Planning DAP Events

Community events are where DAP comes alive. Whether you’re setting up a booth at a health fair, organizing Red Ribbon Week activities, or hosting a community awareness night, this guide will help you plan and execute successful events.

Types of DAP Events

Event Type	Best For	Typical Reach	Effort Level
Health Fair Booth	Community visibility, material distribution	100-500	Low-Medium
Red Ribbon Week	School engagement, high visibility	200-2000+	Medium-High
School Assembly	Focused education, student impact	50-500	Medium
Community Awareness Night	In-depth education, parent engagement	25-100	Medium-High
Parade/Festival Booth	Broad visibility, family engagement	200-1000+	Medium
Sports Event Presence	Youth engagement, community ties	100-500	Low

Red Ribbon Week (Last Week of October)

Red Ribbon Week is the premier drug prevention awareness event of the year. It commemorates DEA Agent Enrique “Kiki” Camarena and is celebrated nationwide.

Planning Timeline

When	What to Do
August	Contact schools about participation
Early September	Confirm events, order materials
Late September	Finalize schedules, recruit volunteers
Early October	Distribute materials to schools/partners
Week Before	Confirm all details, prep materials
Red Ribbon Week	Execute events, document everything
Week After	Thank partners, log in CLMS

Activity Ideas

For Schools:

Red ribbon distribution (tie on fences, wear as bracelets)
Classroom presentations
Poster/banner decorating contests
“Dress Red” days
Morning announcement facts
Essay or art contests

For Community:

Booth at community center or library
Red ribbon distribution at local businesses
Social media awareness campaign
Local proclamation from mayor/officials
Tie red ribbons on community landmarks

Materials Needed

Red ribbons (order through State Chair or purchase locally)
DAP brochures appropriate for audience
Activity books/coloring pages for younger children
Pencils, stickers, or small giveaways
Banner or signage identifying Elks DAP
Sign-in sheet for tracking reach

Order Early

Request Red Ribbon materials from your State Chair by early September. Popular items run out quickly!

Health Fairs & Community Festivals

Finding Opportunities

Look for:

Community health fairs (often spring and fall)
Back-to-school events
County/state fairs
Local festivals and celebrations
Farmer’s markets
Library events
Church community days

Booth Setup Checklist

Equipment:

Table (usually provided, confirm)
Chairs for volunteers
Tablecloth (DAP-branded if available)
Banner or sign
Tent/canopy if outdoors (check if allowed)

Materials:

Age-appropriate brochures
Activity books and coloring pages
Pencils, stickers, giveaways
Contest entry forms (if in season)
Sign-in sheet or contact cards

Documentation:

Camera/phone for photos
Tally counter or tracking sheet
Volunteer sign-in for hours

Booth Best Practices

Do:

Stand in front of the table, not behind it
Greet people warmly as they walk by
Have activities for kids (coloring, stickers)
Ask “Do you have kids?” to start conversation
Offer materials without being pushy

Don’t:

Sit behind the table looking at your phone
Wait for people to approach you
Overwhelm visitors with too much information
Leave the booth unattended

School Assemblies & Presentations

See the Presentation Guide for detailed guidance on delivering presentations.

Quick Planning Checklist

Confirm date, time, location with school
Clarify audience size and grade levels
Ask about AV equipment availability
Confirm school’s photo policy
Prepare age-appropriate materials
Bring enough handouts for all students
Arrive 15-20 minutes early

Community Awareness Events

Types of Awareness Events

Parent Information Night

Partner with school PTA/PTO
Focus on current drug trends and warning signs
Provide resources for talking to kids
60-90 minutes with Q&A

Community Forum

Partner with local officials, law enforcement, health professionals
Panel discussion format
Address community-specific concerns
Promote through local media

Lodge Open House

Invite community to learn about DAP
Display materials and resources
Have volunteers share experiences
Light refreshments

Planning a Community Event

8 Weeks Before:

Define event purpose and target audience
Secure venue (lodge, school, community center)
Identify speakers or presenters
Set date and time

6 Weeks Before:

Create promotional materials
Begin outreach (schools, social media, local media)
Confirm speakers
Plan refreshments if applicable

4 Weeks Before:

Intensify promotion
Confirm all logistics (AV, seating, parking)
Prepare materials and handouts
Recruit volunteers

2 Weeks Before:

Final promotion push
Confirm all participants
Prepare sign-in sheets
Brief volunteers on roles

Day Before:

Confirm venue access and setup time
Gather all materials
Test any AV equipment
Send reminder to volunteers

Day Of:

Arrive early for setup
Welcome and sign in attendees
Take photos (with permission)
Collect feedback if applicable

Week After:

Send thank-you notes to speakers and partners
Log event in CLMS
Share photos and success story
Note lessons learned for future events

Working with Elroy

If your state has an Elroy costume available, it’s a powerful engagement tool for events.

Requesting Elroy

Contact your State Chair to check availability
Request well in advance (popular during Red Ribbon Week)
Arrange pickup/delivery logistics
Confirm return date and condition expectations

Elroy Best Practices

Volunteer Requirements:

Elroy performer should be physically able to wear costume (it’s hot!)
Have a “handler” to guide Elroy and manage interactions
Plan for breaks every 20-30 minutes
Have water available for performer

At Events:

Elroy draws attention - have materials ready to distribute
Take lots of photos (great for publicity)
Keep interactions brief and positive
Elroy doesn’t speak - handler can answer questions
Be mindful of very young children who may be scared

Safety First

Elroy costumes limit visibility. Always have a handler guiding Elroy, and avoid crowded areas where falls could occur.

Event Promotion

Ways to Promote

Channel	Best For	Tips
School newsletters	Parent engagement	Submit 2-3 weeks early
Social media	Broad reach	Use photos, tag partners
Local newspaper	Community awareness	Send press release
Lodge newsletter	Member participation	Include volunteer ask
Flyers	Local visibility	Post at library, businesses
Partner networks	Extended reach	Ask partners to share

🎗️ Join us for Red Ribbon Week! [Lodge Name] Elks will be at [Location] on [Date] from [Time] to share drug awareness resources with families. Stop by for free materials and say hi to Elroy the Elk! #RedRibbonWeek #ElksDAP #DrugFreeKids

Press Release Template

FOR IMMEDIATE RELEASE

[Lodge Name] Elks Lodge Hosts Drug Awareness Event

[City, State] – [Lodge Name] Elks Lodge #[Number] invites the community
to [Event Name] on [Date] at [Location] from [Time].

The event, part of the Elks Drug Awareness Program, will feature
[brief description of activities]. Free educational materials will
be available for families.

"[Quote from Lodge Chair about why this matters]," said [Name],
Drug Awareness Chair for [Lodge Name] Elks Lodge.

The Elks Drug Awareness Program has provided free drug prevention
education to millions of young people since 1983.

For more information, contact [Name] at [Phone/Email].

###

Volunteer Coordination

Recruiting Volunteers

Ask lodge members to help with:

Setting up and tearing down
Staffing the booth (2-hour shifts work well)
Distributing materials
Wearing the Elroy costume
Taking photos
Greeting and engaging visitors

Volunteer Schedule Template

Time	Volunteer 1	Volunteer 2	Notes
9:00-10:00	[Name]	[Name]	Setup
10:00-12:00	[Name]	[Name]	Booth staffing
12:00-2:00	[Name]	[Name]	Booth staffing
2:00-3:00	[Name]	[Name]	Teardown

Briefing Volunteers

Before the event, share:

Event purpose and goals
What materials to hand out to whom
Key talking points about DAP
How to track attendance/materials
Emergency contact information
Photo policy

After the Event

Immediate Follow-Up (Within 48 Hours)

Thank volunteers personally
Send thank-you to venue/partners
Download and organize photos
Note attendance and materials distributed
Capture lessons learned while fresh

Documentation (Within 1 Week)

Log event in CLMS with all details
Share photos on social media (with permissions)
Send photos/summary to State Chair
Update your event tracking records
Follow up with any contacts made

Reflection Questions

What went well?
What would you do differently?
Did you reach your target audience?
Were there enough volunteers?
Were materials appropriate?
Any new partnerships or opportunities?

Event Planning Quick Reference

Universal Checklist

Start Small, Build Up

Your first event doesn’t need to be elaborate. A simple booth at a community fair is a great starting point. As you gain experience, you can take on larger events with confidence.