Annual Calendar
State Chair Annual Calendar
Section titled “State Chair Annual Calendar”This calendar provides a month-by-month overview of key activities, deadlines, and priorities for State DAP Chairs. Use it as a planning tool to stay ahead of important dates and ensure nothing falls through the cracks.
Elk Year
The Elk Year runs from April 1 to March 31. Plan your activities around this cycle, and remember that grants do not roll over between years.
April: New Year Kickoff
Section titled “April: New Year Kickoff”Theme: Start strong and set the tone for the year
Key Activities
Section titled “Key Activities”- Review last year’s performance - What worked? What needs improvement?
- Set goals for the new Elk Year - Be specific and measurable
- Connect with new District and Lodge Chairs - Introduce yourself and offer support
- Inventory state DAP equipment - Elroy costumes, tents, trailers, materials
- Plan grant applications - Review available grants and budget for state matches
Deadlines
Section titled “Deadlines”- April 1 - New Elk Year begins
- April 15 - Contest state winner submissions due to National
Communications
Section titled “Communications”- Welcome message to all District and Lodge Chairs
- Reminder about contest submission deadline (if not already submitted)
- State DAP goals and priorities for the year
May: Foundation Building
Section titled “May: Foundation Building”Theme: Build your team and establish communication rhythms
Key Activities
Section titled “Key Activities”- Hold kickoff call or meeting with District Chairs
- Ensure all chairs have CLMS access and understand reporting requirements
- Distribute educational materials to District/Lodge Chairs who need them
- Review state convention plans (if your state holds one)
- Submit grant applications for Elroy costumes, tents, or trailer wraps
Communications
Section titled “Communications”- Introduction of District Chair contacts to Lodge Chairs
- Reminder about CLMS reporting expectations
- Information about material ordering process
June: Mid-Year Planning
Section titled “June: Mid-Year Planning”Theme: Prepare for Grand Lodge Convention and summer activities
Key Activities
Section titled “Key Activities”- Prepare for Grand Lodge Convention (late June/early July)
- Gather activity reports from District Chairs for your state summary
- Plan fall outreach strategy - Which schools/events will you target?
- Identify Red Ribbon Week opportunities in your state
Grand Lodge Convention Prep
Section titled “Grand Lodge Convention Prep”- Register and arrange travel
- Prepare state report/summary for convention
- Review training schedule for DAP sessions
- Plan to attend DAP Open House
Communications
Section titled “Communications”- Convention information and logistics
- Request for activity summaries from District Chairs
July: Convention and Reset
Section titled “July: Convention and Reset”Theme: Learn, network, and re-energize at Grand Lodge Convention
Key Activities
Section titled “Key Activities”- Attend Grand Lodge Convention (typically late June - early July)
- Attend all DAP training sessions and Open House
- Network with other State Chairs - Share ideas and best practices
- Meet with National Directors - Ask questions, get guidance
- Collect new materials and resources from convention
Post-Convention
Section titled “Post-Convention”- Share convention takeaways with your District and Lodge Chairs
- Distribute any new materials or information received
- Update your plans based on what you learned
Communications
Section titled “Communications”- Post-convention summary to all Chairs
- Key announcements and changes from National
- New contest theme and details for upcoming year
August: Back to School
Section titled “August: Back to School”Theme: Launch school outreach season
Key Activities
Section titled “Key Activities”- Kick off school outreach efforts - Encourage Lodge Chairs to contact schools
- Distribute updated materials for the new school year
- Promote contests - Share entry forms and guidelines with Lodge Chairs
- Plan state-level school partnerships if applicable
Communications
Section titled “Communications”- School outreach tips and resources for Lodge Chairs
- Contest promotion materials and talking points
- Red Ribbon Week planning reminder
September: Red Ribbon Prep
Section titled “September: Red Ribbon Prep”Theme: Prepare for Red Ribbon Week and fall activities
Key Activities
Section titled “Key Activities”- Finalize Red Ribbon Week plans for state and support lodge activities
- Distribute Red Ribbon materials to lodges
- Coordinate Elroy appearances and equipment sharing
- Check in with District Chairs on lodge activity levels
Communications
Section titled “Communications”- Red Ribbon Week planning guide and resources
- Coordination for shared equipment (Elroy, tents)
- Lodge activity check-in and support offers
October: Red Ribbon Week
Section titled “October: Red Ribbon Week”Theme: Maximum visibility and community engagement
Key Activities
Section titled “Key Activities”- Support Red Ribbon Week events (last week of October)
- Attend key events in your state
- Document activities with photos and stories for reporting
- Promote media coverage of Red Ribbon events
- Continue contest promotion in schools
Red Ribbon Week (Last Week of October)
Section titled “Red Ribbon Week (Last Week of October)”- Coordinate statewide activities
- Share successes on social media
- Ensure CLMS logging of all activities
Communications
Section titled “Communications”- Daily/regular updates during Red Ribbon Week
- Social media coordination
- Photo and story collection requests
November: Follow-Up and Gratitude
Section titled “November: Follow-Up and Gratitude”Theme: Thank volunteers and maintain momentum
Key Activities
Section titled “Key Activities”- Send thank-you messages to volunteers and partners
- Collect Red Ribbon Week reports from District Chairs
- Review and log all activities in CLMS
- Share success stories with National Directors
- Continue school presentations through fall semester
Communications
Section titled “Communications”- Thank-you messages to all Chairs and volunteers
- Request for Red Ribbon Week summaries and photos
- Success story highlights
December: Year-End Review
Section titled “December: Year-End Review”Theme: Reflect, report, and plan for spring
Key Activities
Section titled “Key Activities”- Complete fall activity reporting in CLMS
- Review year-to-date progress against goals
- Plan spring contest push - How will you increase participation?
- Prepare for state convention if held in winter/spring
Communications
Section titled “Communications”- Year-end summary and progress update
- Holiday greetings and appreciation
- Preview of spring activities
January: Contest Push Begins
Section titled “January: Contest Push Begins”Theme: Maximize contest participation
Key Activities
Section titled “Key Activities”- Launch major contest promotion - Deadline is April 15
- Distribute contest materials to all lodges
- Contact schools directly about contest participation
- Plan state-level judging process and timeline
Communications
Section titled “Communications”- Contest promotion toolkit for Lodge Chairs
- Sample communications for schools
- Timeline for state judging
February: Contest Promotion Peak
Section titled “February: Contest Promotion Peak”Theme: Intensive contest outreach
Key Activities
Section titled “Key Activities”- Follow up with schools on contest participation
- Support Lodge Chairs with contest promotion challenges
- Coordinate state judging committee and criteria
- Plan Camarena Award submissions if applicable
Communications
Section titled “Communications”- Contest deadline reminders
- Success stories from lodges with entries
- Judging process information for District Chairs
March: Final Push and Judging
Section titled “March: Final Push and Judging”Theme: Collect entries and select state winners
Key Activities
Section titled “Key Activities”- Final contest promotion push - Deadline is April 15
- Collect lodge-level winners for state judging
- Conduct state judging and select state winners
- Prepare submissions for National
- Plan for next Elk Year - What will you do differently?
Deadlines
Section titled “Deadlines”- March 31 - Elk Year ends (grants expire)
- Early-Mid March - Collect entries from lodges for state judging
- Late March - Complete state judging, prepare national submissions
Communications
Section titled “Communications”- Final contest deadline reminders
- State judging results
- Year-end wrap-up and thank-you
Quick Reference: Key Deadlines
Section titled “Quick Reference: Key Deadlines”| Deadline | What’s Due | Submit To |
|---|---|---|
| April 15 | State contest winners | National DAP |
| March 31 | Grant expenditures | Must be complete before year-end |
| Quarterly | CLMS activity reports | Logged in system |
| July | Convention attendance | Grand Lodge |
Quarterly Focus Areas
Section titled “Quarterly Focus Areas”| Quarter | Primary Focus |
|---|---|
| Q1 (Apr-Jun) | New year setup, goal setting, grant planning, convention prep |
| Q2 (Jul-Sep) | Convention, back-to-school outreach, Red Ribbon prep |
| Q3 (Oct-Dec) | Red Ribbon Week, fall activities, year-end review |
| Q4 (Jan-Mar) | Contest promotion and judging, year-end reporting |
Monthly Communication Template
Section titled “Monthly Communication Template”Send a brief update to your District and Lodge Chairs each month:
- What’s happening this month (events, deadlines)
- What to focus on (key activities)
- Resources available (materials, support)
- Recognition (highlight a successful lodge or volunteer)
- Looking ahead (what’s coming next month)
Consistency Matters
Regular, predictable communication builds trust and keeps your team engaged. Even a brief monthly email is better than sporadic long messages.
Downloadable Planning Tools
Section titled “Downloadable Planning Tools”Consider creating:
- A shared calendar (Google Calendar, Outlook) with all key dates
- A simple spreadsheet tracking lodge activity by month
- A checklist version of this calendar for personal tracking
Plan Ahead, Execute Consistently
The most effective State Chairs stay one month ahead in their planning. Use this calendar to anticipate what’s coming and prepare your team before deadlines arrive.