Results Statement: This system will ensure all Parents’ Night Out events are organized and promoted efficiently to have a sold out event. If this system is followed, we will maximize each Parents’ Night Out event. In addition, parents will feel safe and secure about allowing us to care for their children at all times. This is both a revenue-generating and lead-generating event. 

 

 

Date: Any Friday or Saturday night may be selected, but the following ones have proven to have success with easy registrations: 

  • The closest Friday or Saturday evening to Valentine’s Day from 6-11 p.m. 
  • St. Patrick’s Day (if it falls on a weekend) 

 

Cost: $35 for the first child, $20 for the second child, $10 for the third child and on. Members and military receive $5 off their total. Early Bird receives an additional $10 off their total. Early Bird rates end 30-45 days prior to the event. 

 

Marketing: 

  1. Create a Facebook Event 6-8 weeks out.
  2. Put on our website to be able to purchase 6-8 weeks out.
  3. Put on our website calendar 6-8 weeks out.
  4. Create a flyer for the event to be used for our Facebook posts, front door sign, bathroom stalls, and table tents 6-8 weeks out.
  5. Post on our external Facebook page at least once a week starting 6-8 weeks out.
  6. Post on our internal Facebook page, Twister Nation and Daytime Playtime, at least once a week starting 6-8 weeks out.
  7. Post on other community pages (Whiteman Community Chat, Whiteman Wives, Review the Burg, The Burg Review, etc.) once a month until the event.
  8. Post on our Instagram Story at least once a week starting 6 weeks out.
  9. Put the flyer in the front door sign, bathroom stalls, and table tents 4 weeks out.
  10. Put it on the Marqui outside 4-6 weeks out.
  11. Put in our Weekly Email every other week starting 6-8 weeks out.
  12. Send a Marketing Email 4 weeks out.

Projected Attendance Goal: 40 children over one year old, 1-6 children from ages 6 weeks to one year old (preferably siblings of the older children or related to our all-star athletes). 

Staffing: Depending on ages registered, 2-3 adult staff over 18, and 2 junior coaches. One staff member should be a shift lead or manager with extended management training skills. 

Waivers & Emergency Contact: All registrations should be printed or downloaded via PDF. When the parent drops off the children, confirm the following: 

  • No new additional dietary restrictions, medications or anything else we need to know to keep your child safe. 
  • Emergency contact number and back-up phone number is accurate and parent will be able to answer one of those numbers if needed. 
  • Parent dropping off will be the one picking up (unless otherwise notified upon drop off). 

Emergency Procedures: It is the responsibility of the shift lead to brief all staff members upon arrival (at least 30 minutes prior to the start of the event) on all safety procedures, the ages of the children, any circumstances they should know about in advance and the delegations and duties of each staff member. The shift lead should ensure the emergency phone numbers for owners and facility managers as well as back-up staffing is accurate and available by the gym phone in the event of an emergency. 

Events & Games: 

  1. Open Play will be available throughout the night from 6-9:30 p.m. 
  2. Cha Cha Slide at 6:45 p.m. b. Cupid Shuffle at 7:10 p.m. c. Limbo 7:20 p.m. d. Dodgeball at 7:50 p.m. e. Minute to Win it games at 8:30 p.m. 2. Bring out pizza and lemonade at 7 p.m. 
  3. Pay attention to the registration forms for any dietary restrictions or participants 

who need to eat their own meals. b. Anyone under 5 should eat at staggered times with a staff member present to 

assist with food and clean-up. 3. Craft option at 8 p.m. 

  1. The craft will change per the age groups present at the event. These should be 

easy-to-make and easy-to-clean up crafts that do not require a smock. b. A junior staff member should be able to assist with all crafts. 4. Start a movie at 9 p.m. 

  1. The movie will be pre-approved by management and will be projected on the 

wall. b. The movie should be used with a projector and DVD player as WiFi is not stable 

enough to play the movie. 5. After 9 p.m.: The older kids can still play, younger kids try to get to watch the movie. Use 

lobby seating, mats, blankets, etc. to make them comfortable. 

  1. At least one staff member should be on the floor per every 10-12 school-aged 

children who are not participating in the movie. 

Clean Up: After 9 p.m. junior staff should begin picking up, stacking mats and wiping down tables as much as possible. As children are picked up, the adult staff can assist in accordance with all closing systems. 

Sign Out: Parents must sign their children out with the shift lead/manager on duty. This will ensure we have security with all parents and children. 

After Action: An after-action report will be written the following business day – to be completed by the shift lead/manager on duty. The report should be linked in the corresponding Trello card and archived for future use.Â