S O U T H E A S T D I S T R I C T PROGRAMMING TOOLKIT FOR COMMUNITY LEADERS
Supporting South East Rural Communities
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Table of Contents Where Can I Get Help with This Toolkit? ...... 2 Funding Assistance for Programming ...... 2 About the Toolkit ...... 3 How to use ...... 3 4 Easy Steps ...... 4 Pre-Planning ...... 5 Step 1 – Understanding Needs and Determining Priorities ...... 6 Step 2 – Designing Your Sport, Culture or Recreation Program ...... 7 Project/Program Plan Worksheet (Planning Your Program) ...... 8 Budget Template……………………………………………………………………………………………………………………………..9
Step 3 – Delivery of Your Program ...... 10 Welcoming and Inclusive Programs………………………………………………………………………………………………..11
Step 4: Evaluating, Celebrating and Sustaining your Sport, Culture & Recreation Program ...... 12 Program Evaluation Template ...... 14 Example Program Plans ...... 15 Training to Enhance Your Program ...... 18 Policies and Why They Are Needed In Programming for Communities ...... 18 Resources to Support You ...... 19 List of Provincial sport, culture and recreation organizations…………………………………………………………………20
References ...... 23
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Why Is This Toolkit Needed? The purpose of the Programming Toolkit is to provide leaders and volunteers with easy programming tips, tools and templates to plan programs or activities in the community. The number one reason why small towns struggle to host activities for sport, culture and recreation is because there is no one to do the work and/or volunteers have limited time to plan!
This toolkit is designed to provide a snapshot of resources, best practices and templates to make it easier for the volunteer to get a program or event off the ground! It also includes programming ideas.
Don’t know where to start? Grab this toolkit and we’ll make it that much easier for you!
Toolkit Outcomes:
Increase capacity of leaders to plan safe and quality programs and events Community leaders are inspired to plan meaningful activities for all ages and abilities Communities have access to one resource that focuses on a variety of tools, tips and templates to make it easy to offer a program or plan an event.
Where Can I Get Help with This Toolkit? Within Saskatchewan, there is a strong support system to help your community with its sport, culture and recreation plans. Below is the South East District Sport, Culture, & Recreation contact information to assist you with this toolkit.
South East Sport, Culture and Recreation District (www.southeastdistrict.ca) Tara-Leigh Heslip, Community Development Consultant Ph: 306.695.2006 Email: [email protected]
Funding Assistance for Programming There are various funding programs that support sport, culture, and recreation development for communities, such as:
• Saskatchewan Lotteries Community Grant Program – ask your municipality about it • KidSport • Creative Kids • Jumpstart Accessibility Grants • SPRA Grant and Funding Guide
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Visit the South East District’s grant page on our website for more ideas:
www.southeastdistrict.ca
About the Toolkit
How to use The toolkit includes a four-step process to plan an effective sport, culture or recreation program or event in your community. These steps will provide you with a guide that helps you:
• identify and prioritize your community’s needs, • design your specific program/event, • deliver the program/event, • and evaluate success!
As you work through the questions and information provided, it will assist in creating a plan for your program or event.
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4 Easy Steps!
Step 1 - Understanding Needs & Determining Priorities The first step begins by talking with the children and youth, parents, coaches, volunteers, and members of the community. Their input will help to determine the needs and priorities of your community program. Step 1 will help you identify the target audience, community assets and strengths, barriers to participating, program needs or desires and benefits of programs for the people in your community. In this step, you will set your vision, brainstorm program ideas, and prioritize different programs to develop in your community.
Step 2 - Designing Your Sport, Culture & Recreation Program(s) Step 2 helps you plan a successful and meaningful community program. Upon completing the step 2 planning templates, you will have the blueprint needed to complete a successful program – whatever season that may be! This ensures that programs are organized and that they provide opportunities for many participants, young and old, to enjoy.
Step 3 - Delivering Your Community Program(s) Step 3 assists you in the delivery of programs in your community. This step provides guidelines for keeping the community involved and informed, maintaining records of participation, and recognizing and celebrating your success. In this step, consistency and commitment is very important to keep people engaged, participating and having fun.
Step 4 - Evaluating, Celebrating & Sustaining Your Sport, Culture &
Recreation Program(s) Step 4 involves measuring the success of your program and celebrating your community accomplishments. It outlines plans to ensure continued development in sport, culture, and recreation, ways to maintain programs, and methods to nurture activities in your community.
During the evaluation, it is important to involve program participants, including volunteers, clubs/groups, coaches, schools, parents and organizers, as well as those who help out. Planning for the future of the program is also important, including how to continue and sustain the program from year to year and how to secure the necessary funding.
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Pre-Planning
Create a Community Program Grid: take a moment to reflect on your current assets and programs!
Instructions: Complete the Community Programs Grid, listing the programs that have been implemented in the last one-two years.
Codes: Gender: Male (M) Female (F) Male & Female (M/F) Seasons: Fall (F/A) Winter (W) Spring (SP) Summer (SU
Activity Category: Sport (i.e. Recreation (i.e. Culture (i.e. Special Events hockey, intellectual, creative, volleyball) physical activity, traditional) Target Audience: social) Pre-school Learn to Play Storybook and 0-5 years Soccer (M/F) Movement program (M/F) (W) Children Drama & Improv 6-12 years Camp (F)(SU) Youth Example: Hockey 13-19 years M/F FA/W Young Adults Ultimate Frisbee 20-35 years Nights (M/F) Adults Yoga in the Library 36-60 years Elders/Seniors Pickleball Drop-In Stretch Class (F/M) 61+ years (M/F) Family/Community Example: Family Fall Festival Games Night M/F FA/W/S
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Step 1 – Understanding Needs and Determining
Priorities
IDENTIFY YOUR COMMUNITY’S ASSETS AND STRENGTHS
What is available in your community? Talk to schools, youth and community people. Identify what programs are currently provided for all ages.
What types of support do you currently have in your community to help in creating sport, culture or recreation programs? (such as coaches, volunteers, facilities) Examples: certified wrestling coach, track area, artists, library, parks, etc.
IDENTIFYING THE GAPS
Looking at the population of your community, what age or equity group would benefit the most from additional sport, culture or recreation programming? Why?
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Step 2 – Designing Your Sport, Culture or
Recreation Program This next section will assist you to create a plan and budget for your program. The following three (3) templates will help to identify your program goals/outcomes, tasks to be carried out and what resources are needed for the program to happen. Taking time to lay out your ideas on paper will ensure your event or program is a success!
Planning and Evaluation Tool Template
NAME OF PROGRAM (what your program is called): Summer Discovery Camp: morning – drama/improv and afternoon – paddle boarding and hiking. Demonstrated Need (why you are offering this program): Community survey respondents indicated a need for accessible outdoor activities and cultural opportunities during the summer months off from school. There are no other camps offered during the summer in the community. Target Group (who the program is for): Teens ages 12-15 years.
Program Program Inputs Activities/Tasks Outputs Measurement Outcomes (resources needed for (tasks or activities (products Tools (The changes the program to that are to be carried produced from How will we know expected to result happen) out as part of the program we are from the program program) activities – successful? – can relate to expressed in (Methods of knowledge, skills numbers) evaluating or behaviour) program) Teens ages 12-15 • Facility space • Develop local Four (4) weeks of Verbal feedback years have • Instructors partnership instruction from participants decreased • Volunteer with park (camp) Program Survey barriers to time • Apply for participate in • Materials and funding 15 kids per week (Indicator: accessible Equipment • Hire an (60 participants) Participants report outdoor and • Park Space instructor that they feel they cultural activity • Purchase have enhanced during the necessary confidence.) summer months materials Teens gain self- • Provide Number of confidence, ongoing participants who imagination and support to attended cooperation. staff • Evaluation of Teens have access program to physical • Promotion of activity in the program outdoors.
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Project/Program Plan Worksheet (Planning Your Program!)
Program Name (What): Pickleball Program – 8 weeks long
Program Timelines (When): Mondays and Wednesdays (Mondays will include 1-hour instruction with recreational play afterwards) – 6:30-8:30p.m.
Program Location (Where): School Gym
Program Description (How): A local instructor will provide skills training every Monday for the first hour with an hour of play following. Wednesdays are strictly fun play.
Program Sustainability The partnership with the school is important to sustain the program.
Responsible (Who): The recreation board will offer the program. John (instructor) will oversee the opening of the school and closing.
Resources Needed: Pickleball equipment, gymnasium
Finance/Budget: Fees: $25 per person
W5 Components Brainstorm Planning Tool
WHO Who will be involved? Which partners will help us?
WHAT What are the outcomes of the project? What impact are you trying to accomplish? What do you hope to achieve?
WHERE Where will the project take place? Will you need to rent space?
WHEN When will the project take place? Is there a clear start and end date? When does evaluation take place?
HOW How will the project proceed? How will you measure and evaluate the success of the project? How much will it cost?
WHY Why are you doing the project? Is there a need being fulfilled? How were needs defined?
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Budget Template
Identify all possible costs for your program. Then list any revenue (donations, etc.) and determine if a registration fee is required. Participant Fee = Total Costs / Expected Number of Participants Program: ______Date: ______
Estimated Program Budget Template
Revenues:
1. Donations
2. Participant Fees
3. Fundraising
4. Other
TOTAL REVENUE:
Expenditures:
1. Facility
a. Rental
2. Supplies/equipment
3. Leadership Fees
4. Advertising
5. Administrative
a. Stationary/office supplies
b. Other
6. Travel
7. Miscellaneous
TOTAL EXPENDITURES
BALANCE (surplus or deficit)
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Step 3 – Delivery of Your Program Record Keeping
How will you keep records on your sport, culture, or recreation program? (i.e. attendance/participation, code of conduct forms, incident/accident reports)
Recognition and Celebrating Success
TIP: Don’t wait until the end of the program to recognize and celebrate your successes! Little things can be done along the way. Example: “thank you announcements” to recognize participants, and community recognition suppers or events.
TIP: Ideas include certificates or participation/achievements, community recognition night, suppers/feasts, awards programs, etc.
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Consider These Tips to Create Welcoming and Inclusive Programs Physical Inclusion… Can the participant approach, enter, and use a recreation area or facility?
Social inclusion… Is the participant welcomed, appreciated,
and accommodated? Is full participation possible with natural supports? Does the recreation activity… Provide opportunity for joy? Create other positive emotions? Provide an opportunity to use and share strengths?
Engage and challenge the participant? Contribute to the participant’s valued outcomes? Does the participant… Savor the experience? Talk about it? Want
to do it again? Look forward to more? Get fully immersed in the experience? Feel fully focused and mindful of the activity?
Core Values for Recreation Inclusion:
Value ALL people deserve to be treated with #1 positive regard Value ALL people have strengths and #2 weaknesses Value ALL people of ALL abilities have the #3 right to recreate and play wherever they choose
Value Sport, Culture, and Recreation is key to #4 a happy and healthy life
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Step 4: Evaluating, Celebrating and Sustaining your Sport, Culture & Recreation Program Program Success, Challenges, and Reduced Barriers
What key barrier(s) to participation did your program successfully remove? (please fill in the table below by checking only those that you have addressed and briefly describe)
Barrier How/Please Describe