Planning Your First Event:

1. Decide on an activity. For a first time event, give yourself at least a month to prepare and collect all necessary paperwork.
2. Send out invitations. You can send a flyer to any schools for the blind in your area and local intermediate units and request they be distributed to eligible students. If your agency has a newsletter, do a write up about your new program and encourage interested families to get in touch with you.
3. As families get in contact to sign up for the event, collect some basic intake information and mail them a paperwork packet to be completed. This packet should include: release form for the current year, student information sheet, health history form, and release to the eye doctor. I also include a return envelope. All release forms must be signed prior to the child’s participating in any Keystone Kids activity.
4. Once you’ve received a completed packet of paperwork, make a file for the child including the student information sheet and a copy of the eye doctor release. Mail the original eye doctor release form along with a cover letter to the eye doctor requesting the most recent eye report. This eye report will also go into the student’s file. The release form and health history form will go into a large envelope that you will have with you at all events.
5. Line up some volunteers to help with the event. In general you should plan to have 1 volunteer for each child who is blind and 1 volunteer for every 2-3 children who have low vision. Suitable volunteers include people who work for an agency for the blind, teachers of the visually impaired, orientation & mobility specialists, vision rehabilitation teachers, high school students, and adults from the community who want to get involved. It is helpful to have at least some volunteers who are experienced in working with individuals who are blind and visually impaired.
6. Collect volunteer applications, signed release forms and background check forms for all volunteers. Run background checks on all applicants and check references.
7. Arrange a brief volunteer orientation. This can be scheduled in advance or else done the day of the event prior to the start time. Go over some basic techniques including human guide and the use of descriptive language. Explain that you will continue to offer support as they work with the children and are available to address any questions or concerns.
8. One week before the event, contact all participants to remind them about the activity, confirm start and finish times and answer any questions they may have about the event.
9. The day of the event, arrive early enough to set up. Enjoy your first Keystone Kids event!