Event Proposals | Irish Cultural Center and McClelland Library

Event, Program, and Class Proposals

Do you have an idea for an event, program, or class to be held at the Irish Cultural Center and McClelland Library? Is there something you have always wanted to see in our schedule? Below you will find the instructions for submitting your idea for consideration, and the process for arranging events, programs, and classes here at the Center.

The Irish Cultural Center and McClelland Library are always looking for new ideas and volunteers to help us maintain and support our many offerings. Ideas submitted through this process will follow our internal event, programming, and class approval process. While we may not be able to accommodate every idea submitted, all ideas will be considered. Events, programs, and classes put on by our organization must fit our Mission, work with our current schedule of events and staffing load, and be logistically and financially feasible for our organization.

The ICLF Event Budget form and Planning Form are required for all events and are reviewed weekly at staff Operations meetings.

Event, Program, and Class Proposal Process:

STEP 1:

The first step is to fill out the Event Request Form linked in the button below. After submitting your form, you will hear back from area appropriate staff on the status of your event approval. The staff member will then help guide you through the next 3 steps.

Event Request Form

STEP 2:

Once an event, program, or class is approved leadership roles in the event management need to be assigned. Each activity need an Event Coordinator, Staff Liaison, Board Liaison, and Volunteer Coordinator. Details on the required roles can be found below.

Required Event Roles

STEP 3:

After the event is approved, the event coordinator will be sent the official budget form to fill out. All events with budgets over $1000, and/or events not already accounted for in the approved annual budget, must be approved by the ICLF finance committee. Click below.

FORM BELOW

Event Budget Form 2022

STEP 4:

After the budget is approved, the event coordinator and their team will use the Event Planning Checklist to make sure all details are planned and report event status and needs to the Staff Liaison and ICLF Event Committee.

Event Planning Form 2022

Suggested Schedule for Steps

We understand that sometimes opportunities appear when least expected and are happy to work with time constraints on select occasions. However, for everything that can be planned in advance here is our Suggested Schedule:

Step 1: Ideally completed 12 – 9 months in advance to ensure promotion is included in season brochure.

Step 2: Should be completed before Step 3.

Step 3: Ideally completed 6 months in advance so pricing details can be included in marketing materials.

Step 4: Ideally all major logistics are finalized 1 month in advance to allow for proper scheduling of staff and volunteers.