Everything You Need
to Plan Your Own Event (cont.)

Classroom time can consist of activities grandparents and grandchildren do together. Grandparents can also look at their grandchild's work, their grandchild can read them a story, or the grandchild can run a demonstration on the computer. For the high school level, students can go to their regular classes and grandparents can choose the classes they want to sit in on. Make sure you have enough chairs in each classroom (bring in folding chairs to supplement), but don't crowd the room with too many chairs (grandparents can sit on chairs while students sit on the floor).

To encourage and support intergenerational bonds, one idea is to supply grandparents with a fun "homework" sheet. It can include some of the activities from the Activities You Can Do part of this kit that grandparents can do with their grandchildren when they get home. At the bottom of the sheet, you can recommend some of the grandparenting books suggested in the resource listing at the end of this kit, and suggest www.somethingtoremembermeby.org as an Internet resource (new activity ideas and information are continuously being added).

Again, some grandparents will have more than one grandchild attending the school. Give them the freedom to choose how they will spend their time (as discussed above). Also, if grandparents came last year and don't want to take part in a school tour, for example, have another option available to them during that time period (e.g. displays in the halls and gym).

As part of your planning process, do a walk-through and look at the school through the eyes of an older visitor. Design your program so that not too much walking is involved, stair climbing is minimal, and ensure that washrooms are clearly marked.

Plan to have lots of escorts available to help traffic flow through the school. Escorts can be parent volunteers or students from higher grades. They should wear big, bright badges so that grandparents know who to ask for help if they're lost.

It's also a nice idea to arrange for parents or older students to take photographs during the event. Have several cameras in action and make sure you have lots of film on hand! Photographs are a wonderful keepsake and can be added to your school website. Some schools offer "grandparent/grandchild portraits" for a nominal charge or a donation. You can use a Polaroid camera, or send the photos with a thank you note later. Assign older student reporters to do "on the street" interviews with grandparents and collect quotes. This information can be included in a report on the event.

Many schools prefer an afternoon event because students, who will be excited and tired, can leave at the end of the event. Or, if it's a morning event, some schools end the school day at noon. If a parent signs a special release form, children can go home with grandparents at the end of the event. Or, if it's a morning event with school continued in the afternoon, grandparents might be allowed to take grandchildren out for lunch and bring them back for afternoon classes.

Even if your plan is "perfect," expect problems. They are inevitable. Some children will get rambunctious. Some grandparents may get grumpy, frustrated, or even bored. Problems will pop up that you don't anticipate. But I guarantee that, in the end, the positives of your event will far outweigh any negatives.

Food

Let's be honest: you're never too old or too young for food. EVERYONE loves food! You can start or end your Grandparents Day event with food. The food can be light refreshments or a meal. Whatever form it takes, some food is a good idea.

Food can be served in the cafeteria, gym, staff lounge, or outside if the weather is nice. It very much depends on the facilities you have available.

If you're just offering light refreshments, they can be made available in individual classrooms (e.g. cookies and juice) or in the gym (e.g. a table set up with coffee, tea, juice, cookies, cakes, muffins, etc.). Often parents will help out by donating baking.

Some schools involve students in preparing refreshments. For example, as a cooking project, one class made blueberry muffins to serve their grandparents. Another class made bagel faces with raisin eyes, red licorice mouths, and pretzel sticks for hair.

If you're doing a meal, it's usually a lunch, although some schools do a breakfast or brunch. If your school already has a hot lunch program, grandparents can share in it. Or you can arrange for hot food at tables in the gym or in the staff lounge. Parent volunteers can help supply this food. Some schools charge grandparents a nominal amount ($2-$4) for lunch. If you can't handle everyone at once, have two or three different lunch periods. Whatever you do, serve food efficiently so that grandparents don't have to wait too long in line.

If you're doing a meal for everyone at tables in the gym or outdoors, have teachers or parent volunteers on hand to help supervise children. They can get overexcited and some grandparents may feel overwhelmed.

To make things easier, grandparents and grandchildren can munch on bag lunches in individual classrooms. At some schools, parents supply bag lunches for both grandparent and child. You can also get bag or box lunches catered (again charging grandparents a nominal amount) -- sandwich, fruit, potato chips, cookies, and juice.

Some schools feed grandparents separately from grandchildren. But it's my experience that half the fun is grandparents and grandchildren eating together. If you have to make a choice, go for simple and together rather than fancy and apart.

Make sure you allow for any dietary restrictions noted in RSVPs.

Have plenty of supplies like cups, plates, and napkins on hand. If you're doing a full meal, you'll need a set-up crew, servers, and a clean-up crew.

Decorations & Displays

Make your school festive with decorations, artwork and other displays in the halls, classrooms, and gym. Having displays available also gives grandparents something to do if they're waiting, or if they choose not to take part in a portion of the program.

Displays of student schoolwork are important because grandparents are interested in what their grandchildren are doing and learning. Children also love showing and explaining their work to grandparents.

Grandparents enjoy creative artwork. At one school, each grandchild drew a portrait of their grandparent. Portraits were hung in the halls and grandparents had to find their portrait (make sure children's names are prominently visible on the portraits so that grandparents can easily see the names).

Decorations can include things like balloons and streamers in the gym. Get students involved in making big "Welcome" signs and banners at all entrances. They can also make colorful signs marking various areas of the school, especially the washrooms. The assembly area should be clearly marked, and you may want to make big, colorful room number signs so that classrooms are easier for grandparents to find.

If you're decorating tables for a meal, children can make placemats, flowers, or other decorations that grandparents can take home as keepsakes (see the Memories & Keepsakes section in this kit). Make sure you arrange for volunteers to help with setup and cleanup.

At one school that's been running a Grandparents Day event for the last ten years, teachers and students make a "Memory Scrapbook" each year. Photos and stories from the event are collected into a binder. Binders from previous years are displayed at every event. Grandparents and grandchildren enjoy looking through the binders, and they become an important historical document for the school.

Fundraising

A school full of grandparents is an opportunity! BUT make any fundraising component an optional part of the program so that grandparents can choose to participate or leave.

Your fundraising component can be informal. For example, some schools have contacted The Communication Project to sell Something to Remember Me By and How to Build the Grandma Connection (tcp@tcpnow.com or 1-800-772-7765; significant quantity discounts are available). One of the goals of your Grandparents Day event can be to encourage and support intergenerational relationships. Grandparents will appreciate ideas and resources you suggest. Something to Remember Me By is an ideal gift book and How to Build the Grandma Connection offers grandparents practical ideas for building a closer relationship with their grandchildren, including a complete list of great storybooks they can share. Grandparents will be particularly interested in Something to Remember Me By if you use the story as part of your program (see the Something to Remember Me By: Start With Story section in this kit). You can set up a table in a corner with signs. A teacher or volunteer parent should be available to answer questions and handle purchases.

For a more formal fundraiser, you can contact one of the many companies that do school book fairs. Grandparents will often purchase books for themselves and for grandchildren. You can also approach local businesses to do a craft or services fair.

One school approached local businesses to donate prizes for a raffle. Grandparents were asked to donate a small amount for tickets. Door prizes were then given out during the assembly.

At another school, a professional was hired to videotape the Grandparents Day event. Copies of the video were then sold to interested families. A video makes a nice keepsake for the school archives, and for parents and grandparents.

Volunteer Outreach

You want to get to know grandparents and build community involvement in your school. You need grandparents -- and they need to know that. Asking for grandparents' ongoing involvement in your school benefits the entire community, including their grandchildren.

Review the Intergenerational Mentoring section in this kit, as well as "Any Day is a Good Day for Grandparents Day" and "Event Goals" in the Grandparents Day: Celebrating Grandparents and Older Adults section. Then talk with teachers and other school staff about your school's needs. Based on these needs, create job descriptions for the various types of volunteers. Circulate this information to grandparents through a flyer they receive as they register for the Grandparents Day event, with a thank you note after the event, or as a separate mailing after the event using the mailing list you've compiled for the event. On the event evaluation forms you hand out, make sure you have a spot where grandparents can check off whether they would like more information about volunteering.

During the Grandparents Day event, set up an attractive display about the volunteer opportunities available in your school. Include lots of photographs to bring the display alive. Highlight benefits -- to the grandparents themselves, to their grandchildren, and to the community in general. Have forms that interested individuals can fill out immediately, and follow them up promptly after the event.

If you reach out to a local seniors group as a source of "grandfriends" for students without grandparents, use their participation in the Grandparents Day event as a stepping stone to encourage a long-term relationship with the school. Make older adults feel welcome and needed.

Another way to involve grandparents and other older adults in your school is to start a Grandparent/Grandfriend Organization (GO). It can be a source of support for the school as well as an opportunity for intergenerational activities -- there can be outings for young and old to theater or sports events, regular card games, craft sessions, or any number of other activities. The most important caution here is to encourage the GO to carve out its own identity and purpose (i.e. don't make it school run).

You can also institute an annual Volunteer Grandparent/Grandfriend of the Year Award. The award recipient can be chosen by teachers and/or students. The award recognizes an older adult who has made a significant contribution volunteering in the school. The award can be given out at your Grandparents Day event during the general assembly. Aside from being a way to honor a special individual, it gives you a reason to bring up volunteering during the Grandparents Day event.

Publicity

Organizing a Grandparents Day event is an intergenerational initiative you can be proud of. You've put in a lot of hard work to make it a success, and the entire community should know about the event and celebrate with you. Grandparents also deserve to feel like stars for a day.

Let people know about the event as soon as possible and as often as possible. Highlight it in your school calendar and newsletters. Devote a special section of your school website to the event -- promoting it beforehand and reporting on it afterward. Send special flyers home about the event (students can participate by coloring them). Students can even create posters to put up in local stores (you can usually get permission quite easily).

Two weeks before the event, invite local school board officials and politicians. Include a personally signed letter from the school principal outlining some of the reasons why the event is important to the school and the community.

One week before the event, send a news release out to local TV, radio, and newspapers. You might be surprised at how much media coverage you get (additional tip: mention free food). Local cable television, in particular, often likes the "warm, fuzzy" images they can capture. If possible, follow up the news release two days before your event with a phone call gently reminding the media about the event.

Registration

The big day has finally arrived! Everyone in the school is excited. Grandparents are excited too -- and perhaps a bit anxious. Remember that grandparents' first impressions are the most important impressions.

The first challenge they'll face is parking (you should include parking information in the letter you send out with the invitations). Put up a number of big signs indicating where people should park. Do what you can to make ample parking available. Ask staff to carpool or park farther away from the school so that more parking space is available near the school. Another idea is to have parents drop grandparents off at the school (e.g. parents can pick up grandparents, or grandparents can park at the parent's house). Keep an area clear in front of the school, at the entrance, so that older adults with physical limitations can be dropped off before a car is parked. Note that if you're inviting older adults from a local seniors group, you may need to arrange transportation for them.

The first thing grandparents should see as they approach the school are big, colorful signs welcoming them. The next thing they should see are signs directing them to the registration table. Most schools find that grandparents come early -- sometimes an hour to two hours early! Make sure your registration table is set up early.

The registration table should be set up efficiently so that grandparents stay in a good mood. Long lines can be frustrating and tiring. Volunteers at the registration table should check off an individual's name from the list of attendees and give each person a kit. Some ideas for what to include in the kit:

• Nametag: At every grandparenting workshop I run, grandparents leave with a VIP button -- because that's what I think they are. Your nametags could be "VIP tags." Sample grandparent and grandfriend nametags have been provided. The nametags are sized to fit in an Avery neck hanging plastic pouch. You can purchase the complete Avery kit #05393 and photocopy the nametags onto the inserts. Or you can photocopy the nametags onto your own sheets. You could punch two holes at the top of each nametag and use string for people to hang it around their neck, or use safety pins. Students can help fill in the nametags. From a practical standpoint, nametags should include not only the grandparent's name, but also the room number of their grandchild and perhaps the teacher's name (so that escorts can easily point grandparents in the right direction).
  
  
• Event Program: Grandparents will want to know what's happening, when it's happening, and where it's happening.
  
  
• Volunteer Flyer/Form: Include information on volunteer opportunities available in the school (as discussed under "Volunteer Outreach" above).
  
  
• Tip Sheets: One of the goals of your Grandparents Day event can be to encourage and support intergenerational bonds. Grandparents will appreciate ideas and resources you suggest. For example, you can supply a copy of the "12 Tips" sheet provided. You could also supply a copy of the "Reading With Your Grandchild" sheet in the Communication & Storytelling section of this kit.
  
  
• Evaluation Form: A sample evaluation form has been provided. Getting feedback on grandparents' experience at your event will help you make it better next year. Have teachers collect the forms from grandparents at the end of the event, before they leave.
  
  
• Map: Some schools include a map of the school with important areas highlighted (e.g. assembly area, washrooms).
  
  
• Memento: Some schools give grandparents a small gift or memento -- a flower, a gift certificate from a local store, a bookmark the grandchild has made, etc. At one school, grandparents were given a free raffle ticket when they registered. Local stores donated prizes (e.g. flowers, candy, gift certificates, etc.) and door prizes were drawn at the assembly.

Be prepared that some grandparents will show up without having done an RSVP. If the weather is good, more people will come. Have at least two dozen extra blank nametags and kits available.

Have something for grandparents to do after they've registered and are waiting for the event to begin (e.g. displays in the halls and gym, refreshments).

A large number of escorts should be available by the registration area to direct grandparents and answer questions. The escorts can be parent volunteers or students from upper grades. Clearly identify them with big, bright badges. They can also act as official "greeters." Find out the most common languages spoken by grandparents and have escorts practice welcoming them in all the languages. Escorts should also be ready to give special attention to grandparents with physical limitations (some schools have one or two wheelchairs available if someone can't walk a long distance).

If you're doing informal school tours at the start of your event at the same time that registration is taking place, escorts can take groups of grandparents on the tour. Or, grandchildren can take their grandparents around individually.

In addition to the escorts, school staff should be available with class lists to help grandparents find their grandchild and the right classroom.

IMPORTANT: Sometimes expected grandparents/grandfriends don't show up. Have some older adults (e.g. local seniors, custodians, librarians, nurse, administration staff, etc.) ready to act as last-minute substitutes. This will minimize hurt feelings.

After the Event

When I do workshops with grandparents, the most consistent complaint I get is that they never receive thank you notes from their grandchildren. They say that they send gifts and they never know if the grandchild has received the gift, let alone whether or not they liked it. Having students write thank you notes not only teaches them an important social skill, but it goes a long way to building a closer bond across generations. Grandparents like to know they're appreciated and that their grandchild enjoyed having them attend the Grandparents Day event. A sample thank you note has been provided, with a front that can be colored in. Students can do the notes as a Language Arts activity and can take them home for parents to pass along to grandparents.

Some schools like to mail the thank you notes directly to grandparents. This is an additional cost, but schools value the chance to make another contact with the grandparents. The envelope can include another appeal for volunteers. If you've taken photographs during the event, you can include those as well.

A school website is a great place to publicize a Grandparents Day event before it happens, and report on it after it happens. Posting photographs and a report (e.g. summary, grandparent quotes, stories) about the event can involve both teachers and students. For great information on creating a school website visit www.wigglebits.com or read Building a School Web Site: A Hands-on Project for Teachers and Kids by Wanda Wigglebits. Right after the event, students are usually very motivated to document the experience on the website. Working on the site can help them develop their computer and Language Arts skills. Students can then proudly take grandparents on a tour of the site on a home computer. Grandparents are thrilled to see themselves on the Internet!

It's also a good idea to collect photographs, reports, quotes, and stories from the event and compile them in a scrapbook or binder. It becomes a historical document for the school and something you can display at future events.

As part of your event follow-up, review all the evaluation forms collected. Discuss the results with teachers and make notes about changes/suggestions to implement at future events. Passing along as much information as possible to next year's Grandparents Day committee will make their job easier and the event even more successful.

Finally, make sure you promptly follow up grandparents/grandfriends who have shown an interest in volunteering in your school. Get to them while they're still excited! Build on what you've started.

Comments, Stories, and Advice From Across The Country

"It's the feel-good event of the year!"

Ken Cheitlin, Prospect Sierra School

"It's a wonderful day. Every school should do it. Extended families are important -- and kids love it!"

Kathleen Wilcox, Guilford Lakes Elementary School

"Grandchildren LOVE it! At our year-end wrap-up, one boy said Grand-parents Day was one of his favorite things about the entire school year."

Kathy Vise, Woolwich Central School

"The kids are beside themselves. They're so excited! They really look forward to the day."

Maryann Cox, East Pikeland Elementary School

"Kids love to show off their grandparents to their classmates. They love to show grandparents what they've learned and their social skills."

Marie Shue, Greater Plains Elementary School

"Every time a child sees that an adult cares for them, it's a deposit into their self-esteem bank account."

Troy Millsap, Christ the King School

"Kids are proud of their grandparents. Kids also get recognition from grandparents that they may not get from anywhere else. The grandparents are thrilled to be there. They feel honored."

Lucia Kincheloe, Thomas Jefferson Middle School

"Grandparents felt it was very important to be at the special day and be involved in their grandchildren's learning."

Sue McMahon, Toronto Intergenerational Partnerships

"We get a wonderful reaction from grandparents. Every year we get letters and cards afterwards. The children are just thrilled. They can't wait for the day to come. They get all dressed up for it."

Diane Puhalla, Valley View Middle School

"I get letters after each Grandparents Day from grandparents thanking the school. Many praise the atmosphere of the school. When I see them at other events I know them by name and can talk with them and comment on their grandchildren. It's a great community event."

Maryann Cox, East Pikeland Elementary School

"Some grandparents comment how schooling has changed, how wonderful the school atmosphere is, and how impressed they are by what the school is doing with the children."

Kathy Vise, Woolwich Central School

"The seniors loved being involved. They were amazed how schools have changed since the last time they were in one. It also made them aware of the pressures on today's teachers."

Sue McMahon, Toronto Intergenerational Partnerships

"I started a Grandparents Day at our school five years ago after I went to my granddaughter's at another school and loved it."

Jeanette Palmer, CAC High School

"We run our event for grades K-8. This year we had a little over 300 grandparents and special people out for our 320 students. We try very hard to have at least one person there for each child so that no one feels left out."

Moira Barker, Holy Trinity School

"Our whole school, K-8 participates. We get over 1,000 grandparents for our 630 students. It's a community builder. Kids and grandparents love it. We've had grandparents come from as far away as Chile and Italy."

Arlene Ernst, St. Christopher's Elementary School

"We've been doing a Grandparents Day for 10 years. It's only for the fifth grade. We get about 400 grandparents out for 200 students. One student had six grandparents attend! Some grandparents come from great distances so that they can attend."

Diane Puhalla, Valley View Middle School

"We've been doing this event for over 20 years. We get over 600 grandparents coming out for our 360 students, pre-K to grade 5. Grandparents and kids just love it. It truly is wonderful."

Barbara Buckley, Germantown Academy Lower School

"We asked a group of high school students if they wanted to do a Grandparents Day and they said yes. The day went so well we just continued it year after year."

Jeanette Palmer, CAC High School

"You need support from the school administrators."

Mary Rosenberg, Crestview Elementary

"Keep it as a short day -- half day or less. Grandparents don't like to stay for long periods of time."

Maureen Benjamin, Westtown School

"Give teachers the flexibility to do their own thing in their classroom."

Arlene Ernst, St. Christopher's Elementary School

"It can be a difficult day for teachers because they have to handle the extra people and sometimes kids with hurt feelings. If it's well-organized though, the teacher reaction is usually very positive."

Ken Cheitlin, Prospect Sierra School

"Logistics are important. Pretend you're a visitor to the school and do a walk-through. Can you find your way? Can you find the washrooms? Where do you need signage?"

Lisa Kreisel, Green Meadow Waldorf School

"One year, 20 grandfriends were confirmed from a local seniors group and they cancelled at the last minute because of transportation problems. Always have a back-up plan!"

Mary Rosenberg, Crestview Elementary

"Seniors love food! If there's food involved, you'll get a good turnout."

Sue McMahon, Toronto Intergenerational Partnerships

"Grandparents love to eat their bag lunch with the kids. It's heartwarming to see."

Kathleen Wilcox, Guilford Lakes Elementary School

"Older people love coffee. We ran out two years in a row. Prepare at least twice as much coffee as you would expect."

Moira Barker, Holy Trinity School

"Grandparents always come early -- sometimes one to one-and-a-half hours. Have something for them to do."

Kim Bezanson, Seeley Lake Elementary

"Don't make the general assembly too long. Grandparents are most interested in what their particular grandchild is doing at the classroom level."

Patti Pinto, Sequoyah School

"Focus on what the children are doing in school. Grandparents care most about what their individual grandchild is doing in the school. Kids love showing off. Grandparents gush about their work."

Troy Millsap, Christ the King School

"The Grandparents Day opened communication between the generations, gets more seniors involved with kids in the town, and we got more seniors to volunteer in the school. It was extra work to get the seniors out the first time, but after that it was easy."

Kim Bezanson, Seeley Lake Elementary

"There was one Chinese grandparent who became aware of a Chinese student who was struggling with English as a second language and volunteered to come back regularly to help the student."

Sue McMahon, Toronto Intergenerational Partnerships

"The highlight every year is when the chorus sings a song called 'Grandpa.' Everyone is in tears."

Diane Puhalla, Valley View Middle School

"Children feel that one more person is interested in their education and cares about them -- that what they're doing in school is important."

Kathy Vise, Woolwich Central School