|
How to Have a Picnic
Back
The following was developed for Rotary clubs in districts within
the state of Texas. Other states have shown interest and some
have participated. This is in no way intended to be limited to
clubs in this state. All are welcome to participate.
I. My first suggestion would be to appoint a chairperson to head
up a committee. The committee would probably be comprised of the
chairperson with members to take charge of food, games,
facilities, organizations, gift bags, and a Child Protective
Services coordinator (CPS).
II. CPS will be the first outside group to contact. The state of
Texas has designated a Community Initiative Specialist (CIS) as the liaison between
Rotary and the CPS regional offices. There will be one in each
region. The contact is the "CIS name @dfps.state.tx.us. There
are only eleven regions and these almost coincide with the
state's Rotary Districts. Making contact with the specific
person will begin the process. This person with CPS is aware of
the program and has been authorized to assign regional personnel
to assist in it. Please refer to the
CPS MEMORANDUM OF UNDERSTANDING (MOU) for details of what
they are assigned to do.
In the interest of the children, CPS, and Rotary there may be a
required background check on those who will be attending your
party. This will be conducted with utmost security and results
will be made known to no one other than each individual. The
form to be filled out for submission is available
here.
IT IS IMPORTANT THAT YOUR ROTARY CLUB UNDERSTAND THAT CPS HAS SOLE
RESPONSIBILITY FOR THE INVITEES WHO COME TO THE PARTY. ROTARY IS
TO ONLY BE THE CATERER FOR THE EVENT. VOLUNTEERS TO HELP WILL BE
DISCRETIONARY WITH ROTARY AND WILL BE DISCUSSED IN THE DETAIL OF
THE GAMES, ETC.
III. Make certain that at all times the number of attendees is
known. CPS must provide the numbers of who are invited and
continue to update this information. Rotary will also need to
know how many of the membership will attend.
IV. Food may not be primary but it is significant. Most clubs
have prepared the most simple of food to serve. Hotdogs, chips,
drinks, and cookies. Success has been achieved in finding and
listing available sources and contacting one in each of the
categories for donations. To date no one has refused to help.
Some clubs have gone so far as to have pizza, or hamburgers.
Snow cones, popcorn, and cotton candy are some other ideas clubs
have had. Fun food is the key here. Remember to have plates,
napkins, cups, utensils, condiments, plastic serving gloves, ice
for drinks, and serving spoons.
V. Games that are age oriented will be important. Most of the
children will be under 10 years old, but some will have older
teens who will come to help watch the younger ones in their
families and may consider themselves too old to play. Have a
clown if at all possible, even if there is a fee involved.
Chances are the fee will be waived in subsequent years. If you
have a Rotaract and/or an Interact Club, get them involved. The
teens are much better equiped to run the games. Another source
for teens to help would be club members family.
VI. "Things" to have for the children to entertain them besides
a clown are mascots. You will find a some pretty interesting
ones from local police and fire, DEA, banks, schools, and some
fast food restaurants. A moon walk, horses to ride, portable
amusement rides and a fire engine and police car are
suggestions. Be certain to have a police care with an officer to
show the children all about what they do and how they do it.
This is critically important as it was a policeman who came to
the door and took the children away from their parents with the
CPS caseworker. That fear will dissolve quickly as the party
begins. Sometimes the children are allowed to turn on the siren.
VII. Donations are always difficult to ask for. In the
development and continuation of the picnic project donations
have been generously given by all who were asked. There are
national organizations who will help as well as local companies.
Wal-Mart has been extremely generous in most of the requests of
them. Timing is important as all companies budget for donations
and earlier is better. Each Rotary Club will need to search out
the possibilities with this. In the area of food all local
sources, restaurants, grocery stores, and wholesale suppliers
have been most willing to supply what you will need. Each year
this task becomes easier.
VIII. Where to hold the event may provide a number of
possibilities. The best would be a place where there is limited
access. Remember, these children are protected by the state and
do not need any interruption in their fragile lives. The event
must be absolutely closed to outsiders unless approved for
attendance. Picnics have been held at zoos, parks, amusement
parks, museums, and fair grounds. All were either in a private
area or held during non operating hours to the public.
IX. In the MOU there is a requirement for all members of Rotary
attending the picnic to be cleared to attend with a background
check. Please understand this is now a major project that will
be publicized state wide and will be a perfect way for the wrong
person to become involved in Rotary. This is not what we know
will happen, but there must not be an opportunity for one to
enter in.
At the same time you will be expected to fill out one other form
as a club to include your event into the Rotary International
Liability Insurance Policy. The form can be obtained from RI or
by clicking of the forms link on this site.
X. And finally, this is a party no different that a school class
party or a child's birthday party. The difference is that very
few of these children know each other and may not even know why
they were invited. That should not be an issue. All they should
know is someone is having a picnic and they were invited. No
pictures are to be taken unless authorized by CPS.
It is planned that CPS will invite prospective parents who are
interested in adopting a child. It is a golden opportunity for
them to observe a few children who may need a permanent home
someday. Children have been adopted as a result of this picnic
project. Seeing a child in real life places a whole new
perspective in the prospect of adopting. (There were 29 children
placed for adoption in a small Rotary town in Maryland. Nineteen
of these were adopted as a result of the Rotary picnic held for
them.)
This how-to list of items to consider in holding a picnic for
children in foster care is by no means finite. It is mind
shattering in the number of unique ideas that have developed and
all have been good. This has been a presentation to offer a view
on what has been done in the past.
As a final note, be certain to ask the donors of the things
given for your picnic or party to attend. Also be certain to
present them with a letter of appreciation, plaque, or
certificate of appreciation for their help. I am certain I need
not to explain why.
If anyone in your community ever asks "What does Rotary Do?" you
will have one of the best answers to give.
For more required reading and forms that you will be needing,
please familiarize yourself with the following pages locate on
this site:
|
|
