A venue change is straightforward when everyone hears about it at the same time. It becomes harder when the office updates a calendar, a provider checks an older roster, and families still expect the original pickup location. A shared process is especially useful on busy days when changes come in close to the start of an activity.
1. Update the session first
Make the change in the record staff use to run the session. Include the activity, date, start and finish times, new location and the person responsible on site. If the change affects only one date, mark that clearly so the rest of the term’s schedule stays intact.
2. Identify who needs to act
For a room move, that may be the activity leader and the staff directing students. For a cancellation or changed pickup, families and transport staff may also need the update. Use the session roster to identify the affected group and agree who will contact them.
3. Write the notice for someone who has not seen the earlier messages
Lead with the date and what changed. State where students should go and what families should do at pickup. If a second update replaces the first, say which instruction now applies. Give recipients one contact point for questions.
4. Check that the handoff is complete
Before the session, confirm that the person supervising students has the latest roster and location. For changes made on short notice, follow the school’s process for checking receipt with the staff who need to act. Leave the updated instructions in the shared session record for the office team to refer to later.
Explore ASAMAN Activities and ASAMAN Communication.
