Skip to content
  • Student safety is the top priority!
  • All event submissions must be emailed to events@chefa.org at least two full weeks prior to the event date and must include complete details. Incomplete or late submissions may not be accepted. Reference www.chefa.org/planning-a-chefa-event/
  • Events are for registered CHEFA students only.
  • 2 non-related CHEFA adults must be present (additional chaperones needs at a rate of 1/10 over 40 students if drop off event).
  • No drop-offs, unless specifically stated in the event post.
  • One male and one female chaperone must be present for a swim party.
  • Code of Conduct and Dress applies (this includes swim events).
  • Special rates for field trips and activities apply to CHEFA members only.
  • We welcome non-CHEFA members to come share their skills! Outside guests are permitted to attend if they are teaching a class or leading an event activity. Two non-related CHEFA adults must be the hosts of the event and be present.
  • If an event is held at The Vine please see The Vine Facilities Usage Guidelines.

Host an Event with CHEFA: Guidelines & Checklist

Thank you for volunteering to plan a CHEFA event! Below is everything you need to know to get your event approved and announced to our membership. For full details, please review our Complete Event Policy.

Getting Started: General Requirements

  • Find a Co-Host: All CHEFA events must be co-hosted by two unrelated CHEFA parents.
  • Advance Notice: Submit your full event details to events@chefa.org at least two full weeks prior to your event date.
  • Membership Exclusivity: CHEFA events and group discounts are strictly reserved for registered CHEFA students. Non-members are not permitted to attend unless they are non-member guests specifically invited to teach or lead an activity.

Weekly Communication Deadline

To keep our community informed, our weekly communication schedule is finalized every Wednesday evening.

  • Submission Deadline: All event requests, text, and accompanying media must be submitted by Wednesday at 2:00 PM to be included in that week’s cycle.

E-Blast & Announcement Checklist

To announce your event, please email the following details in a typed text format (not as an image) so our team can easily copy and paste the information.

Your submission must include:

  • Who: The specific class or age group invited (e.g., “All Ages,” “High School Only”).
  • What: A detailed description of the event. (Please include any opening or closing niceties you want featured, such as “We hope you can join us!” or “It’s going to be a great event!”)
  • Where: The location of the event (e.g., a member’s home, a public venue, or the Locan campus).
  • When: The exact date and time.
  • Cost: The price per student/family (if applicable).
  • RSVP Details: Contact information, deadline, whether an RSVP is required, and if prepayment is necessary.
  • Co-Hosts: The names of the two confirmed, unrelated parent hosts and their phone numbers.
  • Required Statement: You must include the line: “CHEFA conduct and dress code applies.”
  • Cleanup crew: Include the names of the cleanup crew for any events held at The Vine.

Optional Promotional Images

If you would like to include promotional graphics, they must be copyright-free and sized exactly as follows:

  • E-blast Size: 6″ wide x 2″ high
  • Website & Facebook Post Size: 940 x 788 pixels

Note: Images that do not meet these specific dimensions will be recreated by our team.

How Your Event Will Be Promoted

Once your event is approved, the CHEFA Board will promote it through the following channels:

  • Initial Announcement: A targeted e-blast sent to the appropriate age group/class on the next available publication date. (Please note: We do not send “Save the Date” emails; all event details must be complete upon submission).
  • Digital Calendars: Inclusion on the CHEFA calendar, the CHEFA Facebook page, and the website activity page/blog.
  • Weekly Roundup: Inclusion in the weekly “What’s Happening This Week” e-blast, which is sent to the entire membership the Friday before your event.
  • Event Reminders: If you would like to request an additional RSVP reminder please specify the preferred date and time for this reminder in your initial request. (As a general rule, CHEFA limits membership emails to one per day).

The Vine Facilities Usage Guidelines

  • Board Member Presence: In accordance with our agreement with The Vine Church, a pre-appointed Board Member must be present on campus for the entire duration of any hosted event.
  • Accessible Areas: Events are permitted on the church grounds and within the back three classrooms only.
  • Classroom Supervision: Two adults must be present in any classroom occupied by students.
  • Clean-up & Room Reset: Following the event, all grounds and classrooms must be thoroughly cleaned. Classrooms must be reset to their original layout. This includes disposing of all trash, wiping down surfaces, floor cleanup, bathroom cleanup and ensuring all lights and AC/heating units are turned off before departure. Please see the cleaning checklist for each classroom.

CHEFA Extended Family Events (ie. Fall Kick off, End of Year Celebration, etc.)

  • Includes non-CHEFA children, grandparents, etc…
  • Can include friends interested in and eligible for CHEFA membership.
  • Hosted by CHEFA Board.

CHEFA Spring Formal Plus 1 Policy

A (currently registered) CHEFA high school student who has bought a ticket for the Spring Formal may bring a friend, as a +1, to the Spring Formal event.

The +1 attendant must meet all qualifications:

  1. Only one +1 per attending high school student.
  2. The +1 is considered a friend, CHEFA is a non dating organization (No PDA please)
  3. The +1 attendant must be at least 13 and currently enrolled in school (must not have graduated high school).
  4. The +1 Attendant will pay for a full ticket price plus 25% of the full ticket price (because they are not a CHEFA member. Their family may join CHEFA for the current school year to receive the lower ticket prices)
  5. The +1 attendant must adhere to all CHEFA guidelines, including dress code and conduct.

If you have questions please contact a Board Member for clarification.

Thank you for your time, dedication, and effort in planning wonderful experiences for our students. Have fun!

Warmly,

The CHEFA Board, updated August 2026