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Special event planning

special eventsThank you for your interest in providing a special event for the patients and families at Cook Children's. Many opportunities are available for both groups and individuals.

Listed below you will find a description of possible events along with the appropriate guidelines for each. All these types of service support Cook Children's promise: improving the health of every child in our region.

The first step in visiting is completing the following application:

All paperwork can be returned to Audra Trussell using the contact information below or faxed to 682-885-7480.

Audra Trussell
Community Program Coordinator
Cook Children's Medical Center
801 Seventh Ave.
Fort Worth, TX 76104
682-885-4241
Audra.Trussell@cookchildrens.org

Thanks in advance for your wonderful gifts of time, talent and treasures!

Special event planning guide

It is important that every event be safe and successful for both the patients and the visitors. Based on our experiences, the following information was developed and should prove helpful in planning your visit.

Scheduling

Patient activity groups are scheduled at 11 a.m. and 3 p.m., Monday-Friday. Activity groups are scheduled at 11 a.m., on Saturdays and Sundays.

The following time slots are not available due to regularly scheduled activities:

Occasionally, activities are scheduled for our outpatients in the Cook Children's specialty clinics. The times are more flexible for these activities.

Patient projects

Patient Projects is a program through which community groups visit the patients in the medical center and plan a specific activity for them. These activities are usually crafts, but groups have also chosen to facilitate game days and other activities. The visiting group is responsible for providing the supplies for the activity. Groups are never responsible for the patients' safety or medical needs. Staff, patient families and/or Cook Children's volunteers are present at all events.

Guidelines:

When planning for a craft activity, groups are encouraged to plan for 40-50 children. This allows projects to be delivered to patients who are unable to leave their rooms. When deciding on an activity, plan for children in the 7-11 year old age range. Staff can help make the activity safe and exciting for patients in the other age groups.

Party hosting

Party hosting is a program through which community groups visit the patients in the medical center and assist with a specific party planned for them. These parties may be holiday parties, monthly birthday parties or other special event parties. Some examples and ideas include:

The visiting group is responsible for providing the food/treats and activities. Groups are never responsible for the patients' safety or medical needs. Staff, patient families and/or Cook Children's volunteers are present at all events.

Guidelines:

When planning for party activities, groups are encouraged to plan for 25-30 children. This allows projects to be delivered to patients who are unable to leave their rooms. When deciding on an activity, plan for children in the 7-11 old age range. Staff can help make the activity safe and exciting for patients in the other age groups. It is highly encouraged that a representative from the group visits the medical center prior to the event to get a feel for the space and expectations.

Special visitors

Special visitors include celebrities and athletes who are recognizable by patients. Individuals and groups of children or youth may not visit the patients unless they are participating in one of the other two programs: Patient Projects or Performances. Many patients can easily become more ill when exposed to germs; this is minimized by limiting direct visitors, as often as possible, to family members.

Media/Photography 

Media/Photography
In respect of the privacy of the patients, every child must have written photo consent from their parent or legal guardian on file with Cook Children's before ANY photo is taken. To be prepared for your visit, it is important that your needs related to media be known in advance. There may be restrictions placed on your group's ability to photograph an activity, but every effort will be made to help you achieve your goals in this respect.

IMPORTANT NOTE: If you will be soliciting media, please contact Cook Children's Media Relations department at 682-885-1080 prior to making any contact with the media.

Performances

Performances are provided by groups to inspire, entertain and enrich the patients here at Cook Children's. Performances are varied and may be provided by a choir, band, magician or other type of entertainer.

Guidelines:

Guidelines for political or religious content:

At Cook Children's, we value community support and the gifts of time and resources that your group is offering to our patients, their families and staff. We want to welcome you and orient you to the customs of our unique culture so that your experience here will be a positive one. As you prepare to meet the deadlines for submitting your group's program/activity request form for approval, please be aware of the following:

Almost every group that wants to offer their talents here understands immediately the constraints imposed by our unique culture and seeks diligently to cooperate for the sake of our patients. If you have difficulty determining whether certain selections will be permitted, we offer content consultation through our Pastoral Care department at 817-885-4030.

We thank you in advance for bringing joy to our patients! For more information about this program, as well as other ways to help the patients and Cook Children's, contact Audra Trusell at 682-885-4241.

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