Intergenerational Program Planning Form

This form fits planned activities that bring residents together with school groups or other community partners in a senior living setting. Common examples include reading visits, art projects, music sessions, holiday programs, and conversation-based activities. It is designed for one event at a time, with enough structure to capture the details that affect safety, accessibility, and coordination.

A program coordinator, life enrichment staff member, activities director, or volunteer lead usually completes it. The person filling it out should know the event goal, the resident and student counts, the partner contact details, and any accessibility or supervision needs. If multiple departments are involved, one owner should still be named so the plan does not split across emails.

Use it for each scheduled intergenerational event, even if the activity is recurring. Repeating the form helps capture changes in participant counts, room setup, transportation, food, or consent requirements. If your program runs on a series schedule, you can clone the template and update only the event-specific fields.

Include resident accessibility needs such as mobility support, seating, hearing, vision, cognitive pacing, and quiet-space needs. For student groups, note any supervision or behavior supports that affect the activity flow. The goal is progressive disclosure: collect only the accessibility fields you need to run the event safely and comfortably, not a broad intake that creates unnecessary PII.

Yes, the consent and communication section is meant to record whether photo or video permission is needed and what release notes apply. That helps staff avoid ad hoc decisions on the day of the event. If your organization collects any PII, add clear disclosure language and keep the form aligned with data minimization principles.

The most common issues are vague program goals, missing partner contact information, and skipping accessibility planning until the event day. Another frequent mistake is collecting too many details in one field, which makes the form harder to complete and review. It also helps to separate required from optional fields so staff know what is truly needed to approve and run the event.

Yes, it can be adapted for elementary schools, high schools, colleges, scouts, faith groups, or community volunteers. You can change the partner fields, add conditional logic for transportation or food, and tailor the activity section to the format you use most often. The structure stays useful as long as it still captures goals, participants, logistics, and follow-up.

Email threads and spreadsheets often miss one or two critical details, especially around accessibility, supervision, and consent. This template gives you a single record with a clear audit trail of what was planned and who owns the next steps. It is easier to review before the event and easier to hand off if staff change.