The Annual Project Plan helps 4-H volunteers create a clear plan for a successful year. It outlines goals, activities, meeting dates, and requirement/guidelines for participants to complete the project.
The Annual Project Plan helps families understand project policies, safety guidelines, and expectations to successfully complete the 4-H project.
Completing the Annual Project Plan is a new requirement for all 4-H projects for 2026-2027. There must be one project plan submitted per project every year.
After the Annual Project Plan is completed, submit it to the 4-H Office for approval. Once the office approves it, it’ll be shared with the club leader for a signature/acknowledgement.
Approved Annual Project Plan will be shared with the project leader(s). Project leader(s) must distribute the Annual Project Plan to families in their project.
Annual Project Plan - Fillable PDF (260KB)
Annual Project Plan - MS Word (160KB)
Completing Your Annual Project Plan
Contact Information: Input all contact information for project leaders, adult chaperones, and teen leaders who are supporting your project.
Who is this project open to? Select the best option that describes your project, open to only your club members (club members only), open to other clubs (cross-club members), open to anyone in the county and the project is a specialized project that is not offered to your club, such as: day camps, workshops, projects less than six weeks long (countywide)
Purpose/Goal: Share why you are offering the project; it does not need to be an elaborate mission. Simple ideas for project purpose are:
- “Build animal husbandry skills for (animal species/project)"
- “Teach safe practices for handling shotguns/BB guns/archery equipment”
- “Help youth discover their creative side through watercolor/crochet/paint”
- “Help youth build healthy eating habits through baking/cooking/gardening”
Meeting Specifics: List as many details to the best of your ability. If you aren’t sure on a date, put the expected month and TBD, for example: January, TBD. List the total number of expected meetings for your project so members, and their families, can plan accordingly. That also helps you plan a make up policy for missed meetings.
Enrollment deadlines are optional, and some deadlines can be aligned with the CDFS State Rules for California Fairs. Review California Fair Rules and Additional Information.
Missed Meetings: If a member misses a meeting, have opportunities for them to make up the time, by either researching a topic to present to the group, visit a farm/park/event that features relevant information.
- "Watch a dog training video and share what was learned, either in writing or verbally."
- "Record a 10-minute training session and submit it to the project leader for review."
- "Two meetings can be missed without a make-up."
Requirements: Project Leaders may set minimum requirements for successful project completion, including requirements to be met for eligibility to exhibit their 4-H Project at the fair. Examples of requirements that do not meet the 4-H Policy:
- Attend a percentage of club meetings
- Purchase supplies from a specific vendor/brand
- Pay the project leader for supplies (all payments must be submitted to the club treasurer)
- Participate in a project fundraiser
- Attend all project meetings without offering a make-up option
Parent/Guardian Expectations: Parents/Guardians can be required to stay during the meeting, be clear if younger siblings can attend.
Belonging: List any fun ways you will ensure members and families feel welcome:
- “Every meeting will have introductions and a check-in,”
- “4-Hers will share something positive from their last project meeting.”
- “Name Tags so we learn the kids’ names,”
- “At the end of the meeting, we’ll ask for favorite moment of the project”
Group Norms: Non-negotiable rules for the group:
- “Be respectful”
- “Listen quietly when instructors are talking”
- “Stay with the group during hikes/outdoor activities”
- “Do not disturb nature/animals when at the ranch/park”
Health and Safety: Describe any hazards youth might encounter:
- “Do not enter any rooms other than the living room, kitchen, bathroom (if necessary)”
- “Don’t disturb nature, stay on the trails”
- “Do not use the trampoline or the pool”
Establish Safety:
Physical safety – List any potential hazards & areas that are off-limits to members:
- "Do not enter any rooms in the house."
- "Do not use the trampoline"
- "Always carry firearms unloaded in their case until you approach the range."
- "Watch your step in the animal area for slippery surfaces or animal droppings"
Emotional safety – Ensuring youth feel welcomed, and project has practices to increase belonging for youth:
- "Use positive language to support each other."
- "Welcome everyone to the project and be respectful."
- "Sharing and asking questions is encouraged."
Cultural safety – Support youth to the best of your abilities to participate and be respectful of other cultures norms:
- "Be open minded to everyone's cultural norms."
- "Welcome members to share how they have seen their family complete a project."
- "Youth will be respectful to everyone."
Prohibited activities – Ensure expectations and safety practices are clearly communicated with members and their families.
- "Do not wander off the paths in hikes."
- "Do not hit or tease animals in the barn."
- "No dogs off the leash until you arrive at project area."
- "Do not bring your own art supplies, use washable paint provided by project leader."