Event Logistics Guide
LOGISTICS
Planning in advance will help you
ensure that you have the necessary
equipment and materials.
Review these recommendations
for equipment, supplies, prizes,
etc.
Equipment and Supplies
Tables — One or two tables per
exhibit station to display materials
and/or equipment like TVs or
VCRs. Consider renting table
skirts.
Chairs — Two chairs per exhibit
station.
Water and cups — Multiple water
stations throughout the venue.
Ask a local distributor to donate
water.
Trash — One trash can per exhibit
area. Confirm post–event cleanup
with the venue manager.
Electrical power — As needed,
access to outlets/generator and
supply of cords and power strips.
Tent — 10'x10' Tents can provide
shade for any outside exhibit
areas.
Staff
Volunteers — Solicit help
from volunteers for
planning, set–up and
break–down, greeting
attendees, and running errands
at the VERB Activity Zone.
Photographer — Assign a volunteer
to photograph the day for
posterity and publicity.
Parking attendants — If parking
and traffic will be a problem, hire
security or volunteers to manage
traffic flow and parking.
Prizes
Prizes serve as incentives for
tweens to visit each exhibit and
as a reward for trying every
activity. Exhibitors provide prizes
at each station and/or contribute
to a larger pool of prizes. If there
is a pool of prizes, consider using
a "scorecard" system (See
example in Appendix B) to track
how many exhibits each tween
visits. As tweens enter the VERB
Activity Zone, give them a scorecard.
Each exhibitor puts a
sticker or stamp on the scorecard
after a tween tries the physical
activity at that station. As they
leave the VERB Activity Zone,
tweens can redeem their scorecard
for a prize or prizes. Prizes
awarded could range from
tattoos to memberships based
upon the availability of prizes and
the awards criteria that you
establish. You could even have
an hourly "must be present to
win" drawing for larger prizes.
Prizes should encourage physical
activity. Consider athletic equipment
such as balls, flying disks,
and jump ropes. Tweens also like
trinkets such as rubber band
bracelets. Be prepared with
enough prizes for each anticipated
participant. Small prizes
can be found in bulk at reasonable
cost. Also ask local businesses
or sporting equipment
stores to donate prizes.
Page last reviewed: August 1, 2007
Page last modified: August 1, 2007
Content source: National Center for Chronic Disease Prevention
and Health Promotion, Division of Adolescent and School Health |
