Step 3: Event Logistics
Setting the Date
Training is best held early in the school year (ideally late September to early October) allowing time for applications and interviews, and matching to be completed before mentoring sessions begin in late October.
If possible, it is best to hold training on a school day as it is easier to coordinate transportation for weekday events, and students will not have conflicting commitments or previous engagements that prevent them from being able to attend. It is often easier to accommodate a school-day event in rural communities. While it is still very possible to accommodate this in a larger city, planners should anticipate that the coordination will take considerably longer as multiple schools will need to be contacted for permission. Allow yourself as much time as possible to accommodate this.
If it is not possible to hold your training event on a weekday, a weekend event is another option. In this case, it is best to begin marketing and registration as early as possible to allow participants to make alternate work and scheduling arrangements.
Staffing/Support
You will need a group of staff and/or volunteers, in addition to invited speakers and session facilitators, for the event to run smoothly. Some of the tasks that need to be completed during the event include:- manning the registration table where participants sign-in and pick up name tags and delegate bags
- someone should be at this table anytime delegates are not in session to register late participants, provide directions to rooms, and answer questions
- setting up displays and hanging signage
- coordinating food and beverages
- setting up AV equipment and event rooms (troubleshooting as necessary)
- emcee to host and move participants through the days activities
- it is important to have a knowledgeable Emcee that can engage participants and keep energy levels up while providing direction, communicating changes, and keeping the event on time
Choosing a Venue
When selecting a venue, look for a facility that has a room large enough to hold all the participants at one time, as well as breakout rooms for training sessions.
A large room or auditorium provides mentors with an opportunity to come together as a group to set the tone for the day, listen to the opening speakers and provide instructions at one time. You may also use your main room in place of breakout rooms if none are available, or if your group isn’t large enough to require additional rooms. If space allows, setting up round tables best enables participants to interact and share. Make sure there is enough space between the tables to allow comfortable discussion among groups.
If using breakout rooms, they should be large enough to hold anywhere from 10 to 30 participants. Set up these rooms with chairs (with or without tables) in a circle.
You might also use the main room as a place to hold your meal and snack breaks. If you do not have enough seating available for all participants to be seated at tables, plan to hold lunch breaks in two parts.
Suggested venues:- schools (secondary or post-secondary)
- libraries with meeting space
- recreation centers
- hotel/convention centers
- community centers
Audio-visual
Audio/visual equipment can often be supplied by the venue for a fee. If you choose to bring your own equipment, it’s a good idea to go a few days in advance to test the setup.
If possible, book a venue with access to a PA or overhead system. This enables the emcee to make announcements and efficiently keep participants moving through sessions.
Having AV equipment in each of the rooms will be helpful, as most workshops will require the use of a computer and LCD projector. It is also valuable to have an extra LCD projector to use in the main room for speakers’ presentations.
If any of the sessions are lab-based, make sure there is a computer available for each student or limit the number of participants accordingly.
It is invaluable to have a technology savvy person available to assist with set-up, running audio-visual equipment and troubleshooting unforeseen technical difficulties.
Transportation
Transportation for participants may be required, particularly in urban centers. Some potential options include:- chartering busses to pickup participants at pre-determined locations
- providing participants with bus or train tickets
- if the venue is out of town, have participants meet at one location and charter a bus to transport everyone together
- ensure your venue has parking that is accessible and reasonably priced
Food and Beverages
Meal options will depend largely on the venue and amenities available. Lunch options include:- bagged lunches (e.g. sandwich, apple, dessert square and juice) made prior to the event or provided by a catering company
- pros: quick (1/2 hour lunch break is sufficient with this option) and hygienic
- cons: wasted food when participants throw out items they don’t want
- tip: use the bagged-lunch style but set out items individually so participants can take-and-leave as they prefer
- buffet style lunch: provided by a caterer or foods class if held at a school
- pros: students take only what they want, less waste, allows for the option of a hot meal
- cons: takes longer for students to serve themselves
- tip: use several tables to lay out food to provide ease of movement and avoid long lines
Having participants select food preferences during registration to make planning easier, prevent shortages and wasted food, and to identify dietary restrictions.
Tip: Based on feedback from past events, turkey is the favorite in the case of both bagged lunch and buffet style meals.
Having multiple snack breaks throughout the day (or snack tables available) keeps participants well-fed and energized. Good snack options include granola bars, muffins, cookies, chips, chocolate bars, apples, veggies, juice, coffee and water.