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A strong event happens when there’s a group effort made to utilize the strength of volunteers and community groups in your area. When you begin selecting members for the planning committee, select individuals that are willing to dedicate the time needed to fulfill the tasks detailed below. The status of each task should be made known to your entire committee, at determined intervals, during the planning stage. By sharing the status of your duties, it may be discovered that other members of your team may have connections to help you accomplish your task.

PLANNING COMMITTEE CHAIRPERSON

Coordination of details for the event is managed by the Planning Committee Chairperson. This person will schedule meetings as needed with all members of the Planning Committee to ensure every detail is being addressed in a timely manner

Tasks:

  • Complete ownership and oversight of the event preparations
  • Contact potential event sponsors
  • Coordinate any on-site efforts
  • Coordinate publicity

FUNDRAISING CHAIRPERSON

All members of the planning committee should actively participate in obtaining sponsorship for the event. Sponsorship is defined as anyone contributing financially or monetarily to the event. One individual should be assigned the task of coordinating this collective effort to support the event.

Tasks:

  • Contact potential event sponsors
  • Maintain a list of sponsors, both monetary and in-kind, to be included on the event t-shirts ( minimum $300)
  • Provide an updated report to the other planning committee members at all meetings

BOATERS & BAIT CHAIRPERSON (for a boating event)

This chairperson should be a person with boating experience and have connections to other individuals willing to be volunteer boaters. Local fishing clubs and boat dealers are excellent places to look for more boater volunteers.

Tasks:

  • Secure an adequate number of boats and bait for the event. It is very important that the number of boats is consistent with the number of participants invited to attend the event.
  • Secure personal flotation devices (PFD’s) for the participants
  • Lead the boater safety talk with all volunteer boaters

BANK FISHING & BAIT CHAIRPERSON (for a shore event)

This chairperson should be a person with fishing experience such as a member of a fishing club who has years of fishing experience and is able to instruct children on the skills of fishing.

Tasks:

  • Secure an adequate number of volunteers and bait for the event. It is very important that the number of volunteers is consistent with the number of participants invited to attend the event.
  • Secure personal flotation devices (PFD’s) for the participants. It may be necessary to outfit some children with a PFD when physical abilities are limited for onshore fishing.

REGISTRATION CHAIRPERSON

The Registration Chairperson works with the planning committee to establish children’s groups to invite as the participants in the event. Once the target groups have been established, the Committee Chairperson will contact that group with information regarding the event.

Tasks:

  • Work with Regional Director to establish event registration
  • Monitor registration numbers pre-event
  • On the day prior to event, print check in sheets for participants and volunteers.
  • On the day of the event, check-in/register the children
  • Assign participants to volunteer boater/fishing coaches

SITE  CHAIRPERSON

Selecting a suitable site if of utmost importance. The layout of the site, accessibility, and shelter all affect the flow and success of the event.

Tasks:

  • Organize all on-site requirements: It is important to understand the space security and facilities requirements for conducting events for disabled or disadvantaged children. It is recommended that the facility have restrooms which are accessible to those with disabilities, and adequate parking for volunteers and boaters is essential for a successful program. A pre-event site visit with the planning committee is recommended.
  • Reserve pre-determined event site
  • Obtain tables and chairs
  • Canopies may be needed if you don’t have a pavilion
  • Coordinate emergency services
  • Organize set-up and clean-up committees
  • Obtain local permits. A fishing license may also be required.

MEALS & DRINKS CHAIRPERSON

All participants and volunteers are served lunch at C.A.S.T. for Kids events. (Lunch costs are not a part of the event fee.) Securing food and drinks for an event can often be done by asking for in-kind donations or gift cards. Sometimes, an event sponsor may pay to have the meal catered.

Tasks:

  • Make arrangements for breakfast snacks (if applicable), drinks and lunch for all in attendance.
  • Make sure paper plates, condiments and disposal containers are available at the food area.
  • Make sure all health codes are followed to ensure food serving issues are addressed and followed.
  • Distribute bottled water to the boaters for their use during their time on the water.
  • In the event the food is being catered by one of the event sponsors, make sure the tables and serving area are prepared and ready upon arrival. Discuss the arrival time with the donor to avoid a delay in the lunch.  Generally we suggest lunch be ready between 11:00-11:30am.