Bernadette Darby

Welcome!

We are so grateful to you for investing your time and talents into your C.A.S.T. for Kids event.

On behalf of the many kids and families you will touch, we thank you from the bottom of our hearts.

This timeline is designed to serve as your road map through the HUB. Use it to move chronologically through your event from start to finish. Print it and check off the tasks as you complete them to track your progress. Your Regional Director is always available to offer additional and customized help to help make your event outstanding!

Printable Event Planning Checklist

6 Months Prior

  • Set event date
  • Set event location
  • Fill out Event Setup Form (on HUB)
  • Inquire about park or launch fees
  • Reach out to sponsors to help fund the event
  • Form planning committee (3-5 people)
  • Planning ahead for the day of the event. 

4 Months Prior

  • Reach out to sponsors to help fund the event

3 Months Prior

  • National office opens online registration. Coordinators are notified via email.
  • Register yourself as a volunteer and review confirmation email – let Regional Director know of any changes needed
  • Participant flyer and volunteer flyer sent to you by office (please save email)
  • Use flyers to recruit volunteers, participants, and sponsors
  • Start inviting shore volunteers, boaters and participants to preregister online to attend your event.
  • Keep reaching out to sponsors to fund the event.

2 Months Prior

  • Plan and confirm lunch for the day of the event
  • Plan and confirm a volunteer event photographer for award plaques.

6 Weeks Prior

  • All sponsor logos to Regional Director (Logos need to be submitted in vector format; EPS, PDF, or AI.)
  • Approve t-shirt proof
  • Complete Event Order Form
  • Half the payment of the C.A.S.T. Event Fee & any event extras ordered due to the C.A.S.T. for Kids Foundation
  • Invite local Public Service Groups (Police Dept., Fire Dept., Park Rangers) (optional)
  • Make directional signs (if needed)
  • Invite media-notify local newspaper (optional) Press Release Template
  • Confirm bait
  • Prepare goodie bags (optional)
  • Plan for any additional onshore activities (optional)

2 Weeks Prior          

  • Confirm and inventory all items ordered for the event
  • Meet with planning committee to finalize details

1 Week Prior

  • Print Day of Event Planning Checklist. Make sure you are ready!
  • Review Safety Guidelines & Protocols to share with volunteers on event day
  • Gather pens, highlighters, clipboards, and everything on the Day of Event Supply List
  • Print Boater Safety and Shore Volunteer Meeting
  • Print Participant and Volunteer Check-In sheets for day of event attendance Print 2 copies of each – Child Participants, Volunteer Boaters, and Shore Volunteers
  • Print blank pairings lists (Print 2 copies: 1 for plaque photographer/1 for fishing partner or boat captain pairing list)
  • Print or hand-write name tags
  • Print Boater Safety Meeting
  • Print Shore Volunteer Safety Meeting
  • Print Accident Report Form
  • Visit event site to double-check its readiness (trash-free, confirmed reservation, insect-free etc.)

Day of Event

Prior to Volunteer Arrival

  • Check for any last-minute registrations of participants, shore volunteers or volunteer boaters. Add them to your Check-In Sheets. 
  • Be sure to bring multiple copies of each: manual registration lists for each attendee category, pairings/photo list, boater safety meeting sheet and accident forms. 
  • Have registration area set up with paperwork out (put out on tables: Check-In Sheets & Manual Walk-Up Forms on clipboards), pens and highlighters.
  • Have registration area manned. Make sure that at least one responsible volunteer is dedicated to being able to stay at the Registration area/tables for the next 2 hours to track all attendance. Depending on the size of the event, if you have several volunteers arrive early who are dedicated to registration they can help.
  • Have the volunteer that is manning the registration area start accounting for volunteers on-site by highlighting/checking off the names form the Check-In Sheets. If someone has not pre-registered have them fill out the corresponding volunteer form so that all are accounted for. 
  • Place any event signage needed.
  • Check restroom areas to see if stocked and clean.

Prior to Participant Arrival

  • Pre-assign tasks- Greeters, Life Jacket Station, Bait and tackle station, Photo/pairings area, rod and reel builders, PA system, banners, tents, load and unload crew
  • Place all children’s t-shirts, rods and reels, tackle boxes and hats as well as volunteer shirts on tables adjacent to registration table. Have volunteers stationed BEHIND registration table
  • Use volunteers to sort t-shirts by size and fold
  • Rods and reels need to be rigged
  • Prepare nametags
  • Boater safety meeting needs to start 30 minutes before participant arrival time (all volunteers should attend)
  • Explain event timeline, flow, and C.A.S.T.’s Big 3 to ALL volunteers

Once Participants Arrive

  • As soon as participants arrive have greeters show them to registration table
  • Have volunteers show registered participants to photo/pairings area. Ask children to wear shirts and hats
  • Pair children with volunteer at photo/pairings area
  • Take plaque photo, record names and number on photo/pairings list
  • After plaque photos are taken direct the child and parent/guardian to the lifejacket station
  • Properly fit all child participants with a U.S. Coast Guard approved lifejacket. A properly fitted U.S. Coast Guard approved lifejacket must always stay on the children while on a boat or dock. NO EXCEPTIONS.
  • Have loading/unloading crew safely assist participants and parents in and out of boats. Must stay near loading area throughout whole event. Every child must be accompanied by a parent or caregiver.
  • Boat launch crew may be needed if ramp is far from event site
  • Develop photos – write participant names on plaque covers – place photos in plaques
  • Prep tables for lunch and awards
  • Make sure that lunch will be ready by 11:00 am (some children will be in early and be hungry)
  • Start awards as early as possible – give each child an opportunity to talk about their day
  • Thank sponsors
  • Take a group photo
  • Clean up
  • Hand Regional Director all check-in forms and walk-up registration forms.

Post Event

  • Send any photos to Regional Director.
  • Send in remaining event fees to the C.A.S.T. for Kids Office
  • Send all sponsors a personal thank you
  • Notify local newspaper of great event (optional) (Post Event Press Template)
  • Receive comments and survey results from participant families from the National Office