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Event Logistics Guide

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.


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 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) 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.  

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