Event Logistics Guide
EXHIBITORS

The goal of a community–wide VERB Activity Zone is to expose tweens to fun and "cool" physical activities that are available in their communities. When considering exhibitors, look for those that offer physical activities specifically for tweens or that include in their program or curriculum, physical activities in which tweens could become involved.

Activity Categories

Invite a broad range of organizations to exhibit. Include activities that are relevant for ages ranging from 9 to 13 or slightly above, for girls and boys, and for various skill levels. The types of organizations that you might contact include:

• team sports — national organizations such as National Little League, U.S. Tennis Association, and the American Youth Soccer Association; church and community center leagues, junior varsity school teams
• studio–based classes — dance, martial arts, gymnastics, etc.
• activity clubs — golf, jump rope, hiking, bicycling, skateboarding, etc.
• summer camps — National Recreation and Park Association, YMCA, YWCA, etc.
• local businesses — bowling alleys, ice skating rinks, etc.

Any type of youth–serving organization that may be able to set up some type of demonstration or provide an opportunity for youth to participate, can be contacted. Many parents perceive barriers to registering their children in organized activities. They may only think of the school sports teams and may not know about other options. They may think that classes and clubs are far away from home, making transportation a burden. They may have concerns about the costs of clubs or classes. Therefore, it is important that the community–wide VERB Activity Zone event feature clubs, classes, and programs that are near the neighborhood from which the attendees will come and that offer a variety of price ranges. This may ease concerns about transportation and cost.

Cost to Exhibitors

There are some costs involved in producing a community–wide event: renting the facility; security and insurance; renting tents, tables and chairs as needed; electrical generator rental, etc. Before inviting organizations to exhibit, estimate the cost. Solicit a sponsor to cover the costs or establish an exhibitor fee which would cover the costs.

Inviting Exhibitors

When inviting organizations to exhibit at the community–wide VERB Activity Zone event, include the following "talking points" in your discussion:

• Physical activity can improve the health of tweens and potentially decrease risky behaviors.
• The community–wide event is an opportunity to expose tweens — and their parents — to fun and cool activity ideas in the community.
• Participating in the VERB Activity Zone event is an opportunity for you to increase your visibility, membership, enrollment, or attendance.
• You have a chance to create an active environment that showcases your tweenoriented physical activity services and programs.

Provide the following directions and guidance to your exhibitors:

• Provide a physical activity demonstration and/or opportunity for kids to do the activity.
• Offer small prizes to reward tweens' trial of physical activity at their booth. (See Prizes)
• Contribute a larger prize to an overall drawing at the event.
• Distribute materials about the organization, club, team, or program.
• Provide a sign–up sheet for parents to request additional information.
• Schedule three to five staff or volunteers to supervise the activity station and answer questions.