1. Name Event Coordinator _______________________________
(Event is free for Event Coordinator)
2. Determine what sections of the Park are
required?
(Indoor arena, outdoor arena, meeting room for registration and/or food)
3. Contact President or VP to be sure there
isn’t a conflict.
a. Request date for Park sections required
4. Request insurance coverage from the
Treasurer.
5. Estimate potential profit (contact
President or Treasurer for help)
a. Event Revenue - registration, stalls, spectator charge, food
b. Event Expenses – insurance, food, other
c. Try to pre-register enough people to break-even.
6.
Determine number of volunteers needed
(set-up, registration, coggins certificate verification, food, grounds patrol, clean-up)
7.
Contact VP or President
a. For a list of potential volunteers, then contact them for commitment and assignments.
b. To notify AEA members of event via email or newsletter.
c. To request release forms for each participant to sign. Proof of current coggins must be shown at registration time also.
8. FREE ADVERTISING OPTIONS
Hunterdon County Democrat (weekly)
Deadline is Friday at 5pm for following Thursday paper
Community News
Press release should be typed, double-spaced
Include daytime telephone number
Email to news@hcdemocrat.com
Or Fax 908-782-6572
Or mail to: PO Box 32 Flemington, NJ 08822
Horse
News (monthly)
Press release should be typed, double-spaced
Include daytime telephone number
Email to horsenews@hcdemoncrat.com
Today
in Hunterdon (weekly)
Enter ad on online at www.recordernewspapers.com, look for Today in Hunterdon down the left column, then community calendar
Call 735-6569 or Fax 735-2945
Hunterdon Review (weekly)
Enter ad on online at www.recordernewspapers.com, look for Hunterdon Review down the left column, then community calendar
Call 735-6569 or Fax 735-2945
Neighboring Trail Associations (email your information and they will distribute to their memberships
Pittstown Trail Association
Contact Katy Matthews 908-735-5025
Covered Bridge Trail Association
Notify Virginia Mickle via email foxpassgal@yahoo.com
Tewksbury Trail
Association
Notify Bill Skillman via email bskillma1@tksus.jnj.com
Radio
WDVR Sergentsville, NJ Call 609-397-1620
Flyer (optional)
Contact Pete Tucker (735-9453) for layout help if necessary.
Possible locations for distribution/display
- Clinton and Flemington Agways
- Pittstown Post Office
- Horseman’s Outlet, Lazy K, The Tack Room, etc.
9. Food Checklist
Contact Food Coordinator
Board of Health Permit
Change ($100 in tens, fives, ones and change)
No cooking, only heating up
Wipes required by Board of Health
Obtain the remaining food inventory from last event
Clean up of the facility, both indoor and outside, is VERY IMPORTANT. Coordinate volunteers. If not finished the day of the event, organize the completion for the next morning. Bring garbage bags, brooms, much buckets, etc.