“HOW TO” GUIDE for PA Events a/k/a “Lessons Learned” I ORGANIZATION A. B. C. D. E. Plan for the event far in advance. Ask others to help and form a committee. Send emails and make phone calls to the POC at the location of the event. Ask if they will be providing a table or chairs, or do you need to bring them. Be sure to ask how large of an area you will have for tables, booth, tent, etc. F. Do they want or is there room for a static display? G. Be sure everyone who volunteers is in the same uniform. H. Security is always a concern. Secure items to be left overnight or take them home. Always take home borrowed items; do not leave them unattended! Empty CO2 cartridges to discourage kids, or an accident, from inflating the life jackets. I. Maintain a Watch Log, or record, of who staffed the booth and when. Let everyone in attendance know where additional items or literature can be found. II VOLUNTEERS A. Recruit enough volunteers, at least 2 for each segment of time at the event • For example, if the event is from 1000hrs to 1600hrs you should have: • 2 from 1000hrs to 1200hrs • 2 from 1200hrs to1400hrs • 2 from 1400hrs to 1600hrs. Have one or two extra people in case someone is sick or must leave during their assigned time period. B. Have people who can answer questions from the public, in their area of expertise. For example have VE, PV and PE personnel there who can give information regarding specific questions. This is from the CG Auxiliary RBS Guide exhibits information: “The concept for a successful exhibit is for visitors to be able to relate to Auxiliarists as “affable” (easy to speak to, polite and friendly) rather than authority figures”. C. No one wants to approach a booth where people are sitting and talking to each other. Allow the visitors to feel comfortable enough to ask questions by always standing and not being seated. Be available and always greet each visitor as they approach you. D. Prepare a clipboard for the volunteers to sign in and out and record their time. (See attached) Remind them to fill out their 7029 forms for preparation time and travel. You complete the 7030’s, using code 10J, for all the attendees. Estimate the number of visitors who come to your booth. Not everyone who comes by will want to sign in, but it’s good to know how many visitors did approach your exhibit. E. Be sure to have members assigned for set up and break down; you shouldn’t do it alone. III MARKETING THE EVENT A. Send Press and Media releases out in enough time for coverage, at least two weeks for press and a few days for media, if needed. B. Think outside the box – be creative. You’re limited only by your imagination. C. If you have or can borrow “The Pollution Game”, do so. It’s a great tool to attract people; it’s fun and educational. D. Ask yourself what will attract people to your booth or table? Does your exhibit say “Come see me”? What would entice visitors to stop by? Decorate with flags, banners, balloons – things that will attract attention and interest. Make it interesting! Remember, if there are other vendors, you are in competition with them. If you have one, use a PVC frame for your Flotilla banner above your tent. Construction information can be obtained through Tom Loughlin, SO-PA, Division 11 at [email protected]. E. Dress in the correct uniform. Decide ahead of time what uniform and advise EVERYONE. Make sure the uniform is clean, pressed and properly worn. Don’t forget your cover, but never wear one under a tent. The Auxiliary RBS Guide recommends wearing ODU’s not Tropical Blues. The Tropical Blue uniform can be damaged while wearing a life jacket and interfere with shoulder boards, ribbons and devices. F. SMILE! Be friendly, respectful and receptive to everyone. Greet everyone who visits your booth or table. G. Display PFD’s!! You want to effectively communicate the need to wear a life jacket, so display them, talk about them and wear them! A colorful display of life jackets is encouraged. Borrow some from a local retailer – that way you can tell people where to buy them and promote the business for the retailer. Just remember to return them! H. Keep the area clean and neat. Tables are not a resting place for hats, glasses, water bottles, etc. Do not eat or chew gum while staffing the booth, but breath mints are a good idea. Greet friends and family members away from the exhibit area and keep your time with them to a minimum. I. HAVE FUN! Make it interesting. IV MATERIALS A. Literature – make sure you have enough and a variety. B. Have ABS class schedules ready and in sight for everyone. Have VE locations and decals in sight (but secured) along with information, maps, state and federal regulations and other important information the public will need and want. Display the “Wear It” poster. C. Make sure you have table covers, clips (to hold the table covers), and a banner for your Flotilla. Always bring your CAMERA! Photograph the event to share with newsletters, news articles, media, etc. Document the event! D. Make your presentation of literature is attractive as possible. Don’t crowd the table, too much information can be overwhelming to people passing by. A well set up table is one that uses symmetry and order. Avoid the clutter and be aware that too much information can defeat your purpose. Use literature racks when possible. E. Have clipboards and sign-up sheets for the public. Make them attractive and easy to read and fill out. For example: Name, address, city, ABS class, VE, interested in the Auxiliary? Fill out the first line with a fictitious name. (See attached example) F. Use individual holders in front of display boards if you have them i.e.: Life jacket brochures in front of life jackets – recruiting brochures in front of recruiting poster. All items should be neatly stacked. Throw away outdated materials! G. Supply coloring books for the children. There are a few to choose from, ask your FSO-MA for the latest arrivals and the staples – Sammy The Safety Otter, Officer Snook, Inky The Whale, etc. Crayons are optional, but if you have them bring them. H. Bags are a nice addition. Everyone will appreciate a bag to carry their items home. Don’t over burden visitors with unwanted literature. It costs money and unwanted items will just end up in the trash. Do not pre-bag literature because not everyone wants or needs the same information. I. Arrange your tables in an open “L” or inverted “U” shape. Don’t make a barrier by using just one table. An open design makes visitors feel welcome and invites them to walk around and view items and ask questions. You want them interested! J. Items always used at events and available through your FSO-MA are as follows: ANSC# 3003 “You’re In Command” - #3006 “State and Federal Regulations” #3023 “Join the Auxiliary” - #3026 “America’s Waterway Watch” - #3036 (Decal) “America’s Waterway Watch” - #3032 “How to Choose the Right Life Jacket” and ANSC Poster #3505 “Which Life Jacket For You?” It’s laminated, free standing and an excellent item. ANSC stands for Auxiliary National Supply Center. K. REMEMBER NO CHALLENGE OR EVENT IS TOO BIG! YOU CAN DO IT! L. HAVE FUN!! Don’t forget to bring your camera. V APPROACHABILITY A. Engage in conversation as soon as a visitor approaches your exhibit, no one likes to be ignored. NEVER ask, “Do you own a boat?” Instead ask, “Do you do much boating?” This opens the channel for conversation and communication. After the initial question you can guide them to the materials they might be interested in, such as maps, state and federal regulations, trailering, life jackets, etc. B. Encourage the visitors to try on a life jacket. Inflate one (manually) while they are wearing one to demonstrate how buoyant the jacket is. The USCG Auxiliary RBS Guide states: “Do not display old ‘over the head’ styles of PFD’s – only display new types in different styles. You may display an old over the head type with a sign that reads: “I am why people don’t wear life jackets – I am hot and uncomfortable. Come try on the new style life jackets.” If you could find a mannequin it would be great! You might get one from a store closing or changing their inventory. C. SMILE and be friendly but professional. Try to schedule an appearance from one of the mascots of the Auxiliary such as “Coastie” the robotic boat – far in advance! It’s very popular but not all Flotillas can afford it, there will be a charge. If not available try to schedule Officer Snook or Sammy the Safety Otter. You must have someone available to escort the mascots because visibility is very limited. Each person who chooses to be a mascot should only wear the costume for 30 minutes, depending on the weather. They are, however, great attractions, seek the attention of all visitors and the kids as well as adults love them! (L- Officer Snook – R- “Coastie”, the inflatable model) If you wish to use Sammy the Safety Otter, please contact Tom Loughlin, SO-PA, Division 11, at [email protected] D. HAVE FUN! E. Smile and remember you’re there to educate, inform and assist the public. Prepared by Suzie de Miranda, ASO-PA, Div 11 Assistant Staff Officer- Public Affairs, Division 11 Flotilla 11-1 Clearwater, FL [email protected] (References from the USCG Auxiliary RBS Guide)