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The Arthur Carhart National Wilderness Training Center was established in 1993 to train agency employees in wilderness stewardship and management principles. It is jointly staffed and funded by the Bureau of Land Management, Fish and Wildlife Service, Forest Service, and National Park Service. The Training Center strives to empower agency employees and the public to preserve wilderness areas through training, information, and education.
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This document provides guidance on planning a successful event in 3 or less sentences. It begins by advising not to panic and to assemble a support team. Key steps include defining the goal and purpose, creating an organized system to plan the event, developing a timeline and assigning responsibilities to the team. The document also covers important considerations like budgeting, fundraising, venue selection, catering, promotion and executing the event.
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“Don’t plan your event without knowing your Show-Stoppers…”
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The document provides guidance on successfully managing events from start to finish. It begins by defining events and event management. It then outlines the basic steps to manage an event, dividing the process into three stages: pre-event planning (50%), event execution (35%), and post-event wrap-up (15%). Key steps in the pre-event stage include determining the purpose, theme, audience, location, timing, stakeholders, finances, and marketing. Execution involves preparations, guest/performer arrivals, and carrying out the event program. Finally, post-event activities consist of teardown, thanking participants, paying invoices, gathering feedback, and evaluating for future improvements.
Enjoy this Business Plan Workshop presentation from the 5th Annual TEQ Regional Events Conference held in Townsville, Queensland, Australia. Enjoy! Krista Hauritz
"Confession. Business Plans sometimes make me sick. Sick of staying up late to write them...sick of them sitting on a shelf (or worse still being filed into the rubbish bin)...and sick of my board not even remembering we have a Business Plan. Answer. Simplify, have fun and get creative. Make it the size of a business card."
2. 2 / 20i Info
Table of Contents
Introduction..............................................................................................................................................3
Getting Started.........................................................................................................................................4
Choosing a Date, Time, and Location...............................................................................................7
Funding Your Event ...............................................................................................................................9
Setting the Agenda...............................................................................................................................11
Promoting Your Event........................................................................................................................14
After Your Event...................................................................................................................................17
Frequently Asked Questions............................................................................................................18
About this Guidebook.........................................................................................................................20
3. i Info
Introduction
On September 3rd, 1964, the Wilderness
Act was signed into law by President
Lyndon B. Johnson, establishing
legal definition of wilderness
forever protecting wild place
United States of America.
The 50th anniversary of this historic event will occur in 2014
this guidebook was created to assist in planning a popular Wilderness Act
anniversary event: Wilderness Walks. Wilderness Walks are community
celebrations which include organized walks through scenic areas and wilderness
related educational activities. This booklet will guide you through the basics of
planning your Wilderness Walk event, but feel free to come up with your own ideas!
Tailoring this plan to meet the needs of your community is recommen
encouraged.
Check out 40th anniversary Wilderness Walk events for even more inspiration!
3 / 20
Introduction
, 1964, the Wilderness
Act was signed into law by President
establishing the
wilderness and
forever protecting wild places in the
United States of America.
anniversary of this historic event will occur in 2014 and
a popular Wilderness Act
community
ic areas and wilderness
This booklet will guide you through the basics of
planning your Wilderness Walk event, but feel free to come up with your own ideas!
eet the needs of your community is recommended and
for even more inspiration!
4. i Info
Getting Started
Creating a Committee
Select a few individuals who have the time to
volunteer for planning and executing a
Wilderness Walk event. The success of your
Walk largely depends on a few key committee
members and dedicated volunteers that
champion the Walk.
Consider assigning committee members certain
tasks or titles such as, Finance Manager, Marketing Manager, Booths Manager,
Volunteer Manager, etc.
Assign specific tasks for each individual and make yourself available as a point of
contact for everyone. Enlist the help of local wilderness volunteer organizations,
schools, college staff, Girl Scouts, Boy Scouts, and other youth organizations.
Remember to start planning and organizing several months before the Walk.
4 / 20
tasks or titles such as, Finance Manager, Marketing Manager, Booths Manager,
Assign specific tasks for each individual and make yourself available as a point of
rganizations,
schools, college staff, Girl Scouts, Boy Scouts, and other youth organizations.
tart planning and organizing several months before the Walk.
5. i Info
Planning With Social Media
Assign tasks and team meetings using a collaborative
calendar like Google Calendar. Prepare your
information as a team using Google Docs, which
efficient online document drafting and collaboration
among multiple parties.
If your committee is unable to meet in person, use Skype for
conference calls and chats about event planning. Bouncing
ideas back and forth via video or audio can make the
brainstorming process move much faster. Google Talk and
Tokbox are also fast and easy ways to engage audio and video
conversations.
Create a Meetup page to organize and lead your event. Direct
all people to RSVP via the Meetup page and send messages
before the event to participants through Meetup.
5 / 20
meetings using a collaborative
. Prepare your event
, which provides
online document drafting and collaboration
page to organize and lead your event. Direct
all people to RSVP via the Meetup page and send messages
before the event to participants through Meetup.
*
* The social media sites and tools presented here are examples. The Carhart Center does not endorse any specific commercial social media site.
6. i Info
Determine Target Audience
Your target audience will most likely be local
community members. If you wish to include
children, elderly people, and people with
disabilities in your Walk, consider the location
of your Walk, physical ability levels, and
sponsorship criteria. For example, if you wish
to have a family friendly event, sponsorship from a
local nightclub may not be appropriate.
Clearly define your target
audience, write the definition down on paper, and keep
them in mind throughout the entire planning process. This
ensures not only a successful event for you, but an
enjoyable time for your participants.
6 / 20
audience, write the definition down on paper, and keep
them in mind throughout the entire planning process. This
ensures not only a successful event for you, but an
7. i Info
Choosing a Date, Time, and Location
Location Reminders
It is recommended that your Walk NOT be held in
congressionally designated wilderness due to group
size limits, prohibitions against large organized hikes
that degrade opportunities for solitude for other
visitors, and the potential for resource damage.
Suggestions for Selecting a Location
Select a Walk that is scenic (along a creek path
or through a park). Walks that make a loop,
starting and finishing at the same location, are
best.
If stock (horses, llamas, pack goats, etc.) will
be participating in your Walk, choose a route
that is both appropriate and legal for stock.
Some 40th Anniversary Wilderness Walks, for
example, were led by pack stock.
7 / 20
Choosing a Date, Time, and Location
Select a Walk that is scenic (along a creek path
or through a park). Walks that make a loop,
starting and finishing at the same location, are
If stock (horses, llamas, pack goats, etc.) will
be participating in your Walk, choose a route
th appropriate and legal for stock.
Anniversary Wilderness Walks, for
example, were led by pack stock.
8. 8 / 20i Info
Keep safety in mind at all times. Select a pathway that walkers with children
and those with disabilities can safely enjoy and that is accessible to
emergency vehicles and personnel.
Consider parking space. Be sure to select an endpoint big enough to have
special clinics, booths, venues, and a safe area for kids to play.
Apply for a permit and purchase insurance, if necessary (see FAQ).
Suggested Date
The official date for the 50th Anniversary of the Wilderness Act is Wednesday,
September 3rd, 2014. Aim for your Walk to occur on or as close to this date as
possible as a symbol of our national support for the National Wilderness
Preservation System. The previous or following weekends (August 30, 31 or
September 6, 7) are the most suitable alternatives to hosting a Walk on September
3rd.
Time Considerations
Consider the weather forecast. If it’s predicted to be 90 degrees on the day of your
Walk, you may want to start your Walk earlier in the day or ensure that water is
available along the route. Also consider post-Walk activities and plan for that time.
9. 9 / 20i Info
Funding Your Event
How to Raise Funds
Funding may or may not be an issue, depending on the size and scope of your event.
Most of the cost of funding the Walk is shared in volunteer time. Many items and
services can be donated. However, if you require funding for certain aspects of your
event, there are strategies for fundraising:
Walk Registration: A non-profit organization (501(c)(3)) will need to handle
the money transactions and collect registration fees for the Walk. Consider
charging $15-25/person with a reduced price for early registration and no
charge for children under 4 years old.
Promotional Items: Items such as t-shirts can be commemorative for Walk
participants. You may choose to charge for the base cost of the shirt and
screen printing, or charge extra with proceeds going to your local wilderness
advocacy organization.
Booths: Many events charge for booth space. This is usually by size, such as
for an 8 or 10 foot table. The amount you charge per booth space is largely
dependent upon the fees, if any, you acquire from renting your post-Walk
space. Research other local event booth prices to find a competitive price.
10. i Info
Sponsors
Ask local businesses to donate their time, money, or materials for your event.
Include the sponsor logos on all Walk materials as recognition of their support for
wilderness. Donated items can include: banners, t-shirts, entertainment,
food/beverages, printed materials such as fliers or postcards, etc.
Be sure to select sponsors that align with your Walk objectives and present a
corporate image that fits with the overall event. Document, in writing, the
upon conditions of sponsorship so that you and your sponsors fully understand the
extent of their obligations. Learn more about event budgeting here.
10 / 20
Ask local businesses to donate their time, money, or materials for your event.
Include the sponsor logos on all Walk materials as recognition of their support for
shirts, entertainment,
Be sure to select sponsors that align with your Walk objectives and present a
corporate image that fits with the overall event. Document, in writing, the agreed
upon conditions of sponsorship so that you and your sponsors fully understand the
11. i Info
Setting the Agenda
Walk Kick-Off
Set a specific time for your Walk to begin.
may want to have a short keynote speech to
begin the event. Have participants start the Walk
together as a group.
Post-Walk Activities
This list is not comprehensive, but
jumping off point for ideas. Feel free to add
whatever activities you think are appropriate. Just remember to always keep your
audience in mind when deciding on post-Walk activities.
Leave No Trace: Consider having the Leave No Trace Traveling Trainers
up a booth at your Walk or host an Awareness Workshop. If you are unable
to host the official trainers, anyone in your area who is certified as a Leave
No Trace Trainer can host a workshop or pass out LNT materials.
11 / 20
Set a specific time for your Walk to begin. You
may want to have a short keynote speech to
Have participants start the Walk
This list is not comprehensive, but rather a
jumping off point for ideas. Feel free to add
whatever activities you think are appropriate. Just remember to always keep your
Leave No Trace Traveling Trainers set
or host an Awareness Workshop. If you are unable
to host the official trainers, anyone in your area who is certified as a Leave
race Trainer can host a workshop or pass out LNT materials.
12. i Info
Traditional Skills: Agency employees may
be able to set up a traditional skills booth,
demonstrating the use of cross-cut saws
and other hand tools. Contact your local
Bureau of Land Management, Fish &
Wildlife Service, Forest Service, or
National Park Service office for inquiries.
Pack Stock Demonstrations:
Backcountry Horsemen of America,
other local horse packing groups, wilderness
outfitters, or your local agency office may be willing to provide
demonstrations related to the use of horses and other pack stock in
wilderness.
Speakers: Invite local wilderness champions or political or community
leaders to speak about the importance and history of wilderness
stewardship. Keynote speakers may include a Forest Supervisor, National
Park Superintendent, Wildlife Refuge Manager, other Federal wilderness
management agency representative, Senator/Congressman, Mayor, local
NGO director, area historian, etc.
12 / 20
, or your local agency office may be willing to provide
demonstrations related to the use of horses and other pack stock in
political or community
history of wilderness
Keynote speakers may include a Forest Supervisor, National
Park Superintendent, Wildlife Refuge Manager, other Federal wilderness-
, Senator/Congressman, Mayor, local
13. i Info
Booths: Invite local groups to set-up informational or educational booths.
Groups may include wilderness-related NGOs, student outdoor activity
associations, hiking/backpacking/horse packing associations, county noxious
weed extension offices, K-12 or university environmental programs, etc. Be
sure to draft criteria for organization eligibility and screen booth applicants
to ensure that applicants and the information they present aligns with the
objectives of the Walk.
Refreshments or Concessions: It is likely that people will be thirsty and
hungry either after they finish the Walk or at some point during post
activities. This is a great opportunity to seek local restaurant sponsorship
and donations, or invite food and beverage concessionaries. (Keep in mind
health codes for preparing and handling food). Check to see if additional
permits or fees apply, especially if you
plan to invite alcoholic beverage
concessionaries.
Entertainment: Consider having local
musicians, poets, dancers, or artists
provide entertainment.
13 / 20
up informational or educational booths.
related NGOs, student outdoor activity
associations, hiking/backpacking/horse packing associations, county noxious
12 or university environmental programs, etc. Be
sure to draft criteria for organization eligibility and screen booth applicants
and the information they present aligns with the
is likely that people will be thirsty and
either after they finish the Walk or at some point during post-Walk
portunity to seek local restaurant sponsorship
. (Keep in mind
Check to see if additional
14. i Info
Promoting Your Event
Promotional items can be things used to
promote the event itself (fliers, posters,
postcards, etc.) and they can also be
items you give away or sell during the
event (t-shirt, water bottle, stickers,
etc.). Again, most of these items are
things you want to obtain through
donations or sponsorship
Identify the items you feel are relevant and useful to participants and then seek
donations of those items through local businesses, individuals, and organizations.
14 / 20
Promotional items can be things used to
promote the event itself (fliers, posters,
etc.) and they can also be
items you give away or sell during the
rt, water bottle, stickers,
Again, most of these items are
things you want to obtain through
hip.
to participants and then seek
and organizations.
15. i Info
Utilize Social Media
Even if you don’t use social media sites or participate in social networking, many
people, especially young people, use these websites and their mobile phones as
primary ways to communicate. It’s important to promote your Walk using these
popular communication methods and tools to ensure that your messages are far
reaching.
Facebook
Create a Facebook event, invite friends, and keep it open to all
people.
Create your own Facebook page for the event or let people know
about it on Wilderness.net’s Facebook Page.
Twitter
Tweet about your event as it approaches. Use the #50yearswi
you’re using Meetup.com for RSVP purposes, link to the event page
tweets.
15 / 20
Even if you don’t use social media sites or participate in social networking, many
people, especially young people, use these websites and their mobile phones as
primary ways to communicate. It’s important to promote your Walk using these
tion methods and tools to ensure that your messages are far-
, invite friends, and keep it open to all
let people know
ild hashtag. If
event page in your
16. i Info
Local Promotion
Make flyers to be posted in local businesses and community centers
the help of a graphic designer to ensure your advertisement is eye
Post an ad for the event in local newspapers, online event boards, college
activity boards, Craigslist, etc.
Contact your local newspaper and television
station (daily local news) and ask whether a feature
story can be done about the Walk. It is likely that
many in the news media will be covering the 50
Anniversary of the Wilderness Act more generally,
and your Walk may provide the perfect opportunity
to make a national story local.
Ask local radio stations (including college radio stations) to donate airtime
for announcements about the Walk.
Tell all your friends and promote word-of-mouth advertising. Post the fly
online (via Facebook, possibly) and make it easy for people to download and
share.
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ers to be posted in local businesses and community centers. Enlist
the help of a graphic designer to ensure your advertisement is eye-catching.
event in local newspapers, online event boards, college
Contact your local newspaper and television
station (daily local news) and ask whether a feature
story can be done about the Walk. It is likely that
s media will be covering the 50th
Anniversary of the Wilderness Act more generally,
and your Walk may provide the perfect opportunity
Ask local radio stations (including college radio stations) to donate airtime
mouth advertising. Post the flyer
or people to download and
17. 17 / 20i Info
After Your Event
Social Media Wrap-up
Flickr - Upload pictures to the 50th Anniversary of the Wilderness Act Group.
Facebook - Thank everyone who RSVPed via Facebook and/or Meetup.
Encourage them to upload their pictures to the Flickr group.
Twitter - Tweet about the event using the hastag #50yearswild.
YouTube - If you took video of your Walk, upload it to the 50th Anniversary
YouTube Group.
Proceeds
If you have any proceeds from your Walk, be sure to inform your participants
(through Facebook, Twitter, or otherwise) how much money you raised, what
organization received the funds, and how they are planning on spending the money.
18. 18 / 20i Info
Frequently Asked Questions
What is the purpose of a Wilderness Walk?
A Wilderness Walk is a great way to engage local communities members to
join together to raise awareness of wilderness. It is also a good way to gain
additional support and visibility for wilderness stewardship in your
community.
How long should a Walk be?
A 10K (6 miles) walk is great, but your community might sponsor a walk that
is shorter or longer depending on your selected location and target
audience’s physical abilities.
Can federal land management agencies sponsor a Walk?
It’s best to have a non-profit partner to host the Walk and federal land
managers can be co-sponsors. The main reason for having a non-profit take
the lead is to sign Walk permits with city, state, and county parks, purchase
insurance and make other business arrangements that are best secured by
non-government partners. Land managers can help with keynote speakers,
law enforcement, communications, Leave No Trace instructors, Walk
guides/interpreters and educators at the post-Walk booths (such as a cross-
cut saw demonstration or horse packing).
community
19. 19 / 20i Info
Do I need a permit to host a Walk?
Perhaps. This largely depends on the location you have chosen for your Walk.
Please check with your county or city government about organized walks and
use of parks or open space areas. In most cases, waivers can be granted for
educational events.
Do I need insurance for my event?
Depending on the size of your event, it is recommended that you take out a
one-day event insurance policy. Federal agency representatives cannot
secure the insurance; it must be non-government partner, such as a non-
profit. The amount of coverage varies, depending on the specifics of your
Walk (distance, location, types of post-Walk activities, etc.) and how many
are participating. A typical Walk insurance policy will cost approximately
$250-300 dollars for a one-day event. One suggested contact for a policy is
McKay Insurance Agency. To find out more information visit
www.mckayinsagency.com.
What kind of safety concerns should be considered?
First, the Walk pathway must be safe and free of motorized use. Second, the
Walk pathway must have motorized access points in case of emergency.
Make your Walk as safe as possible by enlisting the help of search and rescue
team members and others with emergency medical training. Have good radio
communication and vantage points so that “spotters” can observe the
pathway.
20. i Info
About this Guidebook
AUTHOR
This guidebook was created by the Arthur Carhart National Wilderness Training
Center, a federal, interagency wilderness stewardship training organization
the content was taken from the 40th Anniversary Wilderness Walk Guidebook
ADDITIONAL RESOURCES
To learn more about the management and stewardship of wilderness, visit
www.wilderness.net.
COPYRIGHT INFO
Pursuant to federal law, government-produced materials are not copyright
protected. You are free to send and share this document. Cover image from
Send This 20 / 20
Arthur Carhart National Wilderness Training
, a federal, interagency wilderness stewardship training organization. Much of
Anniversary Wilderness Walk Guidebook.
To learn more about the management and stewardship of wilderness, visit
produced materials are not copyright
protected. You are free to send and share this document. Cover image from Flickr.