community event planning guide

Transcription

1 community event planning guide

2 bc s community event planning guide family fishing weekend What you ll find FFW overview What s it all about Event Guideline Event Planning Guide Types of Family Fishing Weekend activities How to select a location How to get people and volunteers involved 7 Who to invite to the event 7 How to get media involved 8 How to publicize your event 9 How to begin planning your event 10 How to get seed funding and prizes 12 How to get food and give-aways 13 Event Checklist 15 Rules, Regulations, Exemptions 17 Event Form 20

3 to have fun ffw overview what it s all about B.C. s Family Fishing Weekend (FFW) is an annual opportunity for friends and families to get out and experience fishing, learn new things and have fun. It happens during the Father s Day weekend for three days, Friday, Saturday and Sunday. All resident Canadians* are encouraged to try the sport of fishing in all open freshwater lakes, non-tidal rivers and streams in British Columbia without purchasing a freshwater fishing licence**. Also during those three days,canadians are invited to participate and enjoy community fishing events including saltwater events; however,a purchased saltwater licence is required for those 16 years and older who will be fishing in saltwater. Form partnerships with community organizations, businesses and other governments to build the momentum and ensure annual Family Fishing Weekend events throughout B.C. Celebrate BC s outdoors and the enjoyment of family fishing experiences throughout the province. Re-introduce Canadians to the pleasures of fishing and being in touch with our natural environment. Develop a healthy respect for our environment Boost future outdoor recreational activities as well as retail, tourism and angling licence revenues. * Individuals who have lived in Canada for the preceding 12 months. B.C. s Family Fishing Weekend is about having fun with the sport of fishing within the rules. The goals of FFW are to : Introduce families, youth, and all ages to the sport of fishing the future of angling depends on new anglers taking up the sport. ** The free Family Fishing Weekend complimentary freshwater licences do not apply to those few streams that are Classified Waters (Refer to the Regional Tables in the Freshwater Fishing Synopsis). 3 Visit

4 to be outdoors community event guidelines All event coordinators and participants are encouraged to maintain a code of standards with Family Fishing Weekend activities and events by: Supporting and respecting all FFW sponsors Ensuring water safety whether fishing from dock, shore, riverbank or in the water Promoting environmental awareness and natural respect for the fish and their habitat Leaving your location as clean or cleaner than you found it; and Respecting community interests related to your local environment and fishing Note Traditional derbies are not suitable FFW events, as Family Fishing Weekend is focused on helping the public (nonanglers) experience the sport of fishing. During FFW each individual has the choice if they wish to catch and retain or catch and release fish as long as they are fishing within the rules. To help the FFW project team effectively support each community event, please provide us a description of what you are planning,where,when and who will participate. 4 Visit

5 to go fish community events planning guide Types of Family Fishing Weekend Activities There are many opportunities for all resident Canadians to get hooked on fishing during Family Fishing Weekend. 1. Anyone can go fishing fishing in freshwater lakes, non-tidal rivers and streams is free compliments of the Province of British Columbia. All resident Canadians are invited to try fishing within the rules during Family Fishing Weekend. Everyone is invited to experience fishing in saltwater during FFW; however, those 16 and older must purchase a saltwater licence. 2. Fisheries and Oceans Canada is a participant in FFW community events in some coastal communities. Saltwater events are encouraged and can be planned by local community groups. 3. Community freshwater and saltwater events province-wide events hosted by local community organizations and groups. Limited seed funding may be available for community events. When planning a Family Fishing Event, your event can be large or small. You may want to start small and build your event over the years. The range of possible events and activities for Family Fishing Weekend is broad, and here are some ideas to cast around with your group. Community barbecue Family fishing reunion Casting clinics Fly tying clinics Loaner rods & reels event Fishing lessons & ethics Free fishing & free camping Dock building projects Casting competition Kids fishing clinic How/where to fish clinics Stream clean-up projects Fish art contest Fish biologist demos tanks with native fish Pathway to fishing Fishing for women/moms 5 Visit

6 to go fish Fishing Tours take a tour of B.C. s fishing boats, fish canneries, fish hatcheries, fish farms TIP To get ideas on where to host a Family Fishing Weekend community event, visit the Family Fishing Weekend web site at for a list of fishing holes in your area. How to Select a Location To ensure your event is a success, please keep the following points in mind when looking for a location: Number of people you expect can your location support the audience Fishing locations ensure you have sufficient space for fishing from the shore or dock, if your space is limited you may wish to set 30 minute timeline for participants fishing to provide opportunities for all TIP Shallow lakeside or broad fishing docks provide greater safety than fishing from boats and high-water riverbanks especially if children will be at your event. Flat space close to the fishing location for community and sponsor displays suitable for a tent if raining Large field for casting demonstrations or contests Access to power and fresh water if required Restrooms or access to port-apotties Picnic tables which can be used for display materials Plenty of parking Visible areas for event signs Check with your local municipality, Ministry of Water, Land and Air Protection Fisheries biologist, and local parks for any community or location sensitivities and tips TIP Before you being planning in earnest, ensure your location is available by checking with local municipality,parks,private land owners,etc. You may be required to pay a park or municipal fee - invite them to sponsor the event first before you pay. 6 Visit

7 to go fish TIP Check the current regulations to ensure all locations are open for fishing by the Ministry of Water,Land and Air Protection and Fisheries and Oceans Canada. Refer to the Regional Water- Specific tables of the BC Freshwater Fishing Synopsis and the BC Tidal Waters federal tidal Sport Fishing Guide. TIP Confirm with your regional Ministry of Water, Land and Air Protection fisheries biologist to advise them of your plans and ensure there are no restrictions on your chosen freshwater location. How to get people and volunteers involved Your enthusiasm for your community FFW event will spread to others,word of mouth is the best way to get others involved. From local service clubs, to school groups, angling associations,boys and girls clubs, chambers of commerce,government representatives, local media, church organizations and others. Advance planning and scheduling will help as you seek volunteers. Make a list of all requirements for your event, such as: Overall event coordinator Volunteer coordinator Publicity and media coordinator Location coordinator liaison with government/municipality, local parks Coordinator for fishing demonstrations and clinics Event MC (optional) Parking coordinator Food and give-away coordinator Identify when and where your volunteers are needed and who they contact to report information or get information. Working with other community groups,organizations and businesses you should be able to split up the tasks and enjoy your activities. Who to Invite to the event The following is a menu of some things to consider when selecting activities and who to invite to your event: On the water/dock Fishing from dock or lakeside (try to locate loaner rods/reels,bait and tackle) could be managed by angling clubs (Fish and Game Club, Fly Fishers, Drift Fishers) Casting from lakeside 7 Visit

8 to go fish Different types of fishing demos in lake/river/stream (angling clubs, tackle shops) Fishing contests, i.e. largest, smallest, ugliest fish ( derbies are discouraged as the intent is to get people familiar with the sport of fishing, and it remains the participants choice whether to retain or release fish) Water safety (Coast Guard, St. John s Ambulance) On the land Fly tying demos and clinics (fly fishing clubs, local retailers) Casting clinics (local retailers, angling clubs, experienced anglers) Displays and community participation BC Hydro Power Smart and water stewardship displays (10 power smart displays throughout the province) Invite representatives from provincial government agencies e.g. Ministry of Water, Land and Air Protection,Ministry of Agriculture, Food and Fisheries, etc. to provide information about fish stocks and habitat protection. Fisheries & and Oceans Canada displays. Contact fisheries staff in your regional DFO office to participate. Contact local Conservation Office or Officers Local community and environmental groups - displays Community clubs fish prints, crafts Rotary/Kiwanis, etc. event support, community barbecue.. Angling Clubs membership information display, fishing clinics Coast Guard boat and water safety Food and Give-aways Mobile food services to provide food for free or for nominal fee, i.e. donuts & juice, hot dogs and pop for sale by local grocery store and/or food providers Give away area for promotional materials, for example t-shirts, fishing rods and reels, fishing gear. How to get Media involved Invite them along everyone wants to be invited to a party! All media need is a hook! With fishing there are lots of those. Be creative and invite your local media just give em a call. Tell them about your event, invite them to participate and see where their imaginations take them. 8 Visit

9 to go fish Opportunities for your local media include: Event sponsor through promoting the upcoming event and advance give-aways using local media, i.e. onair contest like having callers tell a great fish tale,newspaper the best fish tale contest Get a journalist or reporter to be a personality at the community event host give-aways during the event local Public Service Announcements (PSAs), refer to next section for details If you give them a little notice and a few creative ideas you should have great success with your community family fishing event. What media need to know When is the event (date and time) Where is the event Who is sponsoring the event Who will be there How do you get there What do people need to bring to the event Why should people come to the event. Such as, this is a great opportunity to try the sport of fishing without having to purchase a licence for freshwater fishing, or why not pull your family away from your usual activities and treat your dad to a Father s Day activity, and so on. Will you pay for advertising. No there is no advertising budget but it would be great if the local media would help promote this fun activity to their listeners/readers. How to publicize your event Family Fishing Weekend Posters templates are provided on the FFW web site.there will be a space for customizing each poster with your event details. Posters can then be printed and distributed to local community centers, libraries, city hall, businesses, schools, and anyone else you consider might be interested. Make your own posters or flyers you may wish to make a few of your own posters please include reference to BC s Family Fishing Weekend and the logo. Your posters may include local sponsors of the event. 9 Visit

10 to go fish Local newsletters contact writers and editors of local newsletters to include a blurb about your Family Fishing Weekend event. You may want to check the following groups for newsletters schools, seniors publications, rotary, local clubs, community centers, fishing gear retailers, angling associations, Scouts Canada, Big Brothers/Sisters,Girl Guides, and any other groups. Newspaper/Radio community events be sure to contact your local newspapers and radio stations and request they publicize the event in their community event column and on-air. Local reader boards or bulletin boards check around the community for local reader boards. Possible locations are community centers, gas stations, and retailers. Give them a call and ask to use their reader board to promote the event you can even ask them to help sponsor the event, for example, fishing gear retailers may want to provide some rod and reel giveaways for kids. How to begin planning your event Select a Date during the Fathers Day Weekend Friday Saturday Sunday TIP Ask around to see if there are other planned community activities as you may either want to join in with planned events or select different date/location to avoid conflict. Select Time am,pm, or all day TIP You may want to consider a fourhour event in the morning i.e.9:00 am to 1:00 pm when fishing might be better. This also tends to be more convenient for volunteers, clubs and businesses that are giving their time to participate. Select and secure your location Find out who is responsible for your proposed location - the municipality, regional district,bc Parks or Parks Canada and ask about any permit requirements. Be sure to meet local requirements for permit applications. Event liability and insurance: Check with the organization responsible for your proposed location as to liability requirements. 10 Visit

11 to go fish Identify and confirm partners and volunteers Contact potential partners,provide options for their involvement and make assignments. Meet as needed (conference call, coffee meeting) to confirm all planning details,participation, displays and volunteers TIP Try to have two key people work together on overall coordination to organize your event, especially if several different groups will be participating. Possible Community Partners (providing services and/or event coordination): Local insurance agency Boys & Girls Clubs Municipality or Town Hall event person Chamber of Commerce Rotary, Lions or Kiwanis Club BC Wildlife Federation, Fly Fishers, Drift Fishers Wal Mart,Canadian Tire, local retailers Coast Guard Local media Local community center Food previous years event participants included Save-On Foods, Tim Hortons, Dairyland Foods, and anyone else in your community who may wish to be involved in the community. Safety gear & services: If you anticipate a large community event with many children you should consider acquiring volunteer services as follows: 1. Lifeguard check with local municipal lakes, community centers 2. St. John s Ambulance register event and make application for first aid support 3. Lifejackets if school children or many young children involved you can post signage and include lifejacket requirements in all promotional materials, or you may wish to borrow lifejackets from local community centers or possibly BC Ferries Possible displays and activities for your event: Family Fishing Weekend participants enjoy fishing and are also eager to learn about fish, their habitat, water resource,natural environment, and tips on fishing equipment and gear, local community activities and organizations involved in fish habitat, environment, and other. You may be interested in inviting some of the following organizations to host displays during your event. 11 Visit

12 to go fish TIP Be sure to allow sufficient space for displays the majority will require a flat level space. You may want power sources for the displays and a tent if rain is anticipated. A few hours on either end of the event should be allotted for set-up and dismantling of displays. Family Fishing Weekend sponsors: BC Hydro Power Smart program Coast Guard boat safety Habitat Conservation Trust Fund Local angling clubs and associations Local community groups Local schools with salmonid programs Casting stations Local retailers displays, casting stations Fly tying displays and demo s Community Centres aquatic programs DFO fisheries displays Local newspaper or radio station host fishing pond with give aways (i.e.newspaper subscriptions, kids goodie bag) TIP Encourage local anglers to come to the event and bring an extra rod to loan. A volunteer could set up a fishing rod loan station,either by the honour system or take Driver s Licences to hold until the rod is returned during the event. How to get seed funding and prizes Family Fishing Weekend is a lot of fun, but it also requires a little money to get started. A limited amount of seed funding may be available to help you get started with your Family Fishing Weekend Community Event. Funding is limited so the sooner you make contact the better. The FFW project team is working with sponsors to gather prizes for community events such as kids fishing rods and reels and a few other items. Seed funding ranges from $250 to $500 depending on the number of community events around the province and the size of events. You should also look for local sponsors to provide prizes. Family Fishing Weekend community events provide a great opportunity for local retailers to showcase their goods to a new audience. Encourage local community organizations, retailers, food providers, media and others to help make your community event a success. 12 Visit

13 to go fish TIP During the FFW 2000 inaugural events, the project team invited local retailers to sponsor fishing gear like: rods and reels, bait, tackle,etc for use at the event and then as give-away items at the close of the event. You may wish to use some of the FFW seed funding to purchase fishing gear and invite your local retailer to sponsor fishing gear of the same value. How to get food and give-aways Food Food is not necessary at your event, but can draw a crowd and keep people at the event longer. If you wish to have food you may want to consider the following options: TIP For all food provided,health and safety codes must be followed, it is simplest to use someone who is in the business,approved by the health board and understands their regulations. Pancake Breakfast or Barbecue Lunch - Contact your local community group (e.g.kiwanis, Rotary, Lions Angling Association) and invite them to organize a pancake breakfast or barbeque lunch. Food could be provided free or proceeds could go to a club, kids program, Habitat Conservation Trust Fund, Pacific Salmon Foundation, and so on. Free copies of the BC Freshwater Fishing Regulations Synopsis and the federal BC Tidal Waters Sport Fishing Guide may be available for hand out at the event. TIP Invite your local fishing gear retailer/s to sponsor give away of a number of Rod n Reel combos,bait, tackle and gear. Rods and reels could be used as loaners during the event then given away at end of the event. Hot Dog, Pop and Chips Kiosk invite your local food store or restaurant to manage food at the event also invite them to donate items for a kids fishing goodie bag. The kids goodie bag could be done in partnership with media. 13 Visit

14 to go fish Invite other local retailers to provide prizes, e.g. restaurant lunch for family of four,music store fishing listenin music, etc. Fish raffles angling association could raffle prize fish for fund raising Give aways you choose how to administer give-aways,possibilities include: media contest with winners announced at event, on-site entry form with a draw box for selection at close of event; distributing numbered ticket to individuals who participate in a particular activity. Note If the Family Fishing Society provides a central prize draw community coordinators will be supplied with entry forms. Prizes may include chances to win trips to some of B.C. s spectacular fishing lodges, rods and reels, floater suits, and more. 14 Visit

15 to get fresh event checklist Planning Timeline & Guide March or April Contact the FFW Provincial Coordinator, Owen Bird to confirm interest in holding an event; Ph: or by ; Secure the event location complete applicable permit requirements Contact and confirm event coordination partners Contact potential local event sponsors displays and display requirements (tables, tent,power, audio) safety people & equipment (Coast Guard, Lifeguard, St. John s Ambulance, lifejackets), food & food health requirements, emcee (if desired), promotions and give-aways, display requirements event insurance if required invite school groups, community organizations to event Customize the Family Fishing Weekend poster for your event and deliver locally May Province-wide Family Fishing Weekend promotions distribution. FFW project team to distribute posters, brochures, and complimentary freshwater fishing licences to local municipalities, fishing licence vendors, chambers of commerce, tourism visitor centers, community event organizers. Confirm event logistics location,date and time volunteers, Invite special guests, such as: schools, youth clubs, local MLA or MP Reminder Please make sure to provide all details about your event to the FFW Provincial Coordinator for listing on the FFW web site event details should include, location, how to get there, date, time, sponsors, whose invited, contact, and other relevant details. 15 Visit

16 to get fresh Early June Distribute Family Fishing Weekend public service announcements with event details to local media Final confirmation of participants and volunteers Arrangements for display requirements - tables, tents, audio sound system,power if needed. Map of display and event activities circulate to all participants. Map should identify each participants display area,mark power locations, signage, water, restrooms, parking, and contacts. Day of Event Advance set up: Rods and Reels set up with bait from dock or shoreline Power supply Tents, tables, chairs Displays Parking attendants (if required) Sound system and music (if required) Lifeguards & lifejackets for children dock fishing End of Event Clean-up,garbage removal and removal of posters, banners Congratulate yourself and your partners for a job well-done Two days prior In respect of local anglers who fish at your event location,post event signage at location clearly inviting local anglers to participate or suggest they may want to use another location for fishing if your community FFW event with bother them. Mid-June Complete Family Fishing Weekend event survey form,provided by FFW project team, to help with future planning of FFW events Thank you notes to your partners and sponsors Mount FFW banner, and signage for parking, restrooms, entrances and exits 16 Visit

17 to be salty rules, regulations, and exemptions TIP Check the current regulations to ensure all locations are open for fishing and allowable limits during the Family Fishing Weekend. Refer to the following regulation publications: BC Freshwater Fishing Regulations Synopsis, and the Regional Water-Specific tables, and the Federal BC Tidal Waters Sport Fishing Guide. Salmon Although salmon are found in both fresh and saltwater, the stewardship for this species rests with Fisheries and Oceans Canada. The following apply when fishing for salmon in British Columbia: barbless hooks are required for all salmon fishing to retain salmon, you must purchase a salmon conservation stamp when fishing in saltwater or freshwater apply the stamp to your saltwater or free complimentary freshwater licence. Freshwater Regulations and Exemptions FREE COPIES of the Freshwater Fishing Regulations Synopsis are available from tackle shops and Government Agents throughout the province. The regulations (plus any recent updates) are posted on the Internet. TIPS First,become familiar with the province-wide regulations which cover allowable fishing methods,bait usage and general No Fishing areas. Second, select the region you will be fishing in and refer to the regional regulations. There are eight regions of the province. Look for things like regional daily catch quotas, possession quotas and other region-wide restrictions. Finally, check to see if the specific lake or stream you want to fish is listed in the tables following the regional map. If NOT listed, simply follow the regional and provincial regulations. If the water IS listed, then you must also abide by the special water-specific regulations. 17 Visit

18 to be salty Please note In some parts of B.C., streams may be closed in the spring to protect spawning fish. Be sure to check the regional regulations and tables for the dates of these seasonal closures. To Keep A Special Fish,You Need to Make a Contribution to Conservation Like any seasoned angler, you decide if you release your catch or keep it (regulations permitting). Everyone can fish for and catch fish during Family Fishing Weekend, but a Conservation Surcharge Stamp is needed if you plan on keeping a few special fish: Kootenay lake rainbow trout over 50 cm in length, Shuswap Lake rainbow trout over 50 cm, Shuswap Lake char (lake trout) over 60 cm, any salmon caught in non-tidal water (check the federal regulations for openings and size limits), and any steelhead (where harvest is permitted). To keep and eat these fish, you must have purchased the appropriate stamp in advance of fishing and affixed it to your FREE complimentary Family Fishing Weekend freshwater licence (on The best part your surcharge fees go to the Habitat Conservation Trust Fund to help fisheries conservation projects around the province. Regular Fishing Licences Required to Fish Classified Waters The Family Fishing Weekend complimentary licences do not apply for fishing in 18 special trout and steelhead streams called Classified Waters. To fish these waters, you must purchase a regular fishing licence plus a Classified Waters Licence. Check our web site ( or or look at the Regional Tables in in the Freshwater Fishing Synopsis to see which streams are classified during the Family Fishing Weekend. 18 Visit

19 to be salty Tidal Water (saltwater) Regulations for Tidal Waters (saltwater) Licences are required for all anglers. The licence is free for children under 16. Tidal water licences can be obtained at any of the 600 vendors throughout the province from tackle shops and marinas to department stores. Pick up a Tidal Waters Sport Fishing Guide when you purchase your licence. Check updates to regulations at: Please remember the following points when fishing in tidal waters: Keep your licence with you when you fish Comply with the regulations to conserve fish for the future Check for limits in the area you are fishing, and note that changes may be made by Fishery Notice (posted at local sites, available through the web site or at Fisheries and Oceans Canada offices) Handle fish with care and use proper releasing techniques when releasing fish A licence is required to fish for finfish and shellfish 19 Visit

20 ffw community event form Please complete the following form and fax to (please call ahead before faxing) You may also scan and the form to Location (please confirm your plans with local agency responsible for your chosen location, i.e.ministry of Water, Land & Air Protection - Fisheries or Conservation Officer,BC Parks,DFO Community Advisory, municipality or regional district) Name of lake, stream, or other water Nearest community Event dates Theme of your Family Fishing Weekend community event Number of people expected to attend Time of event Target Audience (can be more than one) Families Youth Adults Clubs Other Other event participants and sponsors you have lined up Types of displays What type of event activities and prizes do you plan to have at the event Event Contacts Event Coordinator Phone Fax Cel Others Phone Fax Cel For more information contact Owen Bird, FFW Provincial Coordinator Ph: or by info@bcfamilyfishing.com