Skate Canada & A Local Business: Skating Club Activation Tool-Kit

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1 In-Store Registration Event (if business has capacity to host people) Outlined are ideas, tips and tools to help you hold a skating registration event at a local business (only if that business has the capacity to host a large group of people). This can be your sole in-person event (if registration is conducted on-line) or complement a larger existing Club registration event. How to & Tips Create an Event Team/Committee Running a successful registration event requires advance planning and a dedicated team. Consider assigning responsibilities against major tasks: Team Leader: overall lead and liaison with the Local Business/Store contact; Administration: coordinates Club administration including processing of registrations; Communications: develops and coordinates communication materials (e.g. s, invitations, posters, advertisements); Social Media: writes, photographs, edits and posts any social media; Volunteers: coordinates event day participants and volunteers; Store: confirm the role the Business/Store Manager may play, if any (e.g. provide table, chairs, AV set-up). Confirm the Event Theme & the Action Plan If this event is a complement to a larger registration event, consider ways of making it unique. Some ideas are to: Include face painting and a colouring area called the Local Business Creativity Corner. Have a skate-lacing contest with a fun prize pack for lucky winner Set up a dryland version of CanSkate to demonstrate the program Carnival Theme E.G. popcorn machine, balloons at rink See the sample Planning Check Lists as guidelines to help plan and organize your event. Order Supplies This can be a great opportunity to promote the Club and a love for skating. Don t forget to include: CanSkate brochure; StarSkate information; CanSkate posters; CanSkate pop-up banners; Stickers, balloons and face painting supplies; Flyer or business cards with the Club contact information including website and social media; October 2015 Page 1

2 In Store Registration Event How to & Tips, cont. Communication & Promotion Advance planning is also key to successfully getting the word out especially in trying to reach new skaters or hockey players. A typical communications plan can include: Invitation(s) Don t forget to ask your Members and other community partners to help you reach new skaters. Send an invitation and ask them to forward to their network. Social Media Posts Social media can be a great way to reach your Members. See the ideas and tips. Community Event Listings or Classified Ads Many media, local radio and community organizations have listings of local events both in printed and electronic formats. Many offer free listings on-line. Contact them to inquire about the details. See ideas and tips for e listings. Posters in Local Business/Store Don t forget to post Skating registration posters in high traffic areas like the local Business/ Store, libraries, aquatic centers and community centers. There are a number of existing CanSkate posters that can be customized with registration information. Community Newspaper Ad Place an advertisement in the local community newspaper. Inquire about the cost and art-work requirements. Use one of the existing customizable CanSkate posters or print ads. October 2015 Page 2

3 In store Registration Event Tools In store Registration: Planning Check List (page 4) In store Registration: Event Day Check List (page 5) In store Registration: Social Media Post Ideas (page 6) Facebook Twitter Instagram In store Registration: Community Event Listing (page 7) Info Centre Downloads CanSkate Brochure CanSkate Poster(s) CanSkate Print Ad CanSkate Video(s) CanSkate Banner(s) October 2015 Page 3

4 In store Registration: Planning Check List Here is a sample check list with the key tasks and suggested timing. Feel free to add to or modify for your purposes. Timing Task Resp. 2-4 months+ o Confirm event details (e.g. promote the Club and up-coming on-line registration, full registration) 2-4 months+ o Assign a Club staff person/volunteer to be the Team Lead 2-4 months+ o Finalize the event team and assign planning responsibilities, for example: o Team Lead and Liaison with Store Manager o Administration Coordinator o Communication and Media Coordinator o Social Media Coordinator o Volunteer Coordinator (for event day) 2-4 months+ o Confirm the event date(s) with the Local Business Owner or Store Manager 2-4 months o Confirm the available budget (e.g. event day supplies, advertising, skate guard giveaways) 2 4 months o Create the flyer/ brochure with season schedule (remember to indicate if payment is cash or cheque only) 2 months o Create/ update the registration form (remember to indicate if payment is cash or cheque only) 1-2 months o Print the flyer/ brochures and registration forms 1-2 months o Contact local media to get a listing in community event calendars 1-2 months o Contact community partners to request e-listing in community event calendars 1-2 months o Post listing of event on Club website or social media 2 3 weeks o Confirm the space/ location within the Store with the Business/Store Manager and confirm third party policies 2 3 weeks o Book any event equipment needed (e.g. tables, power cord, light, computers, wireless payment machine, banners) 2-4 weeks o Put up Skating posters with the event details (e.g. high traffic location in Store, selected locations in the community) 2 4 weeks o Contact local newspaper to place ad, if required 2 weeks o Send out to invite Members 1 week o Confirm all volunteers and host a training session 1 week o Post reminder on social media 3 Days Before o Post reminder on social media o Send out reminder to invite Members 1 Day Before o Pack up all items and deliver to Store o Post alert on social media October 2015 Page 4

5 In store Registration: Event Day Checklist Outlined is a suggested schedule and checklist. Timing Task Resp. 9:00 a.m. o Meet with Store Manager 9:15 a.m. o Brief team/volunteers and distribute t-shirts 9:20 a.m. o Hang exterior banner or posters 9:25 a.m. o Set up registration table(s) o Put up CanSkate banner and posters o Set up any AV equipment and access to power 9:45 a.m. o Organize money collection system and confirm dedicated team o Set up cash area and, if required, test wireless payment machine 9:55 a.m. o Post invitation on social media 10:00 a.m. 2:00 p.m. o Host registration 2:15 p.m. o Clean up area 2:30 p.m. o Thank your Team and the Store Manager 3:00 p.m. o Post photo or other event highlight(s) on social media October 2015 Page 5

6 In store Registration: Social Media Posts Facebook Ideas We ll be at Business X, street address, on Sat. Aug. 22 from 10 2 pm for early bird Skating Registration. Can t join us? Call or register on-line today AbcSkatingClub.ca. CanSkate is the best learn-to-skate program for hockey players. Yes! We said hockey. Learn more on Aug. 22 from 10 2 pm at Business X, street address, during our early bird registration. Back to school means back to skating! Register for CanSkate and StarSkate on Sat. Aug. 22 from 10 2 pm at Local Business, street address. ABC Skating Club has CanSkate this fall. CanSkate is the name of the Skate Canada learn-to-skate program that guarantees your child will learn to skate! Come to Local Business, street address, on Saturday from 10 2 pm to learn more from our certified coaches. Exciting! Aug. will be at Local Business street address for #CanSkate #Registration from abcskatingclub.ca Tips Link to Club website for on-line registration Share on hockey program s Facebook Make it visual by including a photo Make it shareable by including a short video Use same format as other social media Twitter Ideas Early will be at Local Business, street address, on Sat. Aug. 22 from 10 2 pm for #CanSkate #registration gives #hockey players the edge. We said hockey. See us on Sat at Local Business, street address Aug. will be at Local Business street address for #CanSkate #registration from Thanks to #Local Business #@AbcSkatingClub. Registration is this Sat at Local Business, street address from 10 2 #Backtoschool means back to #skating! #CanSkate and StarSkate registrations are on Sat.from 10 2 pm at Local Business X, street address Tips Keep it under 140 characters Share with hockey club Include a link to the website Check spelling Make it visual by including a photo Instagram Ideas Early will be at Local Business, street address, on Sat. Aug. 22 from 10 2 pm for #CanSkate #registration gives #hockey players the edge. We said hockey. See us on Sat at Local Business, street address Aug. will be at Local Business, street address for #CanSkate #registration from October 2015 Page 6

7 In store Registration: Community Event Listing Many media have on-line events listing or community calendars that have a low cost or are free. Look for media that reach your target audience and are in your community. You may need to register as a member. Keep your listing short and focus on the details since most limit space/characters. On-line Form Suggestion Event Name Date Aug 22, 2015 Time Location Description Ticket Cost $0 Event Website Event Contact Early Bird Registration at Local Business 10 2 pm Local Business full mailing address including postal code ABC Skating Club has CanSkate, StarSkate and PowerSkate this fall. Join us at Local Business on Saturday from 10 2 pm to learn more from our certified coaches. (Note: Cash or Cheque Only) Club President Event Phone Tags learn to skate, youth skating lessons, figure skating lessons, skating, hockey, kids winter sports, CanSkate, StarSkate, PowerSkate October 2015 Page 7