The Alamo Chapter was founded in 1997 and has held four JAKES days since then. Each year the event has grown, with nearly 100 youth attending this year. The chapter has a large event committee, which directly correlates to their success. The committee makes safety top priority. Many of the members also are certified instructors for the Texas Youth Hunting Program of the Texas Wildlife Association with whom they partner to hold a spring turkey youth hunt each year.
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Mandy Harling JAKES Coordinator |
Best practices make for big fun
Each year I pack my bags and head in a different direction across the United States to visit a local JAKES event. This year, I traveled to Comfort, Texas, home of the Alamo Chapter, to learn some techniques that make their JAKES event a success. If you do something well, it’s good to pass on these “best practices” to others.
Best practices. It’s a buzz phrase I’m sure you’ve heard. They are fantastic little nuggets of wisdom passed on from folks who’ve “been there, done that.” Did you know we have best practices for JAKES?
Always give event attendees the basics: how to dress, the time to arrive, if lunch is provided and, most importantly, directions.
The event was by far one of the best managed I’ve witnessed. Because the chapter had required pre-registration and already had the information needed for membership, all the attendees needed to do was sign the liability release and pay their fee. Within minutes, they were ready to start the day, and the event coordinators were better able to anticipate, and prepare for the number of children. Collecting data and money beforehand made things run like a well-oiled machine.
When I attend events, I always pick up new ideas to use at events I coordinate or pass them along to other event coordinators. As I approached the pavilion where everyone gathered, I noticed children signing their names on huge sheets of paper with company logos. After the event, the papers were laminated and delivered to the sponsor. What a great way to say thanks!
Each child also was issued a water bottle with their names on the cap to refill throughout the day, which eliminated waste of plastic bottles and cups.
I rotated through stations with my new friend, GiGi, who had a smile that pierced my heart. From the pre-marked paper plates for BB targets to the stations conducted by members of the Texas Youth Hunting Program and state agency personnel, I remained impressed with the chapter’s efficiency.
Whether they were cooking, teaching or working behind the scenes, all the Alamo volunteers seemed to work together towards one common goal: getting youth outdoors and making sure the day was unforgettable. It’s important when planning an event to have a good size committee. As in our banquets, there’s a correlation with the size of the committee to the success of the event.
GiGi said she looks forward to the event all year long. Now I know why! The Alamo Chapter could have written the book on best practices for JAKES events!
Luckily, they don’t have to. The outreach team has a new manual for hosting events. We’ve also created a Web site where chapters can share their ideas with other event coordinators.
You don’t have to have a large event to be successful, you just have to gather a group of volunteers who are passionate about getting kids outdoors . When we work together, anything is possible. — Mandy