H OLDING AN E COSCHOOL C ONFERENCE

S O Y OU W ANT TO H AVE A C ONFERENCE ? When becoming an Ecoschool, an important aspect of earning Gold Status are conferences. Here are some helpful tips on running a successful Ecoschool conference

G ETTING S TARTED Establish a dedicated team of individuals. Choose a venue. Choose a theme that your conference will focus on. Create a timeline to organize setup tasks and planning. Invite participants (i.e. Elementary schools) Contacting community sponsors and support.

E STABLISHING Y OUR T EAM When collecting volunteers ensure they are: Dedicated Hardworking Responsible Enthusiastic Place older individuals with leadership positions, while delegating smaller responsibilities less experienced individuals. Divide group into: Administrative Team Setup/Cleanup Crew Group Leaders Activity Co-ordinators

C HOOSING A V ENUE Ensure place is available for desired date. Ensure venue is affordable. Ensure venue is appropriate size. Ensure venue has required services and accommodates needs specific to your conference. Understand venue’s Code of Conduct. TIP : Using your own school allows you to be comfortable with surroundings and is budget friendly.

T HEME Be aware of current and up and coming environmental issues and centre conference around these. Choose an interesting theme that will hold participants attention. Choose a theme that you as a team are passionate about. Choose a theme that has multiple facets which are expandable.

T IMELINE AND P LANNING Choose a date. Divide tasks and ensure deadlines are flexible. Include these things in your timeline: Conference date Invitations and deadline to register Activity planning General set up day of conference. Contact and confirm guest speakers Contact sponsors. Buy supplies Catering Advertising conference TIP: Give yourself PLENTY of time and be prepared!

C OSTS AND B UDGETS Consider the costs of the following: Transportation Supplies Food and beverages Administrative costs Possibly venue Guest speaker(s) Attractions i.e. Animals Advertising Souvenirs TIP: Ask for community support and donations to offset some of these costs.

C HOOSING AND I NVITING P ARTICIPANTS Invite participants that are a suitable audience for the conference. Give a large grace period for them to RSVP. When inviting schools put a limit on those attending. When dealing with younger grades insist on teacher supervision. Make invitation creative and appealing.

S OURCING O UTSIDE H ELP Contact local environment groups, many are willing to donate time, funds and other resources towards your cause. Contact sponsors well BEFORE the date that are willing to donate supplies. i.e. Local water store. Contact guest speakers of interest. Have a rough idea before hand in order to sound professional. Invite local groups to set up information booths on their causes.

C ONFERENCE A GENDA Begin conference with large introduction and presentation of key note speaker. Break off into smaller predetermined groups. Have smaller information session that focuses on the importance of conference theme and its impact on the global community and individuals themselves. Include hands-on fun activities appropriate for age group. Include breaks, snack time, and lunch. TIP: People love animals, use them...

TIPS!TIPS!TIPS! Keep your conference eco-friendly i.e. Recycle bins Provide lunch made of locally grown food. Ask participants to bring own reusable cutlery. Use realistic agenda that is possible to do. Be prepared for things to go WRONG, they will. Prepare well ahead of time to deal with above comment. Be enthusiastic HAVE FUN!