• Begin your initial recruiting efforts on your own campus!
  
• Send out a campus-wide email inviting interested parties to participate.
  
• Complete this recruiting effort by soliciting support from area public service offices and community based non-profit organizations. (fire department, police department, Boy Scouts of America, etc.)
  
• Send all interested parties an invitation to participate and a registration form.

Students
Recruiting students is the simple part! Turning away those that can not participate due to a lack of space may be a problem.

• Identify the area schools that you would like to invite to the event.
  
• Contact the administration of the identified schools to promote the event.
  
• Distribute brochures, containing a registration form, to the appropriate school administration buildings. Upon approval, request that each administration forward the brochure and registration form to the appropriate teachers within their district.
  
• Each teacher that would like to participate needs to select ten top choices from the list of activities, knowing that the class will be assigned to three of these ten choices. Assignments are best made on a first come first served basis.
  
• Number your registration forms as they come in to ensure an organized activity assignment

Room Assignment and Equipment
Many of your instructors may need special facilities or equipment to effectively conduct their activities.

• Visit the classrooms and make notes of which rooms have sinks, projectors, large tables, etc. This will help when you begin to chart your classroom assignment sheet.
  
• Create a master list assigning the classes to the activities based on the numbering system you have previously established.

Implementation
Your planning is complete and now its time to put your plans into action!

• You need to notify your instructors of their room assignment and other pertinent details.
  
• Send a congratulatory letter containing campus maps and schedules to the teachers of the accepted classes at each school.
  
• Remember to notify the applicants that you were unable to serve or place in activities.
  
• Order lunch for your instructors and deliver these lunches in a timely manner allowing each instructor to eat prior to the start of the afternoon activities. Teachers and students will bring their own sack lunches.
  
• Fill the “goody bags” for the students with all the items you have collected.
  
• Place the filled bags in the classrooms before the event kicks off so that instructors are able to add to it if necessary.

Other notifications may need to be made to ensure a successful event.
These notifications may include but are not limited to:

• Custodial / Maintenance Department – Request extra trash cans in the areas needed.
  
• Campus Police / Security – Request all rooms be opened at least thirty minutes prior to the start of the activities to give the instructors time to prepare.
  
• Campus Operator – Remind this department that the students will be on campus for the day in case a phone call is received.
  
• Campus Information Desk – Supply this department with a schedule of the event in case any students get separated from their group.
  
• Publications / Marketing Department – Request this department include this event on all campus printed materials that are distributed throughout the appropriate month to alert all employees of your young visitors.
  
• Be sure to put up signage for any room changes you may have.

Have plenty of staff available to direct traffic and answer questions! Enjoy!