in motion Parks & Trails Day 2014 Planning Kit

PARKSamp TRAILS DAY2014 Planning Kit

in motion

2

Photo by Mike Corey Kick the Grind and provided by Tourism New Brunswick

3

Welcome to the planning kit for the 2014 in motion Parks amp Trails Day to be held June 1 2014 This province-wide

event is an opportunity to promote healthy active living in your community while celebrating the many incredible outdoor spaces in our beautiful province

Our inaugural event saw hundreds of New Brunswickers take to their favourite trails parks paths and waterways on June 1 2013 From a scavenger hunt in Florenceville-Bristol to mountain biking in Fundy National Park and a family walk in Saint-Antoine more than 20 communities across New Brunswick came together to celebrate in motion International Trails Day and June is Recreation and Parks Month

We hope to see communities wellness networks school leaders and other groups join our provincersquos Wellness Movement and get their friends and family ldquoin motionrdquo by hosting an in motion Parks amp Trails Day event Please refer to this Event Planning Kit for event ideas sponsorship information social media tips and more and be sure to visit our website for updates hepaccainmotion

Sincerely

in motion Parks amp Trails Day Organizing Committee

WELCOME

HEPACCSAAP

4

As Minister of Healthy and Inclusive Communities I invite all New Brunswickers to help us grow the Wellness Movement by taking part in the in motion Parks amp Trails Day

We are lucky to enjoy such beautiful parks and trails in our province and they are the perfect location to engage in sport and recreation activities I want to congratulate the communities and our various partners for organizing events that celebrate the importance of health and wellness By working together we are creating opportunities for New Brunswickers to get back to nature and lead active lives

Minister K Dorothy Shephard Healthy and Inclusive Communities

FROM THE MINISTERS

As Minister of Tourism Heritage and Culture I would like to encourage all New Brunswickers to take part in the in motion Parks amp Trails Day events

New Brunswickers from all walks of life can be proud of the world-class natural wonders that make our province such a great place Our government is committed to providing opportunities for New Brunswickers to enjoy the outdoors and to pursue a healthy lifestyle and our provincial parks and trails are an important part of fostering those opportunities

I wish you all a great in motion Parks amp Trails Day and we hope to see you there

Minister Trevor HolderTourism Heritage and Culture

What is in motionIn motion is an evidence-based health promotion strategy that emphasizes physical activity mdash one of four pillars of New Brunswickrsquos Wellness Strategy mdash to improve the health of NB communities Communities schools workplaces and other groups around the province are encouraged to work collaboratively to allow everyone to reach a minimum of 30 minutes of physical activity in each setting The in motion strategy supports people of all ages to achieve 60-90 minutes of physical activity each day

Partnerships are key to the success of in motion mdashthey enable the movement to have a larger reach and experts from a number of areas can be involved and share valuable advice and expertise

Visit hepaccain-motion to learn more about getting your community ldquoin motionrdquo

welcome

TM

5

RECAP 2013 event highlights

More than 20 events were held to celebrate the 2013 in

motion Trails Day (now renamed in motion Parks amp Trails Day)

FLORENCEVILLE-BRISTOLA scavenger hunt helped show elementary school students how to be mindful of nature while enjoying a local trail In the classroom students created a collage with their discoveries

SAINT-ANTOINEStudents at Camille-Vautour School took part in a treasure hunt tree identification walk bike relay and compass skills course

SHEDIAC The Town of Shediac invited its citizens mdash whether running cycling walking or pushing a stroller mdash to meet at Pascal

Poirier Park before embarking on the trails as a group

FUNDY NATIONAL PARKFundy opened its newest mountain biking trail mdash the Black Horse trail mdash followed by a skills workshop and childrenrsquos bike rodeo

wOODSTOCKCommunity members walked biked and ran a 25-kilometre trail along the St John River

FREDERICTONMeals on Wheels of Fredericton hosted its Bikeathon fundraiser

Photo provided by Tobi Pirie

Community walk participants in Woodstock

an all-ages cycling event featuring trails and road routes for various levels of cycling ability

MACTAQUAC PROVINCIAL PARKThe Friends of Mactaquac Park and a local childrenrsquos nature club picked litter while hiking the parkrsquos trails and fields

MONCTON DIEPPE RIVERVIEwThese communities worked with local hiking groups to promote walking on their trails for International Trails Day Many participants walked or biked in all three communities

eVeNT INSPIRATIoN

6

TAKING YOUR FIRST STEPS

GETTING STARTED

Create an Organizing Committeebull Recruit volunteers to work

together in planning the event bull Create a checklist to ensure all

event details are covered bull The scope of your event

will impact the size of your organizing committee

bull A successful committee shares the responsibilities associated with event planning

bull Regular meetings will ensure the planning moves forward

Choose a LocationYour event could take place on the trail a local park trail pavilion green space provincial or national park Ensure that the location is easily accessible for anyone using a mobility device or familieswith strollers and that it can accommodate a large number of people

Share the workloadIn your initial meetings determine who is responsible for what tasks the steps involved to accomplish each task required and set deadlines for completion of each task

Select a DayEven though in motion Parks amp Trails Day is officially June 1 2014 you do not have to schedule your event on this day There may be other factors in your community which make another day better for you For example you may wish to celebrate on Friday May 30th in order to include schools or on another day in June

Select a TimeSelect a time that best fits the needs of your community Your target population will dictate when as well as the activity or activities that you plan to run will have an impact on the time selection It is always a good practice to see what other events will be occurring in your region on your event day to avoid conflicts

Identify Your GoalsEvery in motion Parks amp Trails Day event can have different goals In your planning identify the purpose of your event and approach potential partners to work together to make the day a success

Here are some ideas for partner organizations to approach for your in motion Parks amp Trails Day event

bull Health professionals

bull Schools

bull Historical societies

bull Youth groups

bull Local nature groups

bull Natural history educators

bull Businesses

bull Artists

bull Environmental organizations

bull Seniors groups

bull Fitness organizations andor programs

bull Nutritionists

bull Service clubs

bull Other community based organizations

7

GETTING STARTED

Photo by Charlie Hasselhoff Flickr

In motion Parks amp Trails Day is a great way to kick off June is Recreation and Parks Month

If you are looking for activities you can facilitate for your in motion Parks amp Trails Day event check out Recreation New Brunswickrsquos ldquoRecreation Your Wayrdquo Guide to help supplement your event

Recreation Your Way is a program that is facilitated by the Inclusive Recreation committee of Recreation New Brunswick They are large scale one-day events that are designed to showcase many recreational and sporting opportunities in a chosen community The purpose of these events is to enable people with disabilities their family and friends to try some of these activities learn about them have some fun and hopefully be inspired to continue an active healthy lifestyle

To download your free guide head to httpgooglRf5fTT

WHAT IS lsquoJUNE IS RECREATION AND PARKS MONTHrsquo

8

KeeP youR eVeNT BeAuTIFul

GO SMOKE-FREE

why Make Your Event Smoke-Free Itrsquos simple really Enjoying the fresh air of outdoor activity in our beautiful parks and trails is a perk of living in New Brunswick but exposure to second hand smoke is not And if you ask New Brunswickers they will tell you that they favour many smoke-free outdoor venues

A poll conducted by the Canadian Cancer Society in 2013 showed that 91 per cent of New Brunswickers were in favour of a law that would make public places where children typically gather smoke-free and 72 per cent were in favour of a law that would make public parks smoke-free In addition smoke-free outdoor spaces have been shown to

bull Protect children and adults from second hand smoke

bull Assist those who have quit or are trying to quit

bull Decrease negative role modeling for children and

bull Protect children wildlife and the environment from toxic litter

Photo by Nicholas Raymond Flickr

How will People KnowIt is important that your community know that your in motion Parks amp Trails Day event will be smoke-free For example be sure to always include ldquosmoke-freerdquo when advertising or promoting your day That includes posters emails or radio public service announcements too

Invest in some basic smoke-free signage And be sure to make regular announcements

The New Brunswick Anti-Tobacco Coalition can help you with a script ndash just email us adminnbatcca

How is it EnforcedAs planners of the event you reserve the right to create your own rules and regulations It comes down to respectfully asking your participants to observe the eventrsquos smoke-free status

Good signage repetition of the smoke-free messages in all promotional material and most importantly empowering your participants staff and volunteers to ask smokers to butt out Ultimately we all want opportunities to live work and play in healthier communities This is a great way to contribute

9

PlANNING youR eVeNT

CHOOSING ACTIvITIESAs you select the activities for your in motion Parks amp Trails Day event use your available resources to work towards an achievable goal and be aware of your target demographics Remember to include all modes of active transportation such as scooters wheelchairs and bicycles and consider adding parallel sport and recreation activities

Wersquove put together a few ideas to get you started

bull Host a cycling tour to show off your communityrsquos greenways

bull Create a treasure hunt where participants follow a series of trails to explore the ldquotreasuresrdquo of your community

bull Hold an activity fair with food music tours and educational displays

bull Find hidden treasure through geocaching Use some of the 10000 existing geocaches in New Brunswick or create your own

bull Create a photo contest that requires participants to be active

bull Host a guided walk or expedition through a park or along a trail

bull Go bird or wildlife watching with a local expert

bull Contact Para NB to set up an active transportation demonstration

bull Use your favourite waterway to host canoeing or kayaking excursions such as poker runs historical tours or nature watching

PARA NB EQUIPMENT LOAN SERVICEAre you looking for adaptive sport and recreation equipment to make your event more inclusive

The Para NB Equipment Loan Service is a provincial bilingual service that increases access to adaptive sport and recreation equipment and devices for persons with a physical disability in New Brunswick

The Equipment Loan Service can be accessed by provincial sport organizations recreation organizations para sport groups municipalities schools and persons with a physical disability throughout New Brunswick Available equipment includes

bull Multisport chairsbull Handcyclesbull Rugby chairsbull Boccia ramps and ballsbull Hockey sledgesbull Bowling rampsbull Throwing chair

To learn more visit paranbca email infoparanbca or call 18664629555

Photo provided by Para New Brunswick

10

The Wellness Movement is alive and well in New Brunswick

The Wellness Movement is aboutbull Enhancing the wellness

culture in New Brunswickbull Encouraging communities

groups individuals families schools and workplaces to make a commitment to their personal and group wellness

bull Telling our New Brunswick Wellness Stories to inspire more New Brunswickers to get involved

You are already champions of wellness Tell us what you are doing to enhance wellness in your community Join the Wellness Movement by following these simple steps

PlANNING youR eVeNT

1 Decide what your Wellness Commitment will be Talk to

your group members about what you can do together to enhance your wellness and the wellness of your community Think about what your group is already doing to be well or think of a new activity that is based on one of the four Wellness Pillars

2 Visit wellnessnbca and register your group and

your Wellness Commitment by clicking on the ldquoJoin Nowrdquo link Your commitment could be about what you will do for in motion Parks and Trails Day

3 Live up to your commitment Remember

the Wellness Movement is about celebrating wellnessh There may be times that life gets in the way of your goals Thatrsquos when you can lean on your group members for support Share your success story at wellnessnbca

Join more than 380000 other New Brunswickers and help grow the Wellness Movement

WHAT IS THE wELLNESS MOVEMENT

11

BudgetingYou must attempt to forecast how much money will be available and where it will be spent By planning for key financial goals you should be able to identify well in advance any concerns that need to be addressed

GrantsYour community may be eligible for a grant from the New Brunswick Department of Healthy and Inclusive Communities For example the Active Communities Grant awards up to $5000 for activities and projects that raise awareness of the importance and enjoyment of physical activity and provide new or expanded opportunities for New Brunswickers to be active

Visit the Department of Healthy and Inclusive Communities website for more information www2gnbcacontentgnbendepartmentsdhichtml

Find Local SponsorsSponsors can maximize the potential of your event There are many opportunities for everyone in your community to get involved so pool your friendsrsquo and familyrsquos knowledge for ideas

Before contacting a potential sponsor make sure you have established the goals of the event and how the potential sponsor can benefit from supporting your event

PlANNING youR eVeNT

Look for ways to place local sponsors in your promotional material as well as ways to recognize these sponsors during the and after the event This could be as simple as thanking them at the event allowing them to have a booth at the event and to display banners

Sponsors Can Participate By

bull Providing financial support

bull Donating goods or services

bull Related organizations could provide specific services goods or prizes

bull Providing space for the event

bull Assisting with set up and take-down

bull Participating in the event or

providing volunteers

bUdGETING amp SPONSORSHIPA budget is only as good as the information that goes into its preparation it is important that all aspects of the event be properly planned and revenues and expenses be accurately defined before the event takes place

Photo provided by Tourism New Brunswick

Mountain biking at Sugarloaf Provincial Park

12

BuIlDING youR lsquo IN moTIoNrsquo TeAm

FINdING vOLUNTEERS

social media When recruiting volunteers communicate the time commitment that is required and the type of responsibilities involved

Manage Train and Recognize your VolunteersSince volunteers are not paid provide them with a job that is worthwhile and rewarding Give volunteers an overview of the event its goals and the organization Introduce them to the people that they will be working alongside and make them aware of any relevant polices and procedures and create a plan to recognize them by either a party letter certificate or special gift

Recruiting VolunteersA key resource for any successful event is volunteers Many events would not exist without the people who volunteer their time energy and expertise to make them happen Volunteers are needed both for planning and carrying out the event Be sure you have an adequate number of volunteers in place for the day of your event

Finding VolunteersLook for people from within your organization Your volunteers staff and acquaintances may know people who are interested in volunteering Contact service clubs and advertise for volunteer help This can be done through bulletins newspapers or

Photo by Brisbane CouncilFlickr

WHAT IS INTERNATIONAL TRAILS DAYInternational Trails Day is an annual celebration of trails to promote trail development the use of trails and the healthy lifestyle they encourage

The event was first celebrated in Nova Scotia and has gone on to be recognized across Canada and in Australia Spain and Czechoslovakia

It is celebrated each year on the first Saturday in June Learn morewwwinternationaltrailsdaycom

13

PLANNING get orgAnizedCreate a ChecklistIn order to avoid last-minute issues and stressful situations an event checklist should be created outlining all tasks timelines and people responsible for each

Donrsquot forget to include all the suppliesequipment required as well as basic needs such as pens scissors or tape Consider other items such as name tags for the organizers and volunteers First Aid kits and all necessary contact numbers

Arrange Event Permits if NeededPermits might be required for the displaying of banners street closures or food preparation during your event Contact your municipality to find out about any requirements and procedures

Prepare for Plan BAlways have a contingency plan in the event of inclement weather You could plan a rain date or have shelter for activities Depending on the activity it could be held ldquorain or shinerdquo after encouraging participants to be prepared for the weather as forecast

All events should be stopped immediately if there is a possibility

Photo by City of North ClharlestonFlickr

of lightning Have a safe sheltered area to potentially wait out the weather and be prepared to reschedule the event for another time or cancel all together

Booking Experts and EquipmentIf you plan on booking a local expert to provide a service at your event make sure they will be available on the day and or rain date Contact them early

determine their specific needs and ensure that someone on your committee is responsible to assist this individual and to have what is required on site

Ensure other event needs such as specific equipment electrical needs portable toilets or sound equipment are planned for and secured for your event date taking all populations into account Do not leave these requirements to be secured at the last minute

PuTTING youR PlAN lsquoIN moTIoNrsquo

14

Promotion is crucial to the success of your event A well-executed communication plan will make a big difference in the number of people you attract to your event and also determine the influence it will have in the long run in your community

PostersCreate a plan of where you can place posters to attract interest community boards arenas and businesses that are willing to support the event

Social MediaUse Facebook Twitter YouTube and other forms of social media to share information about your event Ask your friends and colleagues to ldquolikerdquo and ldquosharerdquo your posts

Radio Public Service AnnouncementsPSAs can be useful in reaching a mass audience although you may not be able to determine when the spots will be aired Look to convince the station that your message is especially important to their local audience Contact the station personally and be aware that guidelines for acceptance may vary from station to station

Invite the Media Invite local TV stations radio stations and newspapers to your event Provide them with all detailed information about the event date location start and end time purposegoal and the phone and email address of a contact person

PRomoTING youR eVeNT

PROMOTION getting the word out

Let us help visit the in motion Parks amp trails day website and click on ldquoPromotional toolsrdquo for pre-written social media messaging poster

templates and ldquokey messagesrdquo for use in advertisements and interviews

15

ReGISTeRING youR eVeNT

REGISTER YOUR EvENT

Social Media KitNeed some help promoting your event on social media Register your event and get access to pre-written social media posts and discussion topics you can use to engage your community

Swag and FreebiesCommunities that register by April 1 2014 will receive promotional items from New Brunswickrsquos health recreation and wellness groups mdash all tucked in stylish

registering your in motion Parks amp trails day event links your community to dozens of others across nB collectively showing the support and appreciation we new Brunswickers have for our parks trails and waterways But thatrsquos not all

backpacks provided by our partners mdash that can be used for giveaways contests volunteer appreciation gifts and more

Event PromotionWersquoll host a list of all events on our website which will be the go-to hub for New Brunswick families looking for in motion Parks amp Trails Day events in their community Your ideas will also help inspire other communities to take action

Register online visit the in motion Parks amp trails day website and click the ldquoregister Your eventrdquo button

hepaccainmotion

16


17

During Your EventHave fun and enjoy the event Have a committee member be responsible to either video or take photos of the event

Remember to record observations so that these ideas can be shared and reviewed in the post event wrap-up

After the Eventbull Review the planning process

Walk through all aspects of the planning to evaluate and discuss how each could be improved Make detailed notes that will be helpful in next yearrsquos planning process

bull Survey your participants Get their thoughts and ideas

bull Identify partners sponsors and volunteers that should be contacted for future events

bull Celebrate your success

lAuNcHING youR eVeNT

THE bIG dAY Bring it All togetheronce everything is organized volunteers know what they are required to do and participants are beginning to arrive it is time to place your plan into action

Swag and Giveaway ItemsGroups that register by April 1 2014 will receive a special grab bag from the in motion Parks amp Trails Day organizing committee You may also receive items as donations from local business and community groups

Expecting more people than you have swag for No problem Here are some ideas for how to make the most of what yoursquove got

bull Provide a swag item to anyone who agrees to leave their contact info for a follow-up email inviting them to join the Wellness Movement and help your community take home the title of ldquoWellness Community of New Brunswick 2014rdquo

bull Provide a swag item to anyone who agrees to leave their contact info to be part of a distribution list or newsletter list for your wellness network community organization or committee

bull Provide a swag item to anyone who leaves their name to volunteer for upcoming activities held by your group

bull Set up the Wellness Movement Faceboard (available by contacting your Regional Wellness Consultant or Active Communities Consultant) at your event and provide swag to anyone who takes a group or family photo and posts it to Facebook or Twitter with the inmotion hashtag

bull Use swag items as participation prizes for getting ldquoin motionrdquo and trying a new activity

bull Give a swag item to your event volunteers as a thank you gift

in motion Parks amp Trails Day Planning Kit design by Sean Sullivan Healthy Eating and Physical Activity Coalition of New Brunswick

2

Photo by Mike Corey Kick the Grind and provided by Tourism New Brunswick

3





Sincerely


WELCOME

HEPACCSAAP

4




FROM THE MINISTERS








welcome

TM

5
















eVeNT INSPIRATIoN

6


GETTING STARTED














bull Schools


bull Youth groups



bull Businesses

bull Artists


bull Seniors groups


bull Nutritionists

bull Service clubs


7

GETTING STARTED







8


GO SMOKE-FREE













9

PlANNING youR eVeNT


















10







PlANNING youR eVeNT









11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















3





Sincerely


WELCOME

HEPACCSAAP

4




FROM THE MINISTERS








welcome

TM

5
















eVeNT INSPIRATIoN

6


GETTING STARTED














bull Schools


bull Youth groups



bull Businesses

bull Artists


bull Seniors groups


bull Nutritionists

bull Service clubs


7

GETTING STARTED







8


GO SMOKE-FREE













9

PlANNING youR eVeNT


















10







PlANNING youR eVeNT









11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















4




FROM THE MINISTERS








welcome

TM

5
















eVeNT INSPIRATIoN

6


GETTING STARTED














bull Schools


bull Youth groups



bull Businesses

bull Artists


bull Seniors groups


bull Nutritionists

bull Service clubs


7

GETTING STARTED







8


GO SMOKE-FREE













9

PlANNING youR eVeNT


















10







PlANNING youR eVeNT









11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















5
















eVeNT INSPIRATIoN

6


GETTING STARTED














bull Schools


bull Youth groups



bull Businesses

bull Artists


bull Seniors groups


bull Nutritionists

bull Service clubs


7

GETTING STARTED







8


GO SMOKE-FREE













9

PlANNING youR eVeNT


















10







PlANNING youR eVeNT









11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















6


GETTING STARTED














bull Schools


bull Youth groups



bull Businesses

bull Artists


bull Seniors groups


bull Nutritionists

bull Service clubs


7

GETTING STARTED







8


GO SMOKE-FREE













9

PlANNING youR eVeNT


















10







PlANNING youR eVeNT









11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















7

GETTING STARTED







8


GO SMOKE-FREE













9

PlANNING youR eVeNT


















10







PlANNING youR eVeNT









11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















8


GO SMOKE-FREE













9

PlANNING youR eVeNT


















10







PlANNING youR eVeNT









11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















9

PlANNING youR eVeNT


















10







PlANNING youR eVeNT









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PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















10







PlANNING youR eVeNT









11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















11






PlANNING youR eVeNT













12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















12


FINdING vOLUNTEERS









13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















13












14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















14










15


REGISTER YOUR EvENT







hepaccainmotion

16


17



















15


REGISTER YOUR EvENT







hepaccainmotion

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Documents

in motion Parks & Trails Day 2014 Planning Kit