Planning Template :: Youth Hunting Day

Twelve Months Prior to the Event

Interested person(s) should attend one of the Youth Hunting Day events in Middlesex, Perth or Elgin counties
Discuss any questions or concerns with the respective planning committees
Review the Youth Hunting Day Planning Tool Kit web site

Establish a planning committee to organize the event. Elect a chair if necessary.
Set a budget recognizing the biggest expense will be purchasing the pheasants and lunch related items
Establish specific goals and objectives for your event building on safety and education
Select a location and date for the event having regard to other hunting seasons such as controlled deer hunts
Obtain or partner with another organization that has a Commercial General Liability and Directors and Officers insurance coverage to protect the planning committee and volunteers should an injury occur.
Determine the number of Apprentices you will be comfortable with participating in the event
Determine the activities and stations that you will have in your event such as an orientation, trap shooting, hunting, field dressing etc.
Develop promotional materials such as brochures and posters
Develop an application form to register Apprentices and Mentors

Station leads develop a list of material, supplies and equipment needs
Distribute information packages including promotional materials and application forms to hunter safety instructors and sporting good stores to recruit participants.
Designate one person to handle all telephone inquiries and registrations
Contact food service providers for pricing and availability on the day of your event

Obtain permits and approvals from OMNR for releasing wild pheasants for the purpose of hunting
Obtain prizes for the events
Check existing inventory of supplies against materials, supplies and equipment needed.
Arrange for St. John’s Ambulance to be on site and delivery of the port-a-johns

Ensure that approval for releasing pheasants is in place.
Organize participants into groups of three or four Apprentices plus their Mentors
Send out confirmation letters to each Apprentice to confirm registration, group number and expectations
Meet with volunteers to ensure they know their role and responsibilities on the event day

Set up fields for hunting by constructing straw piles and placing open ended chimneys.
Number individual fields to be hunted, access routes and parking areas
Set up numbered stakes where Marshals are going to meet the Apprentices and Mentors
Laminate map of the site and individual fields for distribution to Marshals and dog handlers on the event day.

Coordinate radios so planning committee members, Marshals, dog handlers and volunteers are on the same frequency.
Have someone assigned to take photos
Have someone assigned to coordinate communications to see that the event stations are flowing on time and to be available

Planning committee meets to review what went well and where improvements could be made
Volunteers and sponsors receive formal recognition