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ROBOT SPACE EXPLORERS
RUNNING THE EVENT The venue should be made available at least one hour before the start of the event, to allow sufficient time for tables, chairs and partitions to be put out, exterior and interior signs to be posted, activities to be set up and the registration desk (if any) to be organised. A short briefing meeting should be held for the stewards and first aiders during this preparation period, at which they are reminded of the day's schedule and the locations of emergency exits, telephones, first aid kits, fire extinguishers, etc. They should be instructed to look out for, and remedy/report, any potential safety hazards, such as blocked emergency exits, trailing cables, etc. They should perform a thorough check of the venue for such hazards shortly before the start of the event. Participants should have
their names checked off at the registration desk, on arrival. Parents
dropping off children (if permitted - see Health
and Safety) must leave emergency contact details with the organisers
(e.g. in a log book on the registration desk). Participants should be asked
to complete their evaluation questionnaires and return them (e.g. to a
box on the registration desk) before the end of the event (this could be
encouraged by holding a prize draw of completed questionnaires at the end). Some form of badging of
registrants is advisable at large events, to deter gatecrashers (especially
if an entrance fee is being charged). For large events with many activities
running in parallel, some form of rotation and/or sign-up system may
be required to prevent overloading of particular activities. Refreshments should be
available throughout the event. It is recommended that biscuits, jugs
of cordial and disposable cups be placed in an accessible location, with
a rubbish bin nearby. Adequate catering facilities must be available
for events longer than 2 hours. If the venue lacks a cafeteria or restaurant,
then tables, chairs and rubbish bins must be provided for the consumption
of food. Packed lunches or a buffet luncheon could be provided by caterers,
or participants could be instructed to bring their own packed lunches. If prize certificates
and/or certificates of participation are to be issued at the conclusion of
the event, then you will need access to a computer and colour printer (ensure
that you have sufficient paper and spare ink/toner cartridges for the printer).
Alternatively, blank spaces can be filled in on pre-printed certificates
by a calligrapher or typist. At the end of the event,
all equipment should be cleared away, rubbish disposed of, and unclaimed
clothing, etc. given to the secretary who should serve as the "lost &
found" contact after the event.
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