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
Nine Months Prior to the Event
- 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
Six Months Prior to the Event
- 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
Three Months Prior to the 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
One Month Prior to the Event
- 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
Two Days Prior to the Event
- 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
After the Event
- Planning committee meets to review what went well and where improvements could be made
- Volunteers and sponsors receive formal recognition