1. Name Event Coordinator _______________________________

(Event is free for Event Coordinator)

2. Determine what sections of the Park are required?

(Indoor arena, outdoor arena, meeting room for registration and/or food)

3. Contact Sherri Dolan or Judy Tucker to be sure there isn’t a conflict.

a. Request date for Park sections required

4. Request insurance coverage from Judy Tucker (judy.tucker@att.net or 735-9453)

5. Estimate potential profit (contact Judy Tucker for help)

a. Event Revenue - registration, stalls, spectator charge, food

b. Event Expenses – insurance, food, other

c. Try to pre-register enough people to break-even.

6. Determine number of volunteers needed

(set-up, registration, coggins certificate verification, food, grounds patrol, clean-up)

7. Contact Sherri 713-0830

a. For a list of potential volunteers, then contact them for commitment and assignments.

b. To notify AEA members of event via email or newsletter.

c. To request release forms for each participant to sign. Proof of current coggins must be shown at registration time also.

8. FREE ADVERTISING OPTIONS

DelValNews (weekly) Alexandria Twp official paper

Community News (Around the towns)

Deadline is Friday at 5pm for following Thursday paper

Press release should be typed, double-spaced

Include your daytime telephone number

Email to news@hcdemocrat.com attn: Delaware Valley News

Or Fax 908-996-2238

Or mail to: Delaware Valley News PO Box 244 Frenchtown, NJ 08825

Hunterdon County Democrat (weekly)

Deadline is Friday at 5pm for following Thursday paper

Community News

Press release should be typed, double-spaced

Include daytime telephone number

Email to news@hcdemocrat.com

Or Fax 908-782-6572

Or mail to: PO Box 32 Flemington, NJ 08822

Horse News (monthly)

Press release should be typed, double-spaced

Include daytime telephone number

Email to horsenews@hcdemoncrat.com

Today in Hunterdon (weekly)

Enter ad on online at www.recordernewspapers.com, look for Today in Hunterdon down the left column, then community calendar

Call 735-6569 or Fax 735-2945

Hunterdon Review (weekly)

Enter ad on online at www.recordernewspapers.com, look for Hunterdon Review down the left column, then community calendar

Call 735-6569 or Fax 735-2945

Neighboring Trail Associations (email your information and they will distribute to their memberships

Union Township Trail Association

Notify Rich Toth via email Toth2980@blast.net or 735-4180

Covered Bridge Trail Association

Notify Virginia Mickle via email foxpassgal@yahoo.com

Tewksbury Trail Association

Notify Bill Skillman via email bskillma1@tksus.jnj.com

Radio

WDVR Sergentsville, NJ Call 609-397-1620

Flyer (optional)

Contact Pete Tucker (735-9453) for layout help if necessary.

Possible locations for distribution/display

- Clinton and Flemington Agways

- Pittstown Post Office

- Horseman’s Outlet, Lazy K, The Tack Room, etc.

9. Food Checklist

Board of Health Permit (AEA will have one that covers 2004)

Change ($100 in tens, fives, ones and change)

No cooking, only heating up

Wipes required by Board of Health

Obtain the remaining food inventory from last event

Contact Sue Gough 996-7762.or Pat Aversa 996-0014 for advice

Clean up of the facility, both indoor and outside, is VERY IMPORTANT. Coordinate volunteers. If not finished the day of the event, organize the completion for the next morning. Bring garbage bags, brooms, much buckets, etc.