World Girls Ice Hockey Weekend Manual
Mission Statement Summary of the WGIHW event Pre-Event Staff recruitment WGIHW Director Marketer Fundraiser Registration officer Equipment manager On-ice instructor Off-ice instructor Guest star Club representative National Association Representative Prior to the event Marketing Event timeline On the day of the event Registration Catering Toolkit for on and off ice session Equipment manager toolkit Follow-up program After the event/sustaining participation After the event Table of Content
Mission Statement The main purpose of this manual is to help Member National Associations to run recruitment initiatives targeting girls and women and to increase the participation of girls and women within their hockey programs. World Girls Ice Hockey Weekend is a recruiting method that encourages girls and women of all ages who may have never played hockey to try hockey for free. The manual offers ideas on how to organize a successful recruitment event as well as giving suggestions on how to sustaining participation after the initial event. By using your own experiences and ideas, this program can be adjusted to successfully deal with the situation and circumstances in your nation.
Summary of the WGIHW event A World Girl s Ice Hockey Weekend event consists of a single or multiple day introduction to the game of hockey The length of the event depends on the possibilities of the event organizer, availability of the facilities and the volunteers The event includes both on- and off-ice instruction for the participating girls and women The event should include an information session for the parents of the attending girls on the follow-up program after the event, on joining a local hockey club/organization, as well as inform the parents on such topics as player safety, basic rules of the game, no-checking in the female hockey game, and the advantages and positive experiences their daughter will make when joining a team sport
Pre-Event
Staff recruitment Although it would be possible to organize and run this event alone, it s best to work with a team and distribute the responsibilities to a few people, especially if you are planning on continuing the WGIHW event with a six week follow up program. Here are some suggested roles along with their task descriptions. WGIHW Director Marketer Fundraiser Registration Officer Equipment Manager On-ice instructors Off-ice instructors (only if an off-ice session is part of the event) Catering Guest star Club representative National Association representative
Staff recruitment The World Girls Ice Hockey Weekend Director The first position to be appointed after a club decides to participate in the WGIHW is the WGIHW Director. The WGIHW Director is the person who coordinates the details with the club, the ice-rink, the off-ice facility, the National Association, the other volunteers and the parents. It is necessary to have the director as this is the person who is holding all the strings in hands concerning the event. The WGIHW Directors is the main point of contact for the event and the directors contact details should be made available on the event homepage/club homepage, and in the social media as well as on the promotion material. The directors responsibilities are to oversee the implementation and the delivery of the WGIHW event, she/he is leading the group of volunteers, is in charge of the reservations, and the main event organization as well as the communication between all parties involved. Qualifications of a WGIHW Director: The director should understand the idea and the goals behind organizing a WGIHW event (recruit girls to hockey). The director should display strong communication, organizational and interpersonal skills, as well as possess an ability to work effectively with the event staff/volunteers, club representatives, national association representatives and the parents. The director should show enthusiasm in working with girls and when organizing the event as well as having adequate time for the organization.
Staff recruitment Responsibilities of the WGIHW Director The responsibilities of the WGIHW Director include: Be the main point of contact for parents, schools and others with questions concerning the event Main point of contact for the National Association In charge of organizing/reserving the facilities (ice and off-ice facility) In charge of the finances of the event (budget) In charge of finding volunteers to run the event (marketing; promotion; on-ice instructors; off-ice instructors; registration personnel) Coordinates the pre-event promotion with the person in charge of marketing and promotion In charge of the player registration process (can be outsourced to the person in charge of the registration) Provides information on the continuation possibilities of playing ice hockey to the parents and the players during the event Organizes an information session for the parents during the event Communicates on a weekly basis with the parents and the players during the follow-up program Coordinates the on-ice and off-ice instructors for the event and for the followup In charge of organizing an appropriate event insurance
Staff recruitment Marketer: is the person responsible for promoting, marketing and sharing the event within the communities near to the ice rink. The goal is to have as many participants as possible at your free WGIHW event. The marketer should develop a marketing plan together with the WGIHW Director to ensure that all possibilities concerning marketing are utilized and that they are implemented within an adequate timeframe. Good marketing techniques include: putting up posters at local public institutions (i.e. schools, food markets, shopping mall, religious institutions; social meeting places; café s; kindergartens; sport halls; swimming halls; etc.) be active in the social media about the event (Twitter and Facebook; own event homepage/club homepage) put small advertisements in the local newspapers (under the event section) use radio and television for advertising, players already playing in a club can be activated to bring a friend to the event (see the toolbox for material) The marketer is in regular communication with the WGIHW Director to update on the current situation and the progression of the marketing plan. This should be an active, friendly and social person, who ideally already has many contacts in the community and to the newspaper, radio and even television.
Staff recruitment Fundraiser: is the person who is actively seeking ways to find funds to aid the event. Money is not a necessity but it will give the organizer of the event the possibility to purchase giveaways as well as catering items for the event. It might also be necessary to pay for the use of the ice or the off-ice facilities, so additional funds will come in handy. The fundraiser has to be in regular communication with the WGIHW Director concerning updates on the accumulating funds. Additional funds will also help to keep the clubs/organizations resources for the event small, creating a smaller financial impact. Providing small giveaways to the participants will help making the event memorable as well as increasing the interest to join the local club/organization. This can be for example: hockey stick, t-shirt, puck, cap, sticker, leaflet, card, water bottle, wrist-band, etc. Local companies and food stores might be interested in sponsoring products (food; giveaways) for the event in turn for advertising their logo during the event. The fundraiser is ideally a person who is already well connected in the community, is friendly, open, social, has good communication skills, and is able to argue someone into supporting the event.
Staff recruitment Registration officer: will be responsible for setting up a pre-event registration system that will properly gather the participants contact information so they may be contacted prior to the event for event related up-dates and news. The pre-event registration helps with planning the event, providing an estimate on the number of participants, although on the day itself the event should also be open for walkins. The pre-event registration system could be accessible either on the event homepage or on the club/organization homepage. Information concerning registration should be announced on the posters/leaflets/flyers. The registration person is also manning the registration desk on the day of the event, gathering all necessary contact details of the participants for the insurance as well as for the event follow-up newsletter. The registration person also collects the singed videotaping and photographing consent forms from the participants (parents). The registration officer should be a friendly, open and patient person, who is wellorganized.
Equipment manager: sharpens the skates fills the water bottles distributes ice-packs if needed organizes the pucks Staff recruitment sets the locker room up before the event They will also be in charge of the equipment borrowed to the players on the day of the event. The equipment manager should be a friendly and open person, who has a good understanding of the game of hockey and can answer questions concerning ice hockey equipment, sizing, skates and equipment care.
Responsibilities: Delivers the on-ice curriculum on the WGIHW event day and during the followup program Provides instructions in a motivating and challenging way to the participants Is on time, stays after the session to help out and answer questions and gives constructive feedback Comes prepared to the ice-sessions Demonstrates effective leadership on and off the ice Teaches respectful behavior, fairness and good sportpersonship Staff recruitment On-ice instructors: work on the ice, if no off-ice instructors are available on ice instructors should be able to keep the off-ice sessions help with the equipment before and after the on-ice session Qualifications: Possesses a coaching and/or hockey background Is able to deliver fundamental ice hockey skills Is experienced in working with children, teenagers and women (girls and women) Possesses strong communication skills, patience and passion
Staff recruitment Off-ice instructors (not mandatory): work off the ice (dryland) Runs the warm-up and cool-down sessions, games and drills; including teambuilding games Qualifications: Possesses a coaching and/or sport background Is able to deliver fundamental movement skills Is experienced in working with children, teenagers and adults(girls and women) Possesses strong communication skills, patience and passion Responsibilities: Delivers the off-ice curriculum on the WGIHW event day and during the followup program Provides instructions in a motivating and challenging way to the participants Is on time, stays after the session to help out and answer questions and give constructive feedback Comes prepared to the sessions Demonstrates effective leadership off the ice Teaches respectful behavior, fairness and good sportpersonship
Visitors and guests Guest stars: national team players or some other well known player/-s from the club. These guests can help on and off the ice, to run the game stations or drills, they help to motivate and boost the players confidence Club representative: Head Coach or Chairman to answer questions together with the WGIHW Director that parents might ask regarding joining the clubs team, equipment costs, club membership costs and other topics related to playing ice hockey National Association representative: shows the participants and the parents that the national association is supporting the effort to increase the numbers of female players and shows an interest in club hockey development
Prior to the event day
Prior to the event day Make a detailed schedule for the event day Make separate schedules for the off-ice and on-ice sessions Plan the strategy and the content of the follow-up program Check with all the volunteers that everyone knows what they are in charge of at their respective station Collect the euqipment for the on-ice and off-ice sessions Collect additinal ice hockey gear, e.g. Sticks, skates, helmets, gloves Prepare the registration lists for the event (see Event registration data template in the toolbox) Prepare the insurance participant registration information list for the event Organize any other equipment needed during the event (e.g. For the catering; tables; chairs; water bottles; banners; give-aways; loudspeakers; laptop; white screen; face paint) Prepare an emergency action plan Have the insurance for the participants ready Establish on and off ice behavioral rules for the participants Prepare the filming and photographing permission for the participants (see Filming and photographing persmission template in the toolbox) Prepare the event certificates for the participants (see Certificate template in the toolbox)
Marketing One of the most important things to make the World Girls Ice Hockey Weekend event successful is the marketing, promotion and advertising. Establish a marketing strategy Determine the target group of your event Determine how to successfully reach the target group through marketing Begin at least 5 weeks prior to the event with the event marketing Good ways to promote the event: Players that are already playing in the club (Ask players to distribute flyers and friend-postcards to friends and at school: see flyer and friendpostcard template in toolbox) Local newspapers (See media-script template in toolbox) Local radio and TV stations (See media-script template in toolbox) Posters in public places, e.g. Shopping centers, shopping malls, grocery stores, swimming hall, sport hall, schools, kindergarten, churches, activity parks, play grounds etc. (See poster template in toolbox) Schools and kindergarten (Promote the event by running a PE lesson, showing the WGIHW promotion video) Facebook and Twitter Event homepage Sponsors (who promote the event through their channels)
Event Timeline 12 weeks Start planning the event Reserve ice time (and the off ice facility) Recruit the staff for the event Plan the marketing strategy 8 weeks Plan the on- and off-ice drills Collect equipment needed for the event Execute marketing strategy (school visits) Distribute promotional material 3 weeks 6 weeks Order equipment/material for the event Execute marketing strategy Set up of the event Keep to the event time schedule Day of the event 1 week Check with the event staff that everything is under control
On the day of the event
On the day of the event Put signs up to direct the participants to the event location Set the registration up Decorate the registration area with posters and banners for the event Have the registration forms ready Have the catering ready Set the equipment up needed for the on-and off-ice sessions and stations Set the locker room up Prepare the lecture room for the parent information session Have First Aid utensils ready and check the emergency action plan with all parties involved Check the on and off ice behavioral rules once more with all parties involved Have the filming and photographing permission forms ready Have the event certificates ready
Registration Check list: Table + chairs + arrows/posters as signs for registration Registration and permission forms + pens Give-away souvenir (silicone bracelet etc.) Decoration material Tape, double-sided tape and blue-tag Folders/envelopes Stapler Scissors Certificates Schedule for the day
Check list: Catering Paper cups & plates, napkins Cutlery Baskets/large platters for fruits Thermos jugs Coffee maker Kettle Coffee & tea Milk & sugar Paper towels Cutting knifes Cutting board Table cloth Other utensils depending on the food/drinks offered Food
Toolkit for on ice and off ice Check list: Tennis balls, football, other soft balls, floorball balls Cones Balloons Other obstacles (Tires, hoops, ropes) Vests Helmets Sticks (ice hockey and floorball) (Shinpads) Skates Goals Music player Camera & Video camera Practice plans for on and off ice Whistle and stop watch
Check list: Equipment Manager toolkit Water-Bottles Plastic bags for ice packs Skate sharpening equipment Tape Paper towels Jerseys Pucks
Follow-up program
After the event/ Sustaining participation Execute a six week follow-up program to help keep the girls in hockey. The six week follow-up program can consist of one ice session per week where onice skills can be deepened and refined, but when ice availability is limited the follow-up program can consist of our group activities. Example: Week 1: Go and watch a local ice hockey game. The WGIHW registration could include a ticket for the participant and one of their guardians Week 2: Feedback session from the WGIHW, on-and off ice session Week 3: Teamwork and different team sports, e.g. floorball, basketball, volleyball, football Week 4: Ice session, e.g. share the ice with local ice hockey team or go to a public or general skating session Week 5: Organize a parent-daughter skating session Week 6: Organize a game day, where the girls can try out different games and sports
After the event Prepare a newsletter/e-mail and send it to all the participants of the event (see newsletter template/e-mail template in the toolbox) Prepare a media mention for the local newspaper (see media mention template in the toolbox) Write a Thank you e-mail to your sponsors, the ice hockey club, schools and kindergartens, the association, guest stars and the association Have a feedback session with all the volunteers to thank them and to discuss improvements for the next event