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Pre-Event Rally Planning Tasks

Arrange Volunteers: Determine how many pilots and ground support volunteers you will need. This will help you determine the number of Young Eagles® your chapter can fly.

Contact Airport Management: Contact your airport manager, FBO operator, and FAA Tower staff. Contacting them early can avoid planning problems later on.

Picking Best Date/Time: Select a date and time that works best for volunteers and doesn’t conflict with other big events that could draw attention away from your rally.

Registration: Determine if you are going to pre-register participants or take them on a first-come, first-served basis. Pre-registration involves more work before the event, but provides an idea of how many children to expect. Using first-come, first-served can backfire if you have too many children and not enough pilots. Pre-print labels with the pilot’s name, EAA number, date of flight and type of aircraft. These can be attached to the pilot information section of the form at the time of the flight. This will save time and help keep your organized.

Publicity: Customize this sample news release and distribute it to your local media outlets. Recruit scout or youth groups as a “base” for the event. They can help the pre-registration process, since they know who would be interested in flying. Distribute Young Eagles brochures in places where children and their parents frequent. Chapters have produced posters to promote an event. Don’t forget to populate local calendar of events listings, such as newspapers and TV stations.

Take care of EAA collateral:. Add your event to EAA’s Calendar of Events. File for your event insurance at least 30 days in advance.  Order your Young Eagles supplies at least two weeks in advance..

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