Health, Sport and Culture EXPO

Dear Health, Sport and Culture organization,

Thanks to all organizations that came out to the info session and provided feedback and input for this year's Health, Sport & Culture EXPO. This email is to provide all organizations with a recap of all information to ensure efficient preparation and safe execution of the EXPO. Due to some late registrations, we are very happy to have almost 90 Health, Sport, and Culture organizations ready to showcase their organization to the general public. 

THE EXPO BUILD-UP

• On Friday, August 26th all tents, tables, and chairs will be placed in order to accommodate all organizations with a proper stand
• On Friday, August 26th, from 04:00 PM to 07:00 PM, you will have the opportunity to set up your stand and bring any materials or equipment that you might have to highlight your organization 
• On Saturday, August 27th, from 05:00 AM to 06:45 AM, you will have the opportunity to set up your stand, at 7 AM the EXPO will start, and no vehicles will be allowed to enter the facility after 06:45 AM!
• Vehicles are allowed to enter the facility via the side entrance by driving on the track, please drive carefully on the track 
• Electricity will be available at your tent, please walk with an extension cord if you require electricity at a distance from your tent 
• No materials, equipment, or objects can be staked into the ground
• There will be security at the facility overnight overseeing the premises

EXPO LAYOUT / FLOOR PLAN

• There will be a central space for the scheduled classes and demonstrations 
• Space is allocated for various sports to offer activities and create an experience
• The floor plan is attached, you can find your location by reviewing the list attached to the floor-plan and making a note of the number.
• 

GOOD TO KNOW

• Please park at Asha Stevens Hillside School / NIPA, so that we can save parking spaces for visitors 
• Please take care of lunch for your organization, Fleming's café has provided a reduced-priced listing of food that can be purchased (see attached flyer)
• Water is provided for all organizations and volunteers
• Portable potties for males and females will be placed on each side of the venue
• Members of the organization will be recognizable with an event-branded logo on the front and back of their T-shirts for any questions you might have
• Garbage bins will be made available throughout the facility

RULES & SAFETY REGULATIONS

• No vehicles can be left in the facility from 06:45 AM
• 2 emergency exits, see signage on floor-plan for location
• No food and glass on the field or track
• No pets of any kind
• Please respect the facility
• No selling of products is allowed on the premises
• Please wear sneakers 

MARKETING

• An EXPO without visitors is not a successful event, therefore we have invested in the marketing aspect to have a large turnout
• Look out for radio & newspaper ads/interviews, posters at all schools, social media content, etc
• As marketing is about sharing, the strongest tool we collectively have is the power of 90 organizations sharing the event through their (social media) platforms and network
• Reminder, Laser101 will be present, whereas you have the opportunity to briefly showcase your organization live on the radio
• The EXPO flyer and radio audio ad are attached for your distribution, promo video can be found here: https://youtu.be/KRk2ttArza4
• Share Share Share! #SXMHealthSportCultureEXPO

If your organization is not participating anymore, please indicate that to me asap as this will affect the reservation of tents and the floorplan.