Title: COSU Events & Exhibits v.2 - Module 2

Original CoS Document (slug): cosu-events-exhibits-v-2-module-2

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Attached File: COSU_Events___Exhibits_v.2_-_Module_2.pdf

Created: 2018-05-15 12:44:35

Updated: 2019-08-15 19:33:09

Published: 2018-05-14 18:00:00

Converted: 2025-03-27T17:19:51.126287536

EVENT SELECTION & APPLICATION

An Outreach Guide

EVENTS & EXHIBITS

1

B

Event Selection

2

Event Selection

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Building Your Event List 

Use the 
COS Event & Exhibits 
Roster.xlsx file to 
develop your list of 
events and exhibit 
venues for your 
district.  

File comes populated with 
sample information.

Event Selection

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Building Your Event List 

Event Selection

Event Application & Space Reservation

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Each show promotor will have their own exhibitor application, approval process and event rate.  

•

There are a limited number of tables at an event, so reservations should be made well in advance of the event date.  

•

Popular venues may have a exhibitor waiting list.  

•

Electricity is often available at the table, sometimes for an additional charge.  Must be requested at time of application.

•

Complete and return the application, with exhibitor fee if requested, immediately to secure the table.

•

Understand and abide by the exhibitor rules.  

Table and Chairs

•

Tables are typically 8’

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Chairs may be provided with the table.  Ask the promoter.

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Build a List of Events

Sold Out Events

It may be permissible to set up a table outside the venue hall.  You may need to bring a table and chairs, and 
electricity may not be available. 

This is a matter to discuss with the event promoter and will be dependent on factors such as available space, 
weather, tent cover, etc.  

A small portable generator (Honda EU2000i) could be used to power the electronics at the table.  This type generator 
is often available for rent from Home Depot. 

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Event Selection

Google Calendar 

Possibly the easiest way to create and share a calendar 
is with Google Calendar.   

If you have a gmail account you have google calendar, 
but if not you can use google calendar separately.

Map Your Events to Your District Calendar

With a calendars for the next number of months 
printed, you and your volunteers will be ready to 
discuss the various venues and events, and plot 
tentative and confirmed events, dates and locations for 
the next quarter, or even the year. 

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Event Selection 

Team Up with Neighboring Districts

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Event Selection 

Region 8 – North Sector Calendar 

Saturday farmer markets, Manatee county fair, Palmetto gun show.

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Event Selection 

71/72

74/56

74/75

74/56

71/72/73

71/72/73

Planning for the Event

In the COS Event Planning, Materials & Checklists folder 
will be found the COS Planner & Report folder and the 
Event Planner form.

Use the Event Planner form to document the event 
information and schedule your volunteer team for the 
event.

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Selecting Events

Planning for the Event

Some things needed for an event you may have on hand, or 
can be sourced locally, including the materials to construct the 
banner stand.  

COS logo items such as table covers, banners, logo wear and 
pocket Constitutions will need to be ordered well in advance.  

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Selecting Events

Next module: 

Event Selection 

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