Other Things to Consider

Snack Stations

Snacks are important to help keep your students focused, especially if they’ll be eating lunch late on the day of your event or if they left home extra early to travel to your community for the event. We suggest locating snack stations outside breakout rooms so students can grab a pre-packaged snack and a water bottle between sessions. We recommend you find a local sponsor to donate pre-packaged snacks and bottles of water.  

Photography and Media Releases

To celebrate the time and effort your volunteers gave to your event — and to promote the event in future years — be sure to take lots of photos that can be shared on social media and in future communications! 

If possible, we recommend you have a photographer on hand to document the event or ask room moderators or other volunteers to take photos and provide them to you.


Be sure to find out your school’s policies regarding photos and ask if parents need to sign a photo release for your event before you post or share any of the images from the day.  

Parking and Loading Spaces for Speakers

As you communicate with your speakers, make them aware of any restrictions related to parking and loading/unloading the day of the event. You may be surprised by how many materials some of the speakers will haul to your site to facilitate their activities!  

Parking and Drop-Off for Buses

Be sure to consider where to instruct school buses to park when loading and unloading students, plus where drivers should park if they’re waiting while the students are attending the event. Some colleges and universities have significant parking restrictions, especially if your event is during a day that classes are in session.