Choosing a Location

Regardless of the type of event you choose, the location is extremely important. Here are a few criteria and tips for choosing a location for your event:

• Make sure there’s enough staff.
  • Since emergencies can happen at any time, it’s important to make sure that there is enough staff available to meet with visitors in case a crew must respond to an emergency. If your open house will include fire equipment displays, make sure you have backup in case an engine or ambulance is needed elsewhere.
• Make sure there’s enough space and the right amenities.
  • Your location should have enough space for the number of people you plan to invite. If your event is indoors, ensure there will be adequate seating and amenities such as restrooms, proper lighting, and ventilation.
• Make it convenient.
  • Choose a location that is well known and easy to get to. Is there room for parking? Can it be reached by public transportation?
• Have a backup plan.
  • What happens if you plan an outdoor event and it rains? Sometimes even the best laid plans can hit a roadblock. Consider choosing a rain date or finding somewhere the event can be held rain or shine.

Determining an Event Date & Time

• Work with your event location to secure a date and time that will allow your participants to easily attend.
  • For people with families or who may have a 9-to-5 job this means holding events on weekends or evenings after 6PM. If guest speakers or special guests are involved -- like current volunteer firefighters or fire safety advocates -- be sure to coordinate a time that works for them as well.

Seeking Event Sponsors and In-Kind Donors

• Your volunteer recruitment event will provide a great opportunity for local businesses to give back to their community. You can also consider exchanging these donations for promotion, like adding their logo on your event flyer, or through some type of mention during the event. Examples of event sponsorships and in-kind donations you can seek include:
  • Local grocery store providing drinks and snacks
  • A radio station providing music
  • Local restaurants or bars providing discounts, coupons, or food and refreshments
  • Local newspapers or magazines promoting or covering your event at no cost in return for advertising during the event
  • Local printer providing discounts for producing promotional materials
• Sponsorships and donations won’t happen unless you ask.
  • Try sending a letter making a specific request and be sure to let potential sponsors know what they will get in return.

Promoting the Event

• Posters, Flyers
  • Use the Materials Generator in the department portal to create posters, table tents, postcard handouts, and/or event invitations to promote your event.
• Announcements
  • Ask town officials, PTA organizers, or local churches to make announcements about your event during meetings or weekly services.
• Social Media
  • Is your department on Facebook or Twitter? If so, these may be great ways to spread the word about your event to potential recruits following you online.
  • Create a Facebook event for people to RSVP, share, and post questions or comments.
  • If you don’t already have a very engaged and active following on social media, consider spending a little on a “boosted” Facebook post targeted to your current followers to increase the chance your event will be seen.
• City Email Updates
  • Does your city or town send out email updates or town bulletins? If so, see if they will feature your event or send out a promotional email.
• Use your event partner/sponsors' networks
  • Don’t be shy about passing along a flyer and a suggested social media post to everyone involved in the event. They will want to help you!