Trunk or Treating: 5 Details to Share with your Event Staff
With proper planning and preparation, trunk-or-treat events allow communities, organizations and families to come together to celebrate the Halloween season with less fear and worries than traditional trick-or-treating. If your organization plans to get in on the Halloween festivities with this creative alternative, we have some talking points for your team to ensure people of all ages enjoy costumes, candy and good company at your trunk-or-treat celebration.
Avoid a nightmare-come-true on the day of your event by getting everyone on the same page in advance. These five essential questions reveal important details your event staff and participants need to know prior to your trunk-or-treat to ensure it’s a treat for all:
- What will happen at your trunk-or-treat event?
The core of a trunk-or-treat event is gathering treats from the decorated trunks of parked vehicles. However, the fun doesn’t have to stop there. Many celebrations also include costume contests, live music, carnival-type games and food. If you plan to include other activities at your event, make sure you have enough volunteers to keep everything running smoothly and according to schedule.
- Who will participate and in what ways will they be involved?
Participants play a big role in your trunk-or-treat event. Without them, there wouldn’t be an event at all. Whether you have a sign-up sheet or registration process, make sure you communicate clearly who will have a decorated vehicle onsite and who will be filling other needed event roles. Some volunteers may need to receive training or instruction prior to the event, depending on how they will be helping. Be sure to set aside the needed time and resources for this prior to the start of your event.
- Where will the event take place?
Many trunk-or-treats take place in school or church parking lots, but sometimes additional facilities are required. If your organization is opening up all or part of a building to the event guests, make sure the staff and volunteers are aware of the established boundaries. You may have a volunteer monitoring traffic to help prevent security issues. In the case of inclement weather, it’s also important to share a back-up plan with your participants so they can anticipate the actions they’ll need to take.
- When will the trunk-or-treat happen?
Some organizations choose a date prior to October 31, so they don’t have to compete with other Halloween festivities children and parents may want to attend. Whether or not your event takes place on Halloween, be sure to communicate the date, start and end times of your celebration with the participants. Establishing an event timeline for set-up, scheduled activities and tear-down can also help improve the event’s overall execution.
- Why is your organization coordinating this event?
You’re united by a mission, and this event is an extension of that. Whether your trunk-or-treat is a fundraiser or simply a festive bash, it’s a great way to interact with members of the community and share your organization’s message.
As October 31 approaches, keep your event staff and volunteers informed regarding these details and you’ll be more than ready for your trunk-or-treat celebration. For more information about preparing for potential trunk-or-treat issues, read Trunk or Treating: 10 Tips to Help you Plan a Successful Event.
© 2021 The GuideOne Center for Risk Management, LLC. All rights reserved. This material is for informational purposes only. It is not intended to give specific legal or risk management advice, nor are any suggested checklists or action plans intended to include or address all possible risk management exposures or solutions. You are encouraged to retain your own expert consultants and legal advisors in order to develop a risk management plan specific to your own activities.