Chaperones, please read carefully.
VENUE ADDRESS: The Aud, 400 East Ave., Kitchener, ON
- Venue Map
- Schedule at a Glance
- Autographing Schedule *subject to change*
- Autograph Pamphlet (this is the only form the nominees will sign, other than their books)
- PLEASE PRINT THIS BEFORE YOU ARRIVE. There are no copies available onsite.
- Student Photo/Video Release Form – Student Presenters
- Pizza Pre-Order Form – Please Note: This pre-order form must be filled and submitted by May 6, 2019, to Kelly at firstname.lastname@example.org
PIZZA PRE-ORDER – You may pre-order pizza for the Waterloo Region Festival for your readers. Please fill out this form and submit it to Kelly no later than May 6, 2019. All inquiries regarding pizza, food and beverage should be directed to Kelly.
ARRIVAL – Festival day does not begin until 10am, but we do suggest you arrive between 9:30-9:50 to get settled as the formal ceremony start promptly at 10 am. Thank you so much for your cooperation.
BUSES – Please ensure that every chaperone is aware of their bus number AND their bus driver’s cell phone. We are asking that buses pull up in front of the The Aud and then immediately exit the drop off zone. Parking is permitted in the lot.
- END OF DAY PROCEDURE – Buses will be called to the building when schools are ready based on Chaperones calling for their driver once they have all readers accounted for. This is to ensure the safety of students and a timely and orderly exit of buses from the grounds. Parents picking up their children must come into the building, report to the chaperone they are leaving and escort their child to their parked vehicle.
**All information is subject to change until day of event.
READER PRESENTERS/SIGN CARRIERS – If you have presenters or sign carriers that have been selected to participate in the ceremonies, please make sure they check in 20 minutes before the ceremony at the zamboni doors. Please look for the large yellow signs. Volunteers will check them in and they will receive their badge and meet with their nominees. Immediately after the ceremony the readers can be picked up at the stage. PLEASE ENSURE SOMEONE IS THERE TO PICK THEM UP AFTER THE CEREMONY.
FOOD ONSITE – Readers must bring a lunch. Please remind readers to also bring a water bottle. There will be some food for sale onsite at the concession in the main lobby.
WRISTBANDS – The wristbands will be available for pick-up at the Box Office. Please make sure that all readers AND chaperones have their wristbands before they enter the site. All people entering the site must have a wristband. IMPORTANT: Please note that the CHAPERONE’S CELL PHONE NUMBER MUST BE WRITTEN ON EACH READER’S WRISTBAND. Please have the number written on the outside of the wristband.
PENCILS/PAPER FOR WORKSHOPS – Some of the activities may require that readers have pencils and paper to participate. Please encourage your readers to come prepared. All workshops that require pencils and paper will mention it in the description.
BAGS/KNAPSACKS – There will be games for kids to participate in and items that may be given away throughout the day. We encourage participants to have a bag to carry any free books/promotional swag they receive. If possible, please label each reader’s bag with their name and school/library.
ONSITE STORE – Just a reminder the nominated books and Forest/I READ CANADIAN products will be for sale onsite at the Festival. Price lists are available on the Festival website so that attendees are aware of the prices before they arrive and can bring the correct amount of money.
INFORMATION/LOST and FOUND – If one of your readers happens to get separated from the group, please make sure they are aware of where to find the OPERATIONS TABLE. It will be located at the front door. There will be an identifiable Festival staff member there at all times. If your reader loses his/her group we will be able to contact you by the cell phone number on their wristband. This is also where the lost and found will be. Please note that the OLA, the Kitchener Aud and its volunteers/staff are not responsible for lost or stolen items.
AUTOGRAPHING – Nominees will be autographing books and the official Festival of Trees Autograph Pamphlet only. Please note: YOU MUST PRINT OFF THE PAMPHLET BEFORE COMING TO THE FESTIVAL. Please abide by this request. Please make sure that your readers are aware authors will only sign their books and this pamphlet and that they are not asking nominees to sign anything but one of these two items. This is to ensure that we use the time the authors are signing most effectively.
MAP OF THE EVENT – Download Waterloo Region Festival Venue Map. Please ensure you familiarize yourself with the locations so that your students can move freely around the Festival.
MEETING SPOT – We encourage chaperones to plan out a “meeting spot” or a way of making sure readers can reconvene periodically throughout the day. School uniforms, specific t-shirt colours, or even something that can be held in the air for readers to see you can sometimes be helpful.
PROGRAMS & WORKSHOPS – All workshops will be taking place throughout The Aud. There will be volunteers stationed around the venue to assist readers to find their way. The authors will be entertaining the students in an informal setting and speaking to a crowd that is seated. Please talk to your readers before, or en route, to find out exactly what they are interested in. The events are all “free-flowing,” but please encourage your readers to stay at the sessions once they have chosen one. If they wish to move, please make sure they do so VERY quietly and do not disrupt the person leading the program or the other participants.
NOTE ABOUT WORKSHOPS: Workshops at the Festival is a wonderful experience for all of those attending. Please be mindful of the fact there is limited space and seating will happen on a first come first served basis.
EMERGENCIES – If you need a number to contact on the day of the event, or if the school/library needs a contact number, they can contact Meredith Tutching at 416-917-8355. This number is ONLY for emergencies. Please find the Emergency plan for the Kitchener Auditorium.
PARKING – INFORMATION
MOBILE APP – AVAILABLE APRIL 26: Download the EventMobi app through the Apple App Store or Google Play Store. Open the EventMobi app and in the search bar, search for “forest19”. Click on “Get the App” and get access to all information on the Festival of Trees.
5 Tips For Going to the Festival of Trees: