Preparing for a weekend event like the recent Dinosaur Egg Hunt takes months of prep time. Setting a date was key. I had to have it within the time of year that people expect an egg hunt and had to avoid other major egg hunts.
The next step was getting donations. We advertised for prize donations in our Musepaper and on-line, and I was surprised by how many people were either cleaning out their closets, finding old foreign money, or that went out and bought prizes. Prizes also have to be culled for things that might not be appropriate. Donors may have the best intentions, but if a prize has sharp edges we either have to file them down or choose to use that donation in another way (like an example piece).
Advertising happens on all levels from Facebook and Twitter, to posters up on the advertising circuit, to giving out fliers to every school group that comes through and every family that comes through the door.
My interns Jesse and Marcia had to help sort and label prizes. A certain amount of forethought has to go into prepping. What if a 3 year old gets an egg in which the prize is a coin they could swallow? For this we use a coding system so the prize giver chooses the prize based on the age of the child.
Jesse and Marcia working on the Dinosaur Egg Hunt Plus
Getting volunteers takes time. A few dedicated volunteers are willing to commit a week or two ahead of time, but this day takes 10 volunteers in the morning and 10 in the afternoon. High school students and college students sign up, but most of them call or contact me only 2-3 days ahead of time. In this hectic lifestyle world, many people cannot commit until the week of.
The week of, I also prep front desk staff on how to handle questions and money. The most common questions is: how long does the program last? The answer is 30 – 60 minutes to do the activities, plus time to explore the exhibits and yes, you can come any time between that 9-5 slot as long as you a lot time to do the activity.
Friday is the day for setup of the areas, buying more prizes than you may need (leftovers will be used for the following year) and making sure that signage for every area will be ready to put out just before the Museum closes.
Training those volunteers needs to be done on the fly early in the morning. Even with descriptions ahead of time and sometimes videos sent to them, volunteers sometimes have questions or do not receive the information. The first half hour of the program is a huge learning curve with little tweaks throughout the day, followed by a shift change re-learning curve. Fortunately some of the volunteers stay throughout the day and some of the retraining can be done by the volunteer passing the baton.
Saturday morning comes and I am ready to go when the Museum doors open. Only thing left to do is to pray for cold rain- perfect weather for museum goers to flock indoors!
By Matt Welter, Curator of Education