Building Partnerships for Inclusion: Our Meeting Goals

The purpose of this meeting is to bring together our core partners — including representatives from Abilities Ottawa, Hockey Canada’s National Para Ice Hockey Team, Carleton Recreation Rentals, and our student planning team — to collaborate on the next steps in organizing the Play It Forward fundraiser.

Main Goals for the Meeting

1. Event Logistics & Scheduling

• Confirm potential dates and times for the event at the Carleton Ice House and atrium space.

• Discuss setup requirements, including rink access, table locations, and accessible pathways.

• Establish a preliminary event timeline (setup, Try-It session, bake sale, raffle, and cleanup).

2. Volunteer Planning

• Brainstorm where we’ll find volunteers (Algonquin & Carleton students, community contacts, Abilities Ottawa network).

• Identify specific volunteer roles needed: on-ice assistants, off-ice support, bake sale helpers, raffle sellers, and setup/cleanup crews.

• Discuss how volunteer training, orientation, and accessibility support will be handled before the event.

3. Sponsorship & Donations

• Review existing and potential sponsorship leads (Canadian Tire, Jumpstart, Creole Sensations, Sunrise Sensations, local gyms, cafés).

• Determine what we need sponsors to provide — such as bake sale supplies, raffle prizes, printing, or equipment.

• Discuss how sponsors will be acknowledged (on posters, website, and social media).

4. Insurance, Paperwork & Pre-Event Requirements

• Go over all required forms, permits, and paperwork needed to host the event on campus.

• Clarify insurance responsibilities (what’s covered through Carleton, Hockey Canada, or Abilities Ottawa).

• Identify risk management procedures (participant waivers, equipment use, safety plans, and first aid).

• Discuss what needs to be submitted or signed before the event date and set deadlines for these steps.

5. Partnership Coordination

• Confirm each organization’s role and responsibilities during the event.

• Review how equipment delivery, storage, and return will work with Abilities Ottawa.

• Discuss Hockey Canada’s involvement, including possible athlete or media participation.

• Align with Carleton Recreation Rentals on event setup, insurance, and facility policies.

6. Next Steps & Communication

• Decide how we’ll communicate and track progress (shared document, email chain, group chat).

• Assign key action items to each team member (booking confirmations, volunteer outreach, sponsor follow-up).

• Schedule a follow-up check-in meeting to review progress on logistics and paperwork.

  
  

Outcome

By the end of this meeting, our goal is to have:

• A confirmed event date and venue

• A volunteer recruitment strategy

• A list of sponsors and donation needs

• A clear understanding of insurance and paperwork requirements

• And an actionable plan for what needs to happen before the event to stay on schedule