Organizers set logistics for Houston County children’s Free Fishing Day

Organizers planning Houston County’s Free Fishing Day agreed on the event schedule, safety measures and donation procedures during a planning meeting.

At the meeting, organizers set registration to begin at 8 a.m., with fishing starting at 9 a.m. and weigh-ins to start at 11 a.m. A staff member leading planning said the group should "plan for a 100" attendees this year as a conservative estimate and revisit a larger target with more advance promotion next year.

The discussion covered logistics including registration forms, a photo-consent waiver, and how to handle weigh-ins and prize drawings. A staff member explained that children will sign at a registration table and that entries will be recorded for category awards and drawings. The meeting confirmed that a waiver for posting photos online will be included on the registration form and organizers will add a check box for consent.

Funding and donations were discussed in detail. An agency official said the Houston County Fair Board is willing to sponsor the event and accept donations under the fair board’s 501(c)(3), and that the group can use a tax-exempt letter to avoid sales taxes on purchases. The same participant said fair-board equipment — including scales — will be available the morning of the event.

Organizers outlined volunteer roles and sponsor outreach: individual volunteers agreed to contact specific local businesses for donations and to coordinate pickup of sponsored items. The group also discussed assigning runners, having golf carts on hand to assist participants with mobility needs, and staging a trailer at the front of the site to distribute prizes.

Safety received explicit attention. Organizers agreed to prohibit alcohol and smoking in areas where children are fishing and to create a designated area away from children for adults who wish to smoke or drink. One staff member summed up the group’s intention: "This is about the kids." The participants said they will work with the TWRA agent to confirm stocking dates and to have that officer available for on-site fishery questions.

Other operational details included age categories (the event will welcome participants up to 16 years old, with organizers considering split age brackets next year), prize categories (biggest fish, smallest fish, etc.), and the plan to provide every child with a small prize or drawing entry so no one leaves empty-handed. Organizers also discussed purchasing logistics — issuing checks or using debit cards with receipts — and designated the treasurer (Wes Mitchell) as the financial contact for processing vendor payments.

Next steps: organizers will circulate an email to collect T-shirt sizes, finalize volunteer assignments, and confirm donation pick-ups and equipment on the day of the event. The group agreed to proceed with the planned schedule and the conservative attendance target and to reconvene by email to finalize remaining details.