S O U T H E A S T D I S T R I C T PROGRAMMING TOOLKIT FOR COMMUNITY LEADERS

Supporting South East Rural Communities

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Table of Contents Where Can I Get Help with This Toolkit? ...... 2 Funding Assistance for Programming ...... 2 About the Toolkit ...... 3 How to use ...... 3 4 Easy Steps ...... 4 Pre-Planning ...... 5 Step 1 – Understanding Needs and Determining Priorities ...... 6 Step 2 – Designing Your Sport, Culture or Recreation Program ...... 7 Project/Program Plan Worksheet (Planning Your Program) ...... 8 Budget Template……………………………………………………………………………………………………………………………..9

Step 3 – Delivery of Your Program ...... 10 Welcoming and Inclusive Programs………………………………………………………………………………………………..11

Step 4: Evaluating, Celebrating and Sustaining your Sport, Culture & Recreation Program ...... 12 Program Evaluation Template ...... 14 Example Program Plans ...... 15 Training to Enhance Your Program ...... 18 Policies and Why They Are Needed In Programming for Communities ...... 18 Resources to Support You ...... 19 List of Provincial sport, culture and recreation organizations…………………………………………………………………20

References ...... 23

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Why Is This Toolkit Needed? The purpose of the Programming Toolkit is to provide leaders and volunteers with easy programming tips, tools and templates to plan programs or activities in the community. The number one reason why small towns struggle to host activities for sport, culture and recreation is because there is no one to do the work and/or volunteers have limited time to plan!

This toolkit is designed to provide a snapshot of resources, best practices and templates to make it easier for the volunteer to get a program or event off the ground! It also includes programming ideas.

Don’t know where to start? Grab this toolkit and we’ll make it that much easier for you!

Toolkit Outcomes:

 Increase capacity of leaders to plan safe and quality programs and events  Community leaders are inspired to plan meaningful activities for all ages and abilities  Communities have access to one resource that focuses on a variety of tools, tips and templates to make it easy to offer a program or plan an event.

Where Can I Get Help with This Toolkit? Within Saskatchewan, there is a strong support system to help your community with its sport, culture and recreation plans. Below is the South East District Sport, Culture, & Recreation contact information to assist you with this toolkit.

South East Sport, Culture and Recreation District (www.southeastdistrict.ca) Tara-Leigh Heslip, Community Development Consultant Ph: 306.695.2006 Email: [email protected]

Funding Assistance for Programming There are various funding programs that support sport, culture, and recreation development for communities, such as:

• Saskatchewan Lotteries Community Grant Program – ask your municipality about it • KidSport • Creative Kids • Jumpstart Accessibility Grants • SPRA Grant and Funding Guide

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Visit the South East District’s grant page on our website for more ideas:

www.southeastdistrict.ca

About the Toolkit

How to use The toolkit includes a four-step process to plan an effective sport, culture or recreation program or event in your community. These steps will provide you with a guide that helps you:

• identify and prioritize your community’s needs, • design your specific program/event, • deliver the program/event, • and evaluate success!

As you work through the questions and information provided, it will assist in creating a plan for your program or event.

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4 Easy Steps!

Step 1 - Understanding Needs & Determining Priorities The first step begins by talking with the children and youth, parents, coaches, volunteers, and members of the community. Their input will help to determine the needs and priorities of your community program. Step 1 will help you identify the target audience, community assets and strengths, barriers to participating, program needs or desires and benefits of programs for the people in your community. In this step, you will set your vision, brainstorm program ideas, and prioritize different programs to develop in your community.

Step 2 - Designing Your Sport, Culture & Recreation Program(s) Step 2 helps you plan a successful and meaningful community program. Upon completing the step 2 planning templates, you will have the blueprint needed to complete a successful program – whatever season that may be! This ensures that programs are organized and that they provide opportunities for many participants, young and old, to enjoy.

Step 3 - Delivering Your Community Program(s) Step 3 assists you in the delivery of programs in your community. This step provides guidelines for keeping the community involved and informed, maintaining records of participation, and recognizing and celebrating your success. In this step, consistency and commitment is very important to keep people engaged, participating and having fun.

Step 4 - Evaluating, Celebrating & Sustaining Your Sport, Culture &

Recreation Program(s) Step 4 involves measuring the success of your program and celebrating your community accomplishments. It outlines plans to ensure continued development in sport, culture, and recreation, ways to maintain programs, and methods to nurture activities in your community.

During the evaluation, it is important to involve program participants, including volunteers, clubs/groups, coaches, schools, parents and organizers, as well as those who help out. Planning for the future of the program is also important, including how to continue and sustain the program from year to year and how to secure the necessary funding.

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Pre-Planning

Create a Community Program Grid: take a moment to reflect on your current assets and programs!

Instructions: Complete the Community Programs Grid, listing the programs that have been implemented in the last one-two years.

Codes: Gender: Male (M) Female (F) Male & Female (M/F) Seasons: Fall (F/A) Winter (W) Spring (SP) Summer (SU

Activity Category: Sport (i.e. Recreation (i.e. Culture (i.e. Special Events hockey, intellectual, creative, ) physical activity, traditional) Target Audience: social) Pre-school Learn to Play Storybook and 0-5 years Soccer (M/F) Movement program (M/F) (W) Children Drama & Improv 6-12 years Camp (F)(SU) Youth Example: Hockey 13-19 years M/F FA/W Young Adults Ultimate Frisbee 20-35 years Nights (M/F) Adults Yoga in the Library 36-60 years Elders/Seniors Pickleball Drop-In Stretch Class (F/M) 61+ years (M/F) Family/Community Example: Family Fall Festival Games Night M/F FA/W/S

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Step 1 – Understanding Needs and Determining

Priorities

IDENTIFY YOUR COMMUNITY’S ASSETS AND STRENGTHS

What is available in your community? Talk to schools, youth and community people. Identify what programs are currently provided for all ages.

What types of support do you currently have in your community to help in creating sport, culture or recreation programs? (such as coaches, volunteers, facilities) Examples: certified coach, track area, artists, library, parks, etc.

IDENTIFYING THE GAPS

Looking at the population of your community, what age or equity group would benefit the most from additional sport, culture or recreation programming? Why?

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Step 2 – Designing Your Sport, Culture or

Recreation Program This next section will assist you to create a plan and budget for your program. The following three (3) templates will help to identify your program goals/outcomes, tasks to be carried out and what resources are needed for the program to happen. Taking time to lay out your ideas on paper will ensure your event or program is a success!

Planning and Evaluation Tool Template

NAME OF PROGRAM (what your program is called): Summer Discovery Camp: morning – drama/improv and afternoon – paddle boarding and hiking. Demonstrated Need (why you are offering this program): Community survey respondents indicated a need for accessible outdoor activities and cultural opportunities during the summer months off from school. There are no other camps offered during the summer in the community. Target Group (who the program is for): Teens ages 12-15 years.

Program Program Inputs Activities/Tasks Outputs Measurement Outcomes (resources needed for (tasks or activities (products Tools (The changes the program to that are to be carried produced from How will we know expected to result happen) out as part of the program we are from the program program) activities – successful? – can relate to expressed in (Methods of knowledge, skills numbers) evaluating or behaviour) program) Teens ages 12-15 • Facility space • Develop local Four (4) weeks of Verbal feedback years have • Instructors partnership instruction from participants decreased • Volunteer with park (camp) Program Survey barriers to time • Apply for participate in • Materials and funding 15 kids per week (Indicator: accessible Equipment • Hire an (60 participants) Participants report outdoor and • Park Space instructor that they feel they cultural activity • Purchase have enhanced during the necessary confidence.) summer months materials Teens gain self- • Provide Number of confidence, ongoing participants who imagination and support to attended cooperation. staff • Evaluation of Teens have access program to physical • Promotion of activity in the program outdoors.

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Project/Program Plan Worksheet (Planning Your Program!)

Program Name (What): Pickleball Program – 8 weeks long

Program Timelines (When): Mondays and Wednesdays (Mondays will include 1-hour instruction with recreational play afterwards) – 6:30-8:30p.m.

Program Location (Where): School Gym

Program Description (How): A local instructor will provide skills training every Monday for the first hour with an hour of play following. Wednesdays are strictly fun play.

Program Sustainability The partnership with the school is important to sustain the program.

Responsible (Who): The recreation board will offer the program. John (instructor) will oversee the opening of the school and closing.

Resources Needed: Pickleball equipment, gymnasium

Finance/Budget: Fees: $25 per person

W5 Components Brainstorm Planning Tool

WHO Who will be involved? Which partners will help us?

WHAT What are the outcomes of the project? What impact are you trying to accomplish? What do you hope to achieve?

WHERE Where will the project take place? Will you need to rent space?

WHEN When will the project take place? Is there a clear start and end date? When does evaluation take place?

HOW How will the project proceed? How will you measure and evaluate the success of the project? How much will it cost?

WHY Why are you doing the project? Is there a need being fulfilled? How were needs defined?

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Budget Template

Identify all possible costs for your program. Then list any revenue (donations, etc.) and determine if a registration fee is required. Participant Fee = Total Costs / Expected Number of Participants Program: ______Date: ______

Estimated Program Budget Template

Revenues:

1. Donations

2. Participant Fees

3. Fundraising

4. Other

TOTAL REVENUE:

Expenditures:

1. Facility

a. Rental

2. Supplies/equipment

3. Leadership Fees

4. Advertising

5. Administrative

a. Stationary/office supplies

b. Other

6. Travel

7. Miscellaneous

TOTAL EXPENDITURES

BALANCE (surplus or deficit)

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Step 3 – Delivery of Your Program Record Keeping

How will you keep records on your sport, culture, or recreation program? (i.e. attendance/participation, code of conduct forms, incident/accident reports)

Recognition and Celebrating Success

TIP: Don’t wait until the end of the program to recognize and celebrate your successes! Little things can be done along the way. Example: “thank you announcements” to recognize participants, and community recognition suppers or events.

TIP: Ideas include certificates or participation/achievements, community recognition night, suppers/feasts, awards programs, etc.

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Consider These Tips to Create Welcoming and Inclusive Programs Physical Inclusion…  Can the participant approach, enter, and use a recreation area or facility?

Social inclusion…  Is the participant welcomed, appreciated,

and accommodated?  Is full participation possible with natural supports? Does the recreation activity…  Provide opportunity for joy? Create other positive emotions?  Provide an opportunity to use and share strengths?

 Engage and challenge the participant?  Contribute to the participant’s valued outcomes? Does the participant…  Savor the experience? Talk about it? Want

to do it again? Look forward to more?  Get fully immersed in the experience?  Feel fully focused and mindful of the activity?

Core Values for Recreation Inclusion:

Value ALL people deserve to be treated with #1 positive regard Value ALL people have strengths and #2 weaknesses Value ALL people of ALL abilities have the #3 right to recreate and play wherever they choose

Value Sport, Culture, and Recreation is key to #4 a happy and healthy life

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Step 4: Evaluating, Celebrating and Sustaining your Sport, Culture & Recreation Program Program Success, Challenges, and Reduced Barriers

What key barrier(s) to participation did your program successfully remove? (please fill in the table below by checking only those that you have addressed and briefly describe)

Barrier How/Please Describe

Cost

Transportation

Access (facilities/equipment)

Participants require necessary skill

Disability

No one to go with

Other:

Did your program go as planned? (please explain)

Did the program meet the needs and benefits you wanted for the target audience?

Describe the program successes:

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Describe the challenges you may have encountered. (Remember, challenges can help us discover a new way to do things and improve our programs.)

Recommendations: Describe what changes will be made, if any?

How will you ensure your program will run next year? Where will you get the funding? Will you have the same volunteers?

Other comments/notes:

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Program Evaluation Template

Thank you for participating in this event. In order to best serve you, we would appreciate any feedback you might have.

Program Title: ______

Program Date: ______

What were the highlights?

______

What were the lowlights?

______

What changes do you feel would enhance the program? ______

Any other comments?

______

How did you hear about the program? ______

Would you like to be contacted about future programs? Yes No

If yes, please give your name and address: ______

Please circle the number that reflects your overall experience: 1 = low, 5 = average, 10 = great

1 2 3 4 5 6 7 8 9 10

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Example Program Plans

Summer Recreation Program

Example – Youth Summer Recreation Program (5-12 years)

Introduction: A 6-week Youth Summer Recreation Day Camp will provide opportunities for children to participate in a variety of recreational and sporting activities to help children stay active during the summer. These programs provide children with an opportunity to engage and socialize with other children their age and build lasting relationships as they get older

Goals:

• To increase opportunities for children to be physically active • To enhance the self-esteem of the participants through recreation and sport

• To develop lifelong recreation and sport skills • To promote good health practices • To provide leadership opportunities for youth in the community

Program Development:

• Assess the inventory of sporting/recreational equipment and infrastructure in your community. Based on this inventory consider what equipment will be needed to run the program • Determine approximate number of children interested in the program based on selected activities • Determine what additional funding opportunities may be available to hire a coordinator/staff person to run the program (See table below for some suggested funding opportunities) • Appoint a Program Coordinator to assist with start -up considerations to implement the program • Develop activity plan for each day/week of the program (see sample below). Ensure that the activities are

age appropriate (e.g.: 5-9 years and 10-12 years of age) • Develop program guidelines, policies and procedures for the program delivery. Consider things such as medication guidelines, staff’s awareness of participant’s allergies, accident reports, arrivals and pick-ups

confidentiality policies and discipline policies • Promote the program in schools/community newsletter starting ages and start date and registration details • Communities should conduct a 2-3-day staff training prior to the camp start date. Some of the sessions that could be offered at the training include inclusion awareness, fundamental movement skills, offering quality recreation and sport programs (HIGH FIVE®), teamwork & teambuilding skills, camp policies and guidelines, 101 activities, etc.

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Summer Recreation Program

Example – Youth Summer Recreation Program (5-12 years)

Sample weekly program schedule: Below are some sample weekly program plans that you could offer in your community for children from 9:00 am – 3:00 pm, 4 days a week and would include snacks and lunch to be brought with the child from home.

Week #1: Week #2:

Day Activity Day Activity Monday AM Intro to Geocaching/snack Monday AM Skills & Mini Obstacle Course Game Monday PM Snack Monday PM Lunch Arts and Crafts Ball Hockey Tuesday AM Cooking Program/ Snack Lunch Drama Session Tuesday PM Lunch Tuesday AM Cooperative Games Snack Drumming Wednesday All day field trip to local park Tuesday PM Pickleball AM/PM Snack/Lunch Lunch Outdoor Games, Hiking, Swimming Treasure Hunt Wednesday AM/PM All day Field Trip to a Local Park with Thursday AM Ultimate Frisbee Snack Snack/Lunch on sit Thursday PM FREE ACTIVE PLAY Outdoor Crafts Lunch Thursday AM Teambuilding Guest Speaker Activities

Thursday PM Snack

Soccer Skills Lunch Soccer Game with counselors

Other Considerations:

- Training opportunities for staff/volunteers including HIGH FIVE® Sport and High Five® Principles of Healthy Child Development - Visit websites provided below in the stakeholder’s section for more creative games and activities to incorporate throughout the summer program.

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Sample Budget: (based on a 6-week program, 4 days a week)

Expenses Approximate Costs Coordinator 8 hr/day x 4 days/week x 7 weeks x $12.00/hr = $2,688.00 (an extra week is added for pre-work) Rental Fees In-kind through local school Transportation (travel for “fieldtrips”) $1,000.00 Healthy Snacks $1,500.00 Advertising $500.00 Other: Staff Training Workshops $1,200.00 Other: Crafts and Small Supplies $1,000.00 Total $7,888.00

- Consider applying for other types of funding to off-set the cost of the program coordinator/leader costs

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Training to Enhance Your Program HIGH FIVE®

HIGH FIVE® is Canada’s quality standard for children’s programs. Prior to HIGH FIVE®, there was no standard that set the bar for expectations and requirements within children’s organizations. HIGH FIVE® enhances program quality and strives to ensure children are safe, happy and getting the most out of recreation and sport opportunities.

For a listing of upcoming training opportunities, or if you would like to host training, contact South East District at 306.695.2006.

Policies and Why They Are Needed in Programming for Communities A policy is a principle/written plan that is intended to guide decisions to achieve outcomes. Policies provide the framework for the rules under which the organization conducts its daily work and are generally formulated and adopted by the governing body.

Having written policies will assist to ensure:

- A consistent approach to the delivery of service by staff and volunteers - That volunteers and staff are protected in their rationale for decision making through documented and up to date policies.

Policies are important because they provide guidance, consistency, accountability, efficiency, and clarity on how a program or organization operates. This allows members to have direct guidelines and principles to follow.

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Resources to Support You

Links to Programming Ideas: https://www.summercamppro.com/100-summer-camp-themes/ https://kids4kids.ca/wp-content/uploads/2016/06/100-Outstanding-Summer-Camp-Program- Ideas.pdf https://kids4kids.ca/wp-content/uploads/2016/06/10-Very-Cool-Camp-Ideas.pdf http://www.programminglibrarian.org/articles/7-adventurous-program-ideas-complement-summer- reading http://kidscreativelearningcenters.com/summer-camp-theme-weeks/ https://fitnessbythesea.com/101-summer-activities-for-kids/

Inclusiveness Links: https://www.sparc.bc.ca/wp-content/uploads/2017/02/booklet-everybodys-welcome.pdf https://moosejawpride.ca/resources/ https://www.caaws.ca/lgbtqi2sinclusioninsport/ https://nbacl.nb.ca/achieving_inclusion/

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Below is a list of provincial sport, culture and recreation organizations who can support you in your programming efforts. Visit their websites for more information!

Saskatchewan Recreation Saskatchewan Association of www.saskmuseums.org Associations Recreation Professionals (SARP) Nature Saskatchewan Saskatchewan Camps Active Saskatchewan www.naturesask.c Association Air Cadet League of Canada, Saskatchewan Provincial Saskatchewan Physical Organization of Saskatchewan Committee Education Association (SPEA) Arts Councils (OSAC) www.osac.ca Army Cadet League of Canada Saskatchewan Regional Parks (Saskatchewan) Association Saskatchewan Cultural Exchange Society Association of Saskatchewan Saskatchewan Seniors www.culturalexchange.ca Urban Parks and Conservation Mechanism

Agencies (ASUPCA) Saskatchewan Snowmobile Saskatchewan Drama Battlefords Boys & Girls Club Association Association www.saskdrama.com Canadian Mental Health Saskatchewan Square & Round

Association – Saskatchewan Dance Association Saskatchewan History & Division Saskatchewan Trails Association Folklore Society www.shfs.ca Canadian National Institute for Saskatchewan Underwater the Blind (CNIB) Saskatchewan Council Division Saskatchewan Organization for Saskatchewan Wildlife Heritage Languages Canadian Red Cross Society Federation www.heritagelanguages.sk.ca

Canadian Ski Patrol System – Saskatchewan Outdoors Saskatchewan Writers' Guild Saskatchewan Division (Saskatchewan Outdoor & www.skwriter.com Environmental Education Duke of Edinburgh’s Award – Association) Saskatchewan Division Theatre Saskatchewan Inc. Girl Guides of Canada – Scouts Canada – Saskatchewan www.theatresaskatchewan.com Saskatchewan Council Council Globe Theatre School Inclusion St. John Ambulance Council for www.globetheatrelive.com/glo Saskatchewan (formerly Saskatc Saskatchewan be-theatre-school/ hewan Association for Saskatchewan Art & Culture Community Living) Organizations Common Weal Community Arts www.commonweal.ca Lifesaving Society Dance Saskatchewan Navy League of Canada – www.dancesask.com Sakewewak Artists' Collective Saskatchewan Division Inc. Multicultural Council of www.sakewewak.ca Saskatchewan 4-H Council Saskatchewan Saskatchewan Abilities Council – www.mcos.ca Saskatchewan Sport Camp Easter Seal Associations Museums Association of Saskatchewan Saskatchewan All-Terrain Saskatchewan Vehicle Association Association

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www.saskarchery.com Saskatchewan Cycling Saskatchewan Karate Association Association Saskatchewan Athletics www.saskcycling.ca www.saskarate.com www.saskathletics.ca Saskatchewan Darts Association Saskatchewan Lacrosse Saskatchewan Inc. Association Association www.saskdarts.com www.sasklacrosse.net www.saskbadminton.ca Saskatchewan Diving Inc. Saskatchewan Martial Arts Saskatchewan www.divesask.ca Association Association http://saskmaa.com www.saskbaseball.ca Saskatchewan Deaf Sports Association Saskatchewan Racquetball Basketball Saskatchewan www.deafsportssask.org Association www.basketballsask.com www.racquetballsask.ca Saskatchewan Fencing Saskatchewan Baton Twirling Association Saskatchewan Provincial Rifle www.saskbaton.com www.saskfencing.com Association www.saskrifle.ca Saskatchewan Blind Sports Saskatchewan Field Hockey Association Association Ringette Association of www.saskblindsports.ca www.saskfieldhockey.ca Saskatchewan www.ringettesask.com Bowls Saskatchewan Inc. Football Saskatchewan www.bowls.sk.ca www.footballsaskatchewan.ca Saskatchewan Rowing Association Federation of Saskatchewan Association www.saskrowing.ca Saskatchewan www.saskgolf.ca www.saskbowl.com Saskatchewan Rugby Union Inc. Saskatchewan www.saskrugby.com Boxing Saskatchewan Inc. www.gymsask.com www.boxingsask.com Saskatchewan Sailing Clubs Saskatchewan Handball Association Saskatchewan Broomball Association www.sasksail.com Association www.saskbroomball.ca Saskatchewan Handgun Saskatchewan Games Council Association Canoe Kayak Saskatchewan www.saskhandgun.ca Saskatchewan High School www.saskcanoe.ca Athletic Association Saskatchewan Hockey www.shsaa.ca Saskatchewan Cheerleading Association Association www.sha.sk.ca Skate Canada Saskatchewan www.sca.ca Saskatchewan Horse Federation Saskatchewan Skeet Shooting Coaches Association of www.saskhorse.ca Association Saskatchewan www.shotgunsports.sk.ca www.saskcoach.ca Horseshoe Saskatchewan Inc. www.saskhorseshoe.ca Saskatchewan Ski Association Saskatchewan www.saski.ca Association Saskatchewan www.saskcurl.com www.judosask.ca Saskatchewan Provincial Small Bore Association www.spsba.ca

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Saskatchewan Sepak Takraw Saskatchewan Saskatchewan Squash Inc. Association www.sepaktakrawsask.com www.sasksquash.org University of Regina, Faculty of Soaring Association of Swim Saskatchewan Inc. Kinesiology and Health Studies Saskatchewan www.swimsask.ca http://kinesiology.uregina.ca www.soar.sk.ca Synchro Saskatchewan University of Saskatchewan, Saskatchewan Soccer www.synchrosask.com College of Kinesiology Association www.usask.ca/kinesiology www.sasksoccer.com Saskatchewan Table Association Saskatchewan Volleyball Saskatchewan www.sktta.ca Association www.softball.sk.ca www.saskvolleyball.ca Saskatchewan WTF Taekwondo Saskatchewan Association Water Polo Saskatchewan Inc. www.saskwtf.com www.wpsask.ca www.specialolympics.sk.ca Saskatchewan GTF Taekwon-Do Water Ski and Wakeboard Saskatchewan Amateur Speed Inc. Saskatchewan Skating Association www.saskgtf.com www.wswsask.com www.saskspeedskating.ca Saskatchewan Team Handball Saskatchewan Weightlifting Saskatchewan Sports Hall of Federation Association Fame Museum www.saskhandball.com www.saskweights.ca www.sshfm.com Tennis Saskatchewan Saskatchewan Wheelchair Sport Medicine and Science www.tennissask.com Sports Association Council of Saskatchewan www.swsa.ca www.smscs.ca Saskatchewan Amateur Trapshooting Association Saskatchewan Amateur Sport Parachute Association of www.shotgunsports.sk.ca Wrestling Association Saskatchewan Inc. www.saskwrestling.com www.skydive.sk.ca

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References

Henderson, K. A. “Gender Inclusion as a Recreation Trend.” Trends in Outdoor Recreation, Leisure and Tourism., pp. 17–27., doi:10.1079/9780851994031.0017.

“Programs and Resources.” Sask Sport Inc., www.sasksport.sk.ca/resources.php.

Sasksport. (n.d.). BUILDING COMMUNITIES through Sport Community Sport for ... Retrieved from http://www.sasksport.sk.ca/aboriginalsport/pdf/PlanningToolkit.pdf

“SaskCulture.” SaskCulture, www.saskculture.ca/

“Summer Recreation Program.” Grants | Department of Children, www.cssd.gov.nl.ca/grants/.

“What Is HIGH FIVE®.” What Is HIGH FIVE® | HIGH FIVE® - The Best Way to Play, www.highfive.org/what- high-five.

Programming Toolkit for Community Leaders