webchat #5: final preparations! 1 welcome webchat #5: final preparations! dial in: 1-800-861-4084....

WebChat #5: Final Preparations!

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WelcomeWebChat #5:

Final Preparations! Dial In: 1-800-861-4084.

Code: 4102437979

This WebChat will begin shortly, as you get on the conference call, please introduce yourself and your organization. Afterwards,

please press *6 to mute your line. Thanks!

Corporation for National and Community ServiceCampaign Consultation, Inc.

WebChat #5: Final Preparations!

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All materials are downloadable at the end of the WebChat. If you are unable to download, please email: [email protected] ETIQUETTE: Muting: During the WebChat, please mute your line by pressing *6.

To un-mute, please press #6. This will cut down on background noise and create a more pleasant WebChat.

No Hold: Please do not put the line on hold at any point during the WebChat. This can create beeping/music that will interrupt the presentation.

CHAT FEATURE: There is a Chat Feature to the right-hand side of your screen. Please use this during the WebChat to ask questions, make comments or to contact us

directly.

There will be questions and answer sections throughout the presentation. Thanks!


Steph

Quick Tips for a Great WebChat

mailto:[email protected]


AmeriCorps Week Goals

Bring more Americans into service

Salute AmeriCorps members and alums for

their powerful impact

Thank the community partners who make

AmeriCorps possible

WebChat #5: Final Preparations!3Sandy

Stephanie Grocott, Campaign Consultation, Inc. Sandy Scott, Corporation for National and Community ServiceLinda Brown Rivelis, Campaign Consultation, Inc. Erin Mazursky, Campaign Consultation, Inc.

Special Guests:Cynthia James, Pittsburgh Public AlliesKevin Salkas, Minnesota InterCorps CouncilKimberly Wright-Smith, BAYAC/OCASA AmeriCorpsAleida Kasir/Keri Stevens, Austin AmeriCorps ProgramsSathiya Karthikeyan, Volunteer MPS VISTA Program Rachel Turner, Public Citizen Monda Holsinger, Washington Commission for National and Community Service

Speedy Intro of Speakers


ErinWebChat #5: Final Preparations!

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WebChat #1: AmeriCorps Week 2009 Overview of the components of AmeriCorps Week

WebChat #2: Planning and Promoting Your Events

Discover tools available to help plan and promote your event and gain knowledge from experienced project planners.

WebChat #3: Winning Videos and Photos Find out more about the Video Contest and the new addition of a Photo Contest, other new

features, celebrity judges and fantastic prizes.

WebChat #4: Media… for the Masses Launch your event into the public eye! Learn how to get the most media attention you can.

Quick Skim of Past WebChats

Corporation for National and Community ServiceCampaign Consultation, Inc. WebChat #5: Final Preparations!

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Quick Access to Past Web Chatshttp://www.americorpsweek.gov/ideas.asp

Erin

http://www.americorpsweek.gov/ideas.asp



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Quick Access to Past WebChatshttp://www.americorpsweek.gov/about/newsroom/releases_detail.asp?tbl_pr_id

=1291

Here you are able to listen to past WebChats

OR access the Powerpoint

Presentation!

Erin

http://www.americorpsweek.gov/about/newsroom/releases_detail.asp?tbl_pr_id=1291




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Agenda

• Introductions

• Project Highlights from Around the Country

• Event & Project Final Prep Tips

• Volunteer Management Tips

• Media Outreach – that extra mile

• More Great Projects

• Last Minute Resources

• Q & A

• Conclusion

Erin


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Project Highlights

Erin

Pittsburgh Public Allies… Getting things Done

Cynthia James, Executive Director


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Project Highlights

Erin

Minnesota InterCorps Council- 2009 St. Cloud Service Day Project

Kevin Salkas, ICC Service Project Member

Storm Drain Cleaning/Marking - this service project consists of marking some of the 7000 storm sewer drains with "Drains directly to River" messages followed by canvassing those neighborhoods with educations materials, and cleaning the storm drains of stacked up debris.


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Project Highlights

Erin

BAYAC/OCASA AmeriCorps - AmeriCorps Awareness Week

Kimberly Wright-Smith

To expand services and opportunities for Bay Area youth in high risk communities so that they can achieve school success

• To develop the skills, aspirations and community participation of emerging Bay Area leaders

• To build collaborative and effective relationships within and across regional and neighborhood communities.

• To increase school success by providing tutoring, safe and structured activities and health education outreach to children and youth


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Activity Countdown

First Step

Organize your tasks and…

Create a Checklist

Erin


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First Step

These forms are downloadable at the end of the presentation, and can also be found on the AmeriCorps Resources Page.

Erin


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Event Day!

Erin


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Post Event Checklist

Erin


ErinWebChat #5: Final Preparations! 16

Activity Countdown



Event Preparation

• Visit the event location • Speak with local authorities about traffic and security issues• Create a diagram of the location set-up and ensure that the people doing the set-

up are aware of any special requirements • Confirm the deliveries • Create volunteer sign-in and media sign-in sheets and assign different tables

where each will be done. Include a photo release checkbox. • Create media packets with information about your organization, your event and

AmeriCorps Week • Assign someone to confirm speakers including time of arrival, length of address

and key messages, and what is expected of them• Assign someone to greet speakers • Decide whether volunteer incentive items such as T-shirts will be distributed at the

opening or closing of the day and where and how this distribution will happen. • Make arrangements for the event location to be cleaned up at the close of the

event.



Project Preparation• Visit project sites with volunteer team leaders, if possible

• Ensure that all equipment and supplies needed are on-site or scheduled to be delivered.

• Review the projects to be completed. Have the projects been divided into smaller tasks that will allow small groups of volunteers to work on and complete each task?

• Check the number of volunteers needed against the number of volunteers that have signed up for the project. Revise expectations for tasks that can be completed based on the number of volunteers available.

• Put out event flyers to recruit more volunteers, if needed.

• Assign a small group to ensure that the site is cleaned up at the end of the service project, if needed.



Volunteer Preparation

• Assign and train volunteer leaders for every project site. Ensure that leaders and others on site are aware and can relate the day’s happenings to volunteers.

• Send a reminder notice to those volunteers that have signed up telling them the date, time, location of the service project and directions including public transportation, if appropriate.

• Assign someone to greet volunteers and tell them where to go. For example, “Welcome and thank you for coming. Start by signing in at the volunteer registration desk, where you will be assigned a task and introduced to your team leader. ”

• Volunteer sign-in should include contact information where you can send a thank you, check boxes for photo release approval, and to receive more information about future service projects.

• Have a contingency plan in case you receive more or fewer volunteers than expected. If your projects are fully subscribed, encourage additional volunteers to visit www.AmeriCorpsWeek.gov and click on the “Register your Project or Event” button to learn more about how they can still participate in AmeriCorps Week

http://www.americorpsweek.gov/



Media Preparation

Step 1: Distribute a Media Advisory

• Distribute a media advisory to local print and broadcast media 3 or 2

days before your event.

• Place the advisory on your website, share it with your partners, and

send a copy to Sandy Scott at CNCS at [email protected].

• Make follow up phone calls to ask if reporters received the advisory, are

covering the event, or have a suggestion of someone else who should

receive the advisory.

mailto:[email protected]



Media Preparation

Step 2: Prepare Press Kits

•Include press releases, any fact sheets about your organization, details

about the project, and contact information.

•Find more information for the press kit in the AmeriCorps Week

presentation kit and on the resource page

•The contact information should include the cell phone numbers of people

onsite who are responsible for working with the media.



Media PreparationStep 3: Designate and Prepare Media Contacts

• Someone who will be onsite at each location who will be able to talk to reporters.

• Reporters will also want to talk to individuals who are volunteering, but make sure that a staff member is available to provide information about your organization and answer questions about the project.

• Brief the media contacts at your project sites on the information they need to respond to likely questions.

• Don’t overlook the obvious.

• Make sure you have answers to questions like: why is this project necessary and how does this project further the President’s call to service?

• Reporters love numbers, so have on hand: how many volunteers are serving, how many served last year, how much do you expect to accomplish. (Can also be found in Presentation Kit)

• These spokespeople should be well versed in the workings of your agency and the community needs that the project addresses.

WebChat #5: Final Preparations! 23

We are in the information age – Let’s take advantage of it!

• Blog away!

• Tweet. Tweet.

• Facebook

• CNN.com

And tell us when you do … [email protected]

Become Your Own Reporter


Erin

WebChat #5: Final Preparations! 24

Thinking Ahead

• Think about goals/objectives.

• How are you going to follow up?

• What’s next for your project/organization?




- Get there early!

- Have sign up sheets

- Have materials about your organization

- Make sure to inform people of upcoming events

- Stay positive !!

Day of your Project



- Thank everyone for attending

- Give people ways of staying involved/upcoming events

- Ask them to take action now and have post-activities

prepared so they stay a part of the community

- Report back on your project on My Project Tool

Days after your project


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Project Highlights

Erin

Austin AmeriCorps Programs- Austin AmeriCorps Awareness (AAA) Day of Service

Aleida Kasir /Keri Stephens


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Project Highlights

Erin

Volunteer MPS VISTA Program- Project Homeless Connect

Sathiya Karthikeyan

Volunteer MPS VISTA works to develop programs and build infrastructure that enable the Minneapolis Public Schools to utilize community support and mobilize community resources toward the goal of improving student academic achievement.

Members work throughout the year to develop strong school-based volunteer programs and sustainable community partnerships by implementing best practices in volunteer management and partnership development at their specific service sites.


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Project Highlights

Erin

Global Citizen- Philadelphia AmeriCorps Week Rally

Rachel Turner


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Project Highlights

Erin

Washington Commission for National and Community Service- AmeriCorps Recruitment Fair

Monda Holsinger



Take the Pledge:

How will you further President Obama’s

call to make communities stronger?

Online National Service Community



• AmeriCorps Week – 1300+ members

• AmeriCorps – 2000+ members

• Serve.gov Cause – 87,000 + members

AmeriCorps Online Facebook Communities



AmeriCorps Week Resource Pagehttp://www.americorpsweek.gov/ideas.asp

Ideas and Resources

Access Past WebChats





Resources!

WebChat

Resource

Page



Video and Photo Contest STARTS!!Prize Sponsor: Pure Digital, maker of Flip Video™

Celebrity Judges Include:

Video: Kate Pierson of B52s Hill Harper of CSI NYC

Photo: Eric Greitens, award winning author of Strength and Compassion, Patterson Clark of Washington Post


Erin

Please take the quick survey on the right sowe can continue to make these WebChatsas helpful as possible!

Thanks!

WebChat #5: Final Preparations!37Corporation for National and Community Service

Campaign Consultation, Inc.

Thank you for attending!

Visit www.AmeriCorpsWeek.gov for more information

If you are unable to Download Materials when signing out, please contact [email protected].

ErinCorporation for National and Community ServiceCampaign Consultation, Inc.

http://www.americorpsweek.gov/

webchat #5: final preparations! 1 welcome webchat #5: final preparations! dial in: 1-800-861-4084....

Documents

final preparations

pleasant webchat

community partners

americorps possiblewebchat

americorps week goalsbring

public eye

chat feature

public citizen monda