Spend time with each Committee Chairperson and thoroughly review all the Timeline Tasks, including the accompanying documents. Provide clarification, assistance, and problem solving as indicated. Remind Committee Chairs to maintain open communication.
It is helpful to have one Announcer at the Real World event. This person will monitor the time, provide directions for the Real World process, and make announcements throughout the day. The Announcements will be personalized by this person and used as their "script" for the day. The Announcer should be an individual who can project their voice, have fun with the audience, be flexible and yet keep the structure of the day under control - allowing for "on the spot" adjustments.
At this point, some sponsors who confirmed early on may have to cancel. Ask the sponsor to identify someone, if possible, to be a substitute, or if they could provide materials (product and pricing) from their company to be used a the event. Adults will be available to assist so it will be no problem to find a wiling volunteer. Confirm and prepare the new sponsors with the Teleconference materials, agenda, and one on one if needed. The following documents are also in the Teleconference materials but may be helpful to point out again to sponsors and volunteers to help them fulfill their assigned role.
There are usually more than enough adults (many who arrived as chaperons) who would be willing to assist as needed. Even with these adults, it is helpful to have at least five adults who have been prepared for the event and are willing to either manage a booth or assist with a workshop. Be sure to recruit flexible individuals who have participate in the preparation of volunteers and are familiar with the variety of needs you might have.
Although the "Sponsor list" that is provided on the day of the event, may not be fully ready until a few days before, it is helpful to get started on it early. Usually company names are placed on the sponsor list unless you have a volunteer assisting who is not representing a company or organization. You can either merge your database to a document, or keep a running list of those companies involved. You may also consider entering the company website on the sponsor list if there is room. Keep the list to one page so it is easy to distribute. This sponsor list will become part of your Sponsor Packet for the next Real World event.
This is the busiest time for confirming, entering, and sometimes "nagging" organizations to register their youths quickly. It is helpful to have one person keep the database updated but several to follow up with sending confirmations and filling in "missing" information from the registration brochures.
As new youths are registered be sure to provide confirmation information to these young adults, including a dress code, if one exists. Also, if preparation sessions are still available, encourage newly registered youths to attend those sessions to help maximize their RW experience.
The Real World Event is usually viewed favorably by the community and will be a great newspaper, blog, or TV story for local reporters. Before you make contact, discuss how the media will be handled by the entire RW Planning Team. Some agencies may not be permitted to interface with the media or have policies governing use of the media. If any of the sponsoring organizations have a media contact, it is helpful to use those connections. Normally reporters have a tentative schedule of what stories to cover on any given day but that can quickly change. Having a connection will help ensure that the media will attend your event. Have some older youths ready to be interviewed by a reporter if interested. It is better to have a few young adults ready for the experience "just in case" rather than catch them off guard. Any media exposure can be used to help recruit for subsequent RW events. Also, if you would like your media blitz promoted on this website, please provide a link or PDF document to firstname.lastname@example.org
Download: RW Press Release
Youth committee members can easily make the signs for each booth (pets, hair/nails, housing, etc.) on the computer or by hand. Balloons provide an easy and inexpensive method of creating a festive atmosphere. One benefit of balloons is that youths can take them home at the end of the day - easy clean up.
There are a range of signs needed for the event (directional, welcome, booths, workshops, motivational, etc.) and youths can be very creative with how to design them. Encourage youths to be creative and decorate "their" real world.