(Use your personalized Planning Update) Each Committee Coordinator will bring their portion of the Planning Update to the team meeting, meet with their committee members to focus on the tasks assigned, and report their progress to the RW Team. It is critical that each committee effectively communicate their needs at these meetings. It is the best time to brainstorm solutions and identify community contacts.
The Overall Chair or assigned committee member responsible for taking minutes will email the complete Planning Update, updated Timeline (checking off completed tasks), and minutes of the meeting to the RW Team.
Conduct the informational sessions as scheduled in Month 2. Use Preparing Volunteers: Teleconference Outline to facilitate these sessions.
Download: RW Teleconference Handout
At this time, some previously confirmed sponsors may have to cancel. Accept their cancellation gracefully but ask if they know someone you can contact to replace them. Other potential volunteers may not have confirmed as of yet. Contact them and if they cannot, also ask them if they know someone who may enjoy participating in this worthwhile project. Using warm contacts will be much easier to recruit sponsors at this time. For areas where you are running out of ideas of who to ask, email those confirmed sponsors and volunteers saying you are in need of volunteers for the named areas. This can also be done verbally during the informational sessions. Confirmed volunteers will become your best recruiters. Then contact the suggested people and apply your recruiting skills.
Registrations will start coming in more regularly now. Enter the names in the database and merge with the Youth Confirmation letter. Mail or email within a couple of weeks of the event so the information is fresh. It is probable that some information will not be in the registration (such as the chosen Career Cluster or Educational Level Desired). Enter these youths anyway and provide an email or phone call to retrieve that information.
Also confirm the adult chaperons. Their confirmation letter will include information necessary to prepare them for the RW Event.
The database (which you started last month) will be the most reliable source for you to make job and team assignments so be sure to keep it updated to avoid the potential stress of the last few weeks. Leave the data cells blank for Job Card and Team assignments. Those will be made closer to the event. To make those assignments however, be sure to work hard (or ask other committee members to help) to secure the Career Cluster and Educational Level Desired. Having this information will make the check in process run more smoothly the day of the event.
This is the time (if you haven't already) to inform the lunch provider of the event and an estimate of how much food you will need. Ask if you can provide more accurate information a few days before the event. Request discounts and donations as appropriate to the population you are serving. Also consider providing a tax-deduction receipt for those discounts and donations if your organization is able to do so. Keep track of this information on the Planning Update.
Purchase boxes to accommodate the Life Happens and Job cards. You will need one box for Life Happens (also one for Real World Suprises unless you choose to use a gift bag). Job Cards will use anywhere between 28 and 48 boxes. Most events utilize about 32 boxes but in the event that all Career Clusters and Educational Levels will be chosen, 48 boxes will be needed. Small gift boxes that can be easily folded down for storage amnd are big enough to manage a hand dipping in to pick up a card are ideal (6x6x6 works well). Print the words LIFE HAPPENS (largely and clearly) on one box and fill it with more than enough Life Happens! Cards so each youth has one -and their are extras for lost cards and walk-ins. Clearly write in large numbers on the Job Cards boxes beginning with #1 until all boxes are numbered. The Youth Committee will determine what cards will go in each box and will print the appropriate number of cards.
Re-visit the location and determine where directional and welcome signs will need to be posted, Make note of the direction arrows will need to point to direct participants from connecting roads to parking and drop off areas. Print (in color) the number of Welcome and Directional Signs needed. Purchase wooden stakes/poles as necessary to post the signs at the Real World location the morning of the event.