(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.
Maintaining contact with the facilitators will do two things 1) remind them to prepare for the Real World, and 2) provide support and answers to their questions. This is most important for new facilitators (those who have not participated in a Real World event or done training with your youths). Consider connecting them with previous facilitators as appropriate.
As other sponsors and volunteers commit to participating in the RW event, enter their information in the Sponsor Database and merge with the Sponsor Confirmation letter. This process will continue up to the event as new sponsors and volunteers are recruited and confirmed.
It is helpful to prepare sponsors and volunteers by holding an information session and/or teleconference/webinar. Schedule two sessions, asking sponsors/volunteers to participate in one of them. Having two options will maximize the potential that those participating will be able to attend at least one. Schedule the sessions for 90 minutes and allowing questions/comments at the end. Schedule these sessions within a month to several weeks before the event to keep the information fresh. Add the scheduled dates to your confirmation letters or send separate notification by email.
If the pre-teach workshops have not started already, they need to begin now. Begin conducting the pre-teach workshops to prepare youths or with adults so they can prepare youths for the event. Details of these sessions provided in Month 4.
Youth registrations will start to come in now. Set up the Youth Database (Excel) and Adult Database (Excel) for chaperones attending with the youths. Enter the information as registrations come in. It is important to keep up with the number of adult chaperones planning at attend as well. Even though they will not receive a Real World Packet like the youths, their attendance is important for the Materials committee as they arrange for food and seating. Also, they may be helpful to the Resource Committee if volunteers are needed to fill gaps.
When entering youths' career cluster in the database, be sure to put the cluster number first (i.e., 6 - Finance). Doing this now, will make sorting the youths by their career choice much easier later in the planning process.
Begin to collect and store all the materials needed for the event. It is helpful to start printing the materials necessary for the Real World Packets that do not require changes. Be sure to confirm the rotation of the Mini-workshops are accurate on the Agenda. Some locations may require the rotation to change so youths are not "tripping" over each other in an attempt to get to their next workshop. Be sure you have determined which rooms will house which workshops in advance to determine the rotation. Arrange the agenda so youths rotate in a circular fashion between the workshop rooms. This will ease the movement and minimize confusion.
Download: RW Agenda
To simplify the used car situation (and avoid the Used Car Salesperson from having to bring a truckload of cars) use the cars owned by the RW Team since their cars will already be on-site. Ask the RW Team who can provide their car for the lot. Assure everyone that the cars will remain locked during the process and will only have a sign and balloon attached to them. It is great to have a variety of 5-6 cars (luxury to economy, sporty, and SUV - a motorcycle is also a good option) Secure the make and model of the volunteered cars. Research the cars (or provide this information to the Used Car Salesperson) to make the Car for Sale signs taped to the car windows.
Download: RW Car for Sale