(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.
As sponsors and volunteers are confirmed, place their information in the Sponsor Database (Excel) and merge to the Sponsor Confirmation letter. Refer to the At-A-Glance: Volunteer Arrival Times & Job Descriptions to clarify when specific volunteers need to arrive and their job descriptions. Workshop facilitators may also want to participate in a teleconference or webinar for all Real World Volunteers (see Month 1).
It will be helpful to meet directly with those agreeing to facilitate the mini-workshops. Workshop facilitators will need to become familiar with the workshop outline and accompanying materials.
Three months before the event is sufficient to recruit the remaining sponsors and volunteers. Refer to the brainstorming list generated earlier in the planning process. The targeted age group may dictate what sponsors to recruit.
Be sure that all youth programs have the required materials to register for the event (Career Cluster Interest Inventory, Educational Level Desired, and Real World Brochure). This can be supplied electronically or by mail. Stress the deadline for registering (usually two weeks before the event).
Send all youth programs the Career Clusters Interest Survey. This interest survey can also be completed at many locations online that use the US Dept. of Education Career Clusters such as: http://www.iseek.org/careers/clusterSurvey. Youth only to need to identify one career cluster on the registration.
Consult your current Planning Update (there is a column indicating some suggested NEEDS for each booth) and Real World Supply Checklist. Brainstorm which supplies could be brought by exhibit sponsors and which will need to be supplied by the committee.
Download: RW Supply Checklist
Consult the Planning Update (suggested NEEDS are provided), the Real World Supply Checklist (above), and the downloads for all the workshops shown for the RESOURCES Committee above. Brainstorm which supplies could be brought by workshop facilitators and which will need to be supplied by the committee.