It is helpful to schedule team meetings at this point. The Overall Coordinator or someone from the RW Committee will send reminders to the RW Team.
At each meeting, the Overall Chair will facilitate the process of updating tasks needing to complete on the Timeline, reviewing the budget, and easing communication between committees.
Critical sponsors are those that are not easily replaceable with an on-site volunteer. This would include sponsors such as: all the workshop presenters (see if they or a colleague can also stay for the Exhibit portion as well), cable, housing, and cell phones. They also include booths that are of particular interest to the youth population such as the Used Car Lot.
Although it would be easier to email the sponsor packet information, it helps to meet face-to-face with some sponsors to help model this interaction for the young adults helping to plan the event. Sponsor Packets are best mailed or hand-delivered to identified potential sponsors, especially the critical ones. Be sure to follow up with email or phone communication. Or if a young adult accompanied you, follow-up may be a good task for him/her.
Send adult facilitators associated with the targeted youth programs materials needed to prepare youths for the RW event. Those would include the outlines for all the mini-workshops: Budgeting, Banking, Insurance, and Social Skills. Instruct facilitators to schedule the pre-teach workshops in their area in advance of the RW event. (Suggest one topic per month or a predictable schedule that works with their programs.) The Youth Committee may also decide to conduct these workshops, and provide offerings for potential youths to attend in preparation for the Real World. Another alternative is to train the adult facilitators of the youth programs as to how to prepare youths for the event.
Once the date and location are confirmed, you will want to discuss within your committee what young adults from the area might make motivational speakers. Young adults who have recently transitioned and are trying to balance a range of adult responsibilities make excellent role models. They can also speak concretely about the challenges present in the real world. Select two young adults (one for each the morning and afternoon sessions). The outline will help your committee determine which youths might be more suitable for the role.
Download: RW Youth Keynote Speech Outline
Once the date and location are confirmed, you will need a brochure to help register and promote the event. Open the RW Brochure Template and see the RW Brochure Sample (Adobe) to create a brochure. The template can be filled in or a different brochure can be made. Be sure to give the event a name that represents the area or agencies coordinating the event, for example, Real World Durham or Real World United Way. This helps to brand your event and promote the work of the agencies involved.
Order or begin to collect any supplies that you can early in the process. Order a bit more than the number of people expected so you do not run short. Do not forget to include sponsors and volunteers some estimated totals for supplies such as calculators. Refer to the Real World Supply Checklist and the Planning Update.
Review the Real World Participant Packets Contents and the Volunteer Packets Contents and start to decide which committee member/organization will be responsible for printing the materials. It is helpful to divide this task among members to minimize cost of printing to one agency.