Title: Challenges of Planning and Executing Effective, Cost Efficient, and Dynamic Youth Rallies
1 Challenges of Planning and Executing Effective,
Cost- Efficient, and Dynamic Youth
Rallies
Presented by Dara Bariola, BS Nicole Boyd,
JD Melanie Corley, CHES
2Mississippis Program
- Public/Private Partnership
- Comprehensive Programs
- Three- Year Pilot Status
- Court Order Provides Long-Term Funding
3NEVER UNREADY
39 Educational Youth Rallies and Events 16,550
Youth Participants
4Successful Strategies
- Logistical and Agenda Planning
- Budget Control and Allocations
- Risk Management
5Successful Youth Event
Organize Initial Planning/ Risk Management
Team Executive Director Event Coordinator
Program Director and Support Staff Fiscal
Manager Legal Council
Public Relations Staff Government Relations
Staff
6Successful Youth Event
- Talk through the process/
Identify the purpose of
event
Whats the reason for the
event? - Would having youth involved help the
initiative? -
- Determine attendance How many is too
many or not enough? - Successful vs. Manageable
-
7Budget
- Know the big expenses
- Printing/Postage
- Food
- Promotional items (T-shirts)
- How do you make it stretch?
- Try and find a location that is willing to
negotiate (room rental, clean-up, etc.) - Leave room for the unknown
- Know what works
- On-site Radio remote, not best use of dollars
8Initial Agenda- Educate
Entertain Advocate
- Educate- Determine basic needs
- Whos the audience?
- What do you want them to do?
- Entertainment- Who will kids listen to
- MC- Important Role
- Local champion or celebrity
- Advocate-
- What is their purpose and whose involved?
9The Planning
UNDISASTERED
10Getting Started
Outline responsibilities The Matrix- put
everything in writing Meet with the Planning
Committee Involve youth in the initial
planning- KEY Put the initiative on their
radar Send them home with a purpose Assign
responsibilities/Set Deadlines Secure
volunteers Make easy to identify
11Time to Get Busy
Find a location
Get signed
contract after negotiations Keep transportation
in mind Theme- remember target audience
Balloons work for younger students Older
students want what is cool Print
Material/Invitations Standard Rule of Three 1st
Information Mail- 6 weeks before 2nd Notice
Fax- 3 weeks before Final Notice Call/Confirm-
2 weeks before Promotional Item
12The Rally
UNCHAOTIC
13The Rally
- Arrival
- Make sure to have communication devices
Backup plan in case of weather - Inform local enforcement
- Good use of Volunteers
-
- Registration
- Know more will come than listed
- Seating Arrangements
- Let them know in registration information
14The Rally
- Never have silence or dead time
-
- MC primary jobs
- keep them interested
- keep flow of event
- Break agenda into small sections
- Dont entertain only the front row
15When Things are not Going as Planned
- Always have a back-up plan
- Breathe and remain calm
- Educate staff
16UNLEASHED
Lunch You only need about 30-45
minutes Simple Prep and Easy Clean-up Good
use of Volunteers
Transition to Capitol Get local law
enforcement involved The more organized- the
better
17Press/Media
- Make your initiative known
- Use visuals- picket signs, banners,
cigarette butts - MC to pull crowd in/Energizes
- Have kids run the show
- Entertainment will bring the press
- Inform media several days in advance/follow-up
- Involve Legislators to participant
18Touring the Capitol
Best Bet- Dont place this on
agenda Teacher/Sponsor can do so- at their own
will May hurt initiative Select Advocacy
Team to make visit Train before event
19Departure-
- Again, inform and involve local law
enforcement - Lunch time traffic
-
- If parking is offsite-
- have communication devices at locations
- The more organized, the better.
-
20Why Risk Management?
The only thing that is certain in life
is whatever can go wrong, will!
21What is Risk Management?
- Risk Assessment
- Identify Uncertainties
- Analyze Risks
- Prioritize Risks
- Risk Control
- Mitigate Risks
- Plan for Emergencies
- Measure and Control
22General Operations- Red Flags
- Risk management plan written and shared with
staff and volunteers for identified risks - Accident/Medical Insurance taken out on all
participants - Insurance Purchased and certificate of insurance
secured
23General Operations- Red Flags
- First Aid Kit, Cellular Phones, and List of
Emergency and Risk Management Team Numbers
Available During Event - Copy of Cooperating organizations liability
insurance - Emergency action plan is written
- Security and law enforcement
24Personal- Red Flags
- Guidelines and Written job descriptions shared
with adults and youth in leadership roles - Screening process for volunteers
- Orientation provided for staff, volunteers, and
youth - Adequate number of volunteers secured to chaperon
this event. 110 (or lower) ratio of adults to
high school youth
25Participants- Red Flags
- Liability Releases from all participants
- Code of Conduct and Behavior Guidelines shared
- Parental Permission/Informed Consent forms
- Medical release or health forms completed by
youth participants and signed by parents - Media release forms are completed by all youth
and signed by parents
26General Public- Red Flags
- Security
- Adjacent buildings and personnel are notified
before the event
27Property/Buildings/Equipment Red Flags
- Site Review completed
- Equipment and tools for the event secured,
checked for safety measures, and instructions
provided - Adequate insurance to cover damage to major
equipment
28Perpetuation Red Flags
- Protect the image and perpetuation of your
organization
29UNBELIEVEABLE
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