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Challenges of Planning and Executing Effective, Cost Efficient, and Dynamic Youth Rallies

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Challenges of Planning and Executing Effective, Cost- Efficient, and ... Don't entertain only the front row. The Rally. When Things are not Going as Planned ... – PowerPoint PPT presentation

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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
2
Mississippis Program
  • Public/Private Partnership
  • Comprehensive Programs
  • Three- Year Pilot Status
  • Court Order Provides Long-Term Funding

3
NEVER UNREADY
39 Educational Youth Rallies and Events 16,550
Youth Participants
4
Successful Strategies
  • Logistical and Agenda Planning
  • Budget Control and Allocations
  • Risk Management

5
Successful 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
6
Successful 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

7
Budget
  • 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

8
Initial 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?

9
The Planning
UNDISASTERED
10
Getting 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
11
Time 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
12
The Rally
UNCHAOTIC
13
The 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

14
The 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

15
When Things are not Going as Planned
  • Always have a back-up plan
  • Breathe and remain calm
  • Educate staff

16
UNLEASHED
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
17
Press/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

18
Touring 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
19
Departure-
  • Again, inform and involve local law
    enforcement
  • Lunch time traffic
  • If parking is offsite-
  • have communication devices at locations
  • The more organized, the better.

20
Why Risk Management?
The only thing that is certain in life
is whatever can go wrong, will!
21
What is Risk Management?
  • Risk Assessment
  • Identify Uncertainties
  • Analyze Risks
  • Prioritize Risks
  • Risk Control
  • Mitigate Risks
  • Plan for Emergencies
  • Measure and Control

22
General 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

23
General 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

24
Personal- 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

25
Participants- 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

26
General Public- Red Flags
  • Security
  • Adjacent buildings and personnel are notified
    before the event

27
Property/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

28
Perpetuation Red Flags
  • Protect the image and perpetuation of your
    organization

29
UNBELIEVEABLE
30
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