Challenges of Planning and Executing Effective, Cost- Efficient, and Dynamic Youth Rallies Presented...
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![Page 1: Challenges of Planning and Executing Effective, Cost- Efficient, and Dynamic Youth Rallies Presented by: Dara Bariola, BS Nicole Boyd, JD Melanie Corley,](https://reader035.fdocuments.in/reader035/viewer/2022062802/56649ead5503460f94bb3928/html5/thumbnails/1.jpg)
Challenges of Planning and
Executing Effective, Cost- Efficient, and Dynamic Youth
Rallies
Presented by:Dara Bariola, BSNicole Boyd, JD
Melanie Corley, CHES
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Mississippi’s Program
• Public/Private Partnership
• Comprehensive Programs
• Three- Year Pilot Status
• Court Order Provides Long-Term Funding
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NEVERUNREAD
Y39 Educational Youth Rallies and Events 16,550 Youth Participants
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Successful Strategies
• Logistical and Agenda Planning
• Budget Control and Allocations
• Risk Management
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• Organize Initial Planning/ Risk Management Team
Executive Director Event Coordinator Program Director and Support StaffFiscal Manager Legal Council Public Relations StaffGovernment Relations Staff
Successful Youth Event
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• Talk through the process/ Identify the purpose of event What’s 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
Successful Youth Event
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Budget• Know the big expenses
Printing/PostageFoodPromotional 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 worksOn-site Radio remote, not best use of
dollars
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Initial Agenda-
Educate Entertain Advocate• Educate- Determine basic needs
Who’s 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?
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UNDISASTERED
The Planning
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Getting Started
• Outline responsibilities“The Matrix”- put everything in writing
• Meet with the Planning Committee
• Involve youth in the initial planning- KEYPut the initiative on their radarSend them home with a purpose
• Assign responsibilities/Set Deadlines
• Secure volunteersMake easy to identify
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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 before2nd Notice Fax- 3 weeks beforeFinal Notice Call/Confirm- 2 weeks before
• Promotional Item
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The Rally
UNCHAOTIC
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• ArrivalMake sure to have communication devices Backup plan in case of weatherInform local enforcementGood use of Volunteers
• RegistrationKnow more will come than listed
• Seating ArrangementsLet them know in registration information
The Rally
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• Never have silence or dead time
• MC primary jobs keep them interestedkeep flow of event
• Break agenda into small sectionsDon’t entertain only the front row
The Rally
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When Things are not Going as Planned
• Always have a back-up plan
• Breathe and remain calm
• Educate staff
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UNLEASHED• Lunch
You only need about 30-45 minutesSimple Prep and Easy Clean-upGood use of Volunteers
• Transition to CapitolGet local law enforcement involvedThe more organized- the better
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Press/Media
• Make your initiative knownUse 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
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Touring the Capitol
• Best Bet- Don’t place this on agendaTeacher/Sponsor can do so- at their own will May hurt initiative
• Select Advocacy Team to make visitTrain before event
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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.
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Why Risk Management?
The only thing that is certain
in life is… whatever can
go wrong, will!
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What is Risk Management?
Risk Assessment 1. Identify Uncertainties2.Analyze Risks 3.Prioritize Risks
Risk Control1.Mitigate Risks2.Plan for Emergencies3.Measure and Control
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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
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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
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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. 1:10 (or lower) ratio of adults to high school youth
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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
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General Public- Red Flags
• Security
• Adjacent buildings and personnel are notified before the event
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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
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Perpetuation: Red Flags
• Protect the image and perpetuation of your organization
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UNBELIEVEABLE
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