Corporation for National and Community Service Campaign Consultation, Inc.

1. WelcomeWebChat #5:Final Preparations! Dial In: 1-800-861-4084.  Code: 4102437979This WebChat will begin shortly, as you get on the conference call, please introduce yourself and your organization. Afterwards, please press *6 to mute your line. Thanks! WebChat #5: Final Preparations! Corporation for National and Community Service Campaign Consultation, Inc.

2. All materials are downloadable at the end of the WebChat. If you are unable to download, please email: Grocott@CampaignConsultation.comTELEPHONE ETIQUETTE: Muting: During the WebChat, please mute your line by pressing *6. To un-mute, please press #6. This will cut down on background noise and create a more pleasant WebChat. No Hold: Please do not put the line on hold at any point during the WebChat. This can create beeping/music that will interrupt the presentation.CHAT FEATURE: There is a Chat Feature to the right-hand side of your screen. Please use this during the WebChat to ask questions, make comments or to contact us directly.There will be questions and answer sections throughout the presentation. Thanks! Quick Tips for a Great WebChat WebChat #5: Final Preparations! Steph Corporation for National and Community Service Campaign Consultation, Inc.

3. AmeriCorps Week Goals • Bring more Americans into service • Salute AmeriCorps members and alums for their powerful impact • Thank the community partners who make AmeriCorps possible WebChat #5: Final Preparations! Sandy Corporation for National and Community Service Campaign Consultation, Inc.

4. Stephanie Grocott, Campaign Consultation, Inc. Sandy Scott, Corporation for National and Community Service Linda Brown Rivelis, Campaign Consultation, Inc. Erin Mazursky, Campaign Consultation, Inc. Special Guests: Cynthia James, Pittsburgh Public Allies Kevin Salkas, Minnesota InterCorps Council Kimberly Wright-Smith, BAYAC/OCASA AmeriCorps Aleida Kasir/Keri Stevens, Austin AmeriCorps Programs Sathiya Karthikeyan, Volunteer MPS VISTA Program Rachel Turner, Public Citizen Monda Holsinger, Washington Commission for National and Community Service Speedy Intro of Speakers

5. WebChat #1:  AmeriCorps Week 2009Overview of the components of AmeriCorps WeekWebChat #2:  Planning and Promoting Your EventsDiscover tools available to help plan and promote your event and gain knowledge from experienced project planners. WebChat #3:  Winning Videos and Photos Find out more about the Video Contest and the new addition of a Photo Contest, other new features, celebrity judges and fantastic prizes. WebChat #4:  Media… for the Masses Launch your event into the public eye!  Learn how to get the most media attention you can.  Quick Skim of Past WebChats WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

6. Quick Access to Past Web Chats http://www.americorpsweek.gov/ideas.asp WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

7. Quick Access to Past WebChats http://www.americorpsweek.gov/about/newsroom/releases_detail.asp?tbl_pr_id=1291 Here you are able to listen to past WebChats OR access the Powerpoint Presentation! WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

8. Agenda • Introductions • Project Highlights from Around the Country • Event & Project Final Prep Tips • Volunteer Management Tips • Media Outreach – that extra mile • More Great Projects • Last Minute Resources • Q & A • Conclusion WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

9. Project Highlights Pittsburgh Public Allies… Getting things Done Cynthia James, Executive Director WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

10. Project Highlights Minnesota InterCorps Council- 2009 St. Cloud Service Day Project Kevin Salkas, ICC Service Project Member Storm Drain Cleaning/Marking - this service project consists of marking some of the 7000 storm sewer drains with "Drains directly to River" messages followed by canvassing those neighborhoods with educations materials, and cleaning the storm drains of stacked up debris.  WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

11. Project Highlights BAYAC/OCASA AmeriCorps - AmeriCorps Awareness Week Kimberly Wright-Smith To expand services and opportunities for Bay Area youth in high risk communities so that they can achieve school success • To develop the skills, aspirations and community participation of emerging Bay Area leaders • To build collaborative and effective relationships within and across regional and neighborhood communities. • To increase school success by providing tutoring, safe and structured activities and health education outreach to children and youth WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

12. Activity Countdown First Step Organize your tasks and… Create a Checklist WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

13. First Step These forms are downloadable at the end of the presentation, and can also be found on the AmeriCorps Resources Page. WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

14. Event Day! WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

15. Post Event Checklist WebChat #5: Final Preparations! Corporation for National and Community Service Campaign Consultation, Inc. Erin

16. Activity Countdown • General Checklist Example: • Send or call for confirmation of: • Volunteers/Participants • Guest speakers • VIPs • Check in with project/events coordinators to ensure details • Send out media advisories and contact local reporters • Send out reminders to your listservs of the event • Reconfirm with venue/project site • Make sure you have all of the materials you need • Make sure everyone knows their role • Review goals and objectives for event • Appoint an e-Reporter/e- photojournalist WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

17. Event Preparation • Visit the event location • Speak with local authorities about traffic and security issues • Create a diagram of the location set-up and ensure that the people doing the set-up are aware of any special requirements • Confirm the deliveries • Create volunteer sign-in and media sign-in sheets and assign different tables where each will be done.  Include a photo release checkbox. • Create media packets with information about your organization, your event and AmeriCorps Week • Assign someone to confirm speakers including time of arrival, length of address and key messages, and what is expected of them • Assign someone to greet speakers • Decide whether volunteer incentive items such as T-shirts will be distributed at the opening or closing of the day and where and how this distribution will happen.  • Make arrangements for the event location to be cleaned up at the close of the event. WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

18. Project Preparation • Visit project sites with volunteer team leaders, if possible • Ensure that all equipment and supplies needed are on-site or scheduled to be delivered. • Review the projects to be completed.  Have the projects been divided into smaller tasks that will allow small groups of volunteers to work on and complete each task?  • Check the number of volunteers needed against the number of volunteers that have signed up for the project.  Revise expectations for tasks that can be completed based on the number of volunteers available.  • Put out event flyers to recruit more volunteers, if needed.  • Assign a small group to ensure that the site is cleaned up at the end of the service project, if needed.  WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

19. Volunteer Preparation • Assign and train volunteer leaders for every project site. Ensure that leaders and others on site are aware and can relate the day’s happenings to volunteers.  • Send a reminder notice to those volunteers that have signed up telling them the date, time, location of the service project and directions including public transportation, if appropriate. • Assign someone to greet volunteers and tell them where to go.  For example, “Welcome and thank you for coming.  Start by signing in at the volunteer registration desk, where you will be assigned a task and introduced to your team leader. ”  • Volunteer sign-in should include contact information where you can send a thank you, check boxes for photo release approval, and to receive more information about future service projects.  • Have a contingency plan in case you receive more or fewer volunteers than expected.  If your projects are fully subscribed, encourage additional volunteers to visit www.AmeriCorpsWeek.gov and click on the “Register your Project or Event” button to learn more about how they can still participate in AmeriCorps Week WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

20. Media Preparation Step 1: Distribute a Media Advisory • Distribute a media advisory to local print and broadcast media 3 or 2 days before your event.  • Place the advisory on your website, share it with your partners, and send a copy to Sandy Scott at CNCS at sscott@cns.gov.   • Make follow up phone calls to ask if reporters received the advisory, are covering the event, or have a suggestion of someone else who should receive the advisory.  WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

21. Media Preparation Step 2: Prepare Press Kits • Include press releases, any fact sheets about your organization, details about the project, and contact information. • Find more information for the press kit in the AmeriCorps Week presentation kit and on the resource page • The contact information should include the cell phone numbers of people onsite who are responsible for working with the media. WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

22. Media Preparation • Step 3: Designate and Prepare Media Contacts • Someone who will be onsite at each location who will be able to talk to reporters. • Reporters will also want to talk to individuals who are volunteering, but make sure that a staff member is available to provide information about your organization and answer questions about the project. • Brief the media contacts at your project sites on the information they need to respond to likely questions. • Don’t overlook the obvious.  • Make sure you have answers to questions like: why is this project necessary and how does this project further the President’s call to service?  • Reporters love numbers, so have on hand: how many volunteers are serving, how many served last year, how much do you expect to accomplish. (Can also be found in Presentation Kit) • These spokespeople should be well versed in the workings of your agency and the community needs that the project addresses. WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

23. Become Your Own Reporter • We are in the information age – Let’s take advantage of it! • Blog away! • Tweet. Tweet. • Facebook • CNN.com And tell us when you do … mazursky@CampaignConsultation.com WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

24. Thinking Ahead • Think about goals/objectives. • How are you going to follow up? • What’s next for your project/organization? WebChat #5: Final Preparations! Corporation for National and Community Service Campaign Consultation, Inc.

25. - Get there early!- Have sign up sheets- Have materials about your organization- Make sure to inform people of upcoming events- Stay positive !! Day of your Project WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

26. - Thank everyone for attending- Give people ways of staying involved/upcoming events- Ask them to take action now and have post-activities prepared so they stay a part of the community- Report back on your project on My Project Tool Days after your project WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

27. Project Highlights Austin AmeriCorps Programs- Austin AmeriCorps Awareness (AAA) Day of Service Aleida Kasir /Keri Stephens WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

28. Project Highlights Volunteer MPS VISTA Program- Project Homeless Connect Sathiya Karthikeyan Volunteer MPS VISTA works to develop programs and build infrastructure that enable the Minneapolis Public Schools to utilize community support and mobilize community resources toward the goal of improving student academic achievement. Members work throughout the year to develop strong school-based volunteer programs and sustainable community partnerships by implementing best practices in volunteer management and partnership development at their specific service sites. WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

29. Project Highlights Global Citizen- Philadelphia AmeriCorps Week Rally Rachel Turner WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

30. Project Highlights Washington Commission for National and Community Service- AmeriCorps Recruitment Fair Monda Holsinger WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

31. Take the Pledge:How will you further President Obama’s call to make communities stronger? Online National Service Community WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

32. AmeriCorps Online Facebook Communities • AmeriCorps Week – 1300+ members • AmeriCorps – 2000+ members • Serve.gov Cause – 87,000 + members WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

33. AmeriCorps Week Resource Page http://www.americorpsweek.gov/ideas.asp Access Past WebChats Ideas and Resources WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

34. Resources! WebChat Resource Page WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

35. Video and Photo Contest STARTS!! Prize Sponsor: Pure Digital, maker of Flip Video™ Celebrity Judges Include: Video: Kate Pierson of B52s Hill Harper of CSI NYC Photo: Eric Greitens, award winning author of Strength and Compassion, Patterson Clark of Washington Post WebChat #5: Final Preparations! Erin Corporation for National and Community Service Campaign Consultation, Inc.

36. Questions or Comments? Erin Corporation for National and Community Service Campaign Consultation, Inc.

37. Please take the quick survey on the right so we can continue to make these WebChats as helpful as possible! Thanks! WebChat #5: Final Preparations! Corporation for National and Community Service Campaign Consultation, Inc.

38. Thank you for attending! Visit www.AmeriCorpsWeek.gov for more information If you are unable to Download Materials when signing out, please contact Grocott@CampaignConsultation.com. Corporation for National and Community Service Campaign Consultation, Inc. Erin