Now that you've planned your project, built partnerships, recruited volunteers, and contacted the media, it's time to focus on the nitty-gritty of making sure that the day runs smoothly. Here are some tips to help you organize your event:
Work out a Detailed Schedule
Set up a detailed day-of-event schedule-and stick to it. A detailed schedule will help you coordinate transportation, security, entertainment, food, and supplies with volunteers and vendors. Be sure to allot times for lunch, breaks, cleanup, reflection, evaluations and travel.
Pay Attention to Logistics
Walk through the day from all angles. Are your team and reflection leaders trained? Can people get to the site? Are your service projects accessible to the handicapped? Have you advertised that information? Do you have age limits for those serving? Do you accept children? Are the sites "family friendly"? What are the transportation alternatives? Who is managing your project sites? Have they been adequately trained? Should participants bring their own food? If a building is normally closed on the holiday, will the facilities (like bathrooms) be open for use? What happens if it rains or snows? Do you need security? Assess liability issues for each project site and take appropriate action.
Delegate Authority
Make sure that you designate someone to make key decisions (scale up, scale down, get more supplies, move indoors, etc.) on the service day and that he or she is accessible by phone to organizers, team leaders, and other key personnel.
Make Checklists
One key to making your day of service run smoothly is to have as many people know what is going on as possible. Make a list of who is responsible for what and how to contact them, then distribute it to team leaders, site managers, hosts, and volunteer coordinators. Checklists for individuals who are managing parts of the day, such as transportation or supplies, are also helpful.
Prepare for the Unexpected
Know where the nearest emergency facilities are located. Make sure you have a first aid kit, and someone trained to use it, at each site. Have a plan for early or late arriving volunteers, low or high volunteer turnout, weather contingencies and what to do if you don't complete your work. You can't be too prepared!
Document your Project
Keep accurate records of your event, the number of volunteers and what is accomplished. Don't forget to get quotes from project participants and document your project with photos.
Although each project is unique, successful events typically incorporate the following similar elements:
Registration
Registration for volunteers can take place either at the project site or at a special kickoff site. Giving out T-shirts or hats at registration is a good way to build a sense of excitement and purpose among volunteers. Make sure to have a special check-in area for members of the media so you can keep track of who is covering the event and follow up with them if necessary.
Kickoff Ceremony
A kickoff ceremony provides an excellent opportunity to educate volunteers about the life and teachings of Dr. King, take a pledge of nonviolence and building the Beloved Community, as well as his commitment to service. It also is a great time to explain and showcase the work of your organization. Keep the program focused and short-generally, no more than twenty or thirty minutes. If you choose to hold the ceremony at a special kickoff site, it should have the look of excitement and be decorated with banners, balloons, posters and streamers. Invite a school or church choir to provide music, or consider asking a local civil rights leader to talk about Dr. King's life.
Site Orientation
At the project site, team leaders should take volunteers on a "walk-through" of the day and give them specific instructions concerning the project and its goals. Volunteers should be told when they will break for lunch, whom to contact in case of an emergency, and where to find restrooms, water, and supplies. The site orientation is also a good time for host agencies to talk about the services they offer and any ongoing volunteer needs they may have.
Reflection
Sometime during the day, it is important to encourage participants to reflect on the life and teachings of Dr. King, as well as on their own service experience. This also might be a good time to take the pledge of nonviolence and discuss building the Beloved Community.
Evaluation
Don't let your volunteers leave without soliciting their feedback on how they viewed their experience. Was the day rewarding? What were the most positive aspects? The least positive? What might have been done differently? The evaluation results will help you plan future events.
Closing Ceremony
Most organizers choose to end the day with an event that enables volunteers to share experiences, relax and have fun. Many closing events feature food and music. A festive atmosphere makes the day one to remember. You might even choose to make this a birthday party in Honor of Dr. King's birthday.
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