Planning and implementing a successful statewide service event

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Abstract

Statewide service events can be a milestone in an AmeriCorps member’s service term — connecting a member to the larger AmeriCorps community and allowing him or her to see the power of networking to affect change in the world firsthand. However, for project directors, these types of events can present planning and logistical challenges! Stephanie Sullivan of the Tennessee Commission on National and Community Service submitted this effective practice in May 2006, which offers methods to help ensure that programs will achieve the desired results. See the document Team Tennessee AmeriCorps Statewide Event Toolkit for more information — including a section on roles and expectations of members, media and publicity, budgeting and liability issues, a planning guide and FAQ sheet.

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Issue

Planning quality statewide events that allow members to interact and learn is an integral part of the program year.

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Action

Suggestions from AmeriCorps program staff, host staff and Commission staff who have pioneered statewide events and given feedback include the following:

Planning

  • Talk about statewide events to members during interviews and training
  • Delegate responsibilities
  • Have a teleconference with sites and host agencies
  • Send service site info and benefits to the community early and to project directors (Good pre-event information with dress codes and expectations, clear directions and maps)
  • Set high expectations for members
  • Obtain plentiful supplies and equipment for service
  • Have an inclement weather plan

Partnering

  • Invite and foster strong support from the community
  • Add local color (examples: excursions to Tennessee aquarium in Chattanooga or the civil rights museum in Memphis)

Day of the Event

  • Allow plenty of extra time and do not run late
  • Procure good signage and AmeriCorps banners to mark the event
  • Start with a preliminary and on-site service orientation
  • Create name tags
  • Add special touches to welcome the Corps members
  • Foster interaction within service groups
  • Encourage cross-Corps mingling and service opportunities
  • Identify cross-stream opportunities (invite AmeriCorps*VISTA, AmeriCorps*NCCC and RSVP where appropriate)
  • Allow fun and casual networking time
  • Allow for strong community input and presence
  • Engage in equitable service projects (make sure some people are not shoveling manure all day while others bake cookies for an hour)
  • Make leaders visible (bright vest or hat)
  • Inform leadership of all aspects of event
  • Allow adequate parking for cars, vans and buses
  • Have an efficient clean-up plan
  • Designate runners and trouble shooters
  • Take plenty of photographs (before, during and after)

Accessibility

  • Ensure disability access at all event locations, including service site
  • Ensure project is accessible to people of all abilities

Safety

  • Maintain effective supervision
  • Establish First Aid station and emergency plan
  • Make available drinks/water and snacks throughout the event
  • Establish hand-washing stations near food
  • Ensure enough bathroom facilities

Outcomes

  • Ensure project is meaningful and transformational; impact should be seen or conceptual
  • Plan projects that will continue to flourish
  • Calculate quantitative outcomes (example: how many trees planted, rooms painted)

Celebration

  • Plan for end-of-day victory (work doesn't end too soon or too much left unfinished)
  • Show the day's accomplishments at closing (slide show, photos)

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Context

The Team Tennessee AmeriCorps Statewide Event toolkit was adapted for Tennessee's AmeriCorps programs to plan and implement a statewide service event for National Days of Service such as Make a Difference Day.

Statewide events can be:

  • Service projects planned around a national day of service such as Make a Difference Day, Martin Luther King Day, and National Volunteer Week
  • Celebrations such as an AmeriCorps kick-off
  • Ceremonies such as swearing in or graduation

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Outcome

Statewide events reinforce AmeriCorps ideals and build an ethic of service and esprit de corps among members. While providing an opportunity for members to feel part of the larger national service movement, statewide events also give participants a clearer picture of the AmeriCorps network. Seeing the impact when all corps members come together also reinforces the vision of what gets done across the state.

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Evidence

Fourteen AmeriCorps programs participate in the Tennessee statewide event, bringing approximately 300 members together for service.

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Posted On

May 17, 2006

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For More Information

Stephanie Sullivan
Volunteer Tennessee
312 8th Ave South
Nashville, TN 37243
Phone: (615) 741-9237

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