Real World Event Planning Timeline

ARWS Real World Toolkit

Adolescent Real World Simulation Timeline

Scheduled date:

Getting 6-4 months Month Month Month Month 3 2 1 Few Day of

Started away 4 3 2 1 weeks weeksweek days event

Determine coordinator roles for each group of the RW-TEAM. /

R

W

COMMITTEE

Set date

/ Schedule dates for RW-TEAMplanning meetings until event. / RW team meeting, update planning, and agenda / RW team meeting, update planning, and agenda / RW team meeting, update planning, and agenda / Confirm committee tasks have all been addressed / RW team meeting, update planning, and agenda / RW team meeting, update planning, and agenda / Don’t panic.
Review and print Follow- Up Group meetings & announce-ments. / Be sure MC has announcements, at Microphone
Decide if the RW-TEAM needs an overall chairperson. / Review budget / Review Timeline and communica-tion needs with each committee / Send out current Planning Update & minutes of meeting / Send out current Planning Update & minutes of meeting / Send out current Planning Update & minutes of meeting / Assign the “Announcer” or MC at the Real World event / Send out current Planning Update & minutes of meeting / Facilitate “trouble-shooting” and gaps in Planning Update / Plan your RW Team celebration and evaluation meeting. / Stay focused on time, announcements, and agenda.
Celebrate a well
-planned and effective event!
Select a target group 13-15,
16-18, or 18-21 / RESOURCERS / Brainstorm a list of potential sponsors / Identify and meet with Sponsors – especially critical ones / Send out sponsor information. Provide role descriptions & timeframes / Double-check and confirm workshop facilitators. Prepare as needed / Conduct session with sponsors (face to face, webinar, or conference call?) / Confirm new sponsors / Meet with Community sponsors, presenters, and volunteers as needed / Final questions for sponsors / Go to volunteer “fill in” list to handle cancel-lations / Assign “extra” volunteers to “no-show” exhibits.

Recruit three groups or organiza-tions to help coordinate the event

/ Develop sponsor packets / Distribute Sponsor Packets / Meet with workshop facilitators (face to face, conference call or webinar) / Confirm all sponsors and community volunteers / Continue to recruit sponsors as needed / Recruit volunteers to fill in gaps and be on hand as needed / Have youths on the committee prepare thank you’s / Make sponsor & volunteer sign in rosters / Print sponsor and volunteer sign in rosters / Meet with workshop facilitators before workshops (9:30 AM) as needed
Start Planning Update / Recruit and follow up with exhibit sponsors and volunteers / Schedule a session with sponsors (face to face or webinar) / Begin creating the “Sponsor List” with the Materials Committee / Confirm “Sponsor list” and give to Materials Committee for printing. / Meet with Exhibitors before lunch (11:30 AM) as needed
YOUTH / Recruit youth groups / Schedule pre-teach workshops / Send out youth registration materials / Conduct pre-teach workshops with youths and/or adults / Confirm youths / Confirm new youths / Match youths to job boxes / Make youth and adult chaperone sign in rosters / Print revised rosters for youths and adults / Manage youth check-in and make assignments for new youths
Figure target number of youth. / Consider who might be the youth speakers / Givecareer surveys to youths/
agencies/or-ganizations / Set up database for youths and their chaperones / Enter youths in database / Provide information to newly recruited youths / Assign youths to teams – revisions probable / Decide: Will/Can you still accept youths? / Print packet labels for youth packets / Meet with Adults during mini-workshops
(10:30 AM)
MATERIAL S / Secure location – lay out movement / Make brochures and distribute to committee for promoting & further distribution. / List supplies for all booths / Secure resources for all supplies / Contact provider for lunch/pizza and secure discounts / Contact the media, follow up as needed (may need full group discussion) / Print materials for event. (Some materials can be done earlier.) / Make a box for Exhibit forms (Grand prize drawing) / Make any last minute signs / Complete set up on location
Locate area for cars (security, traffic patterns, etc.) / Order/Get supplies: calculators, portfolios, pencils, etc. / List all supplies needed for mini-workshops / Identify & research car info. Make signs for each car. / Get Life Happens!, Job boxes / Decorations:
Make, arrange for, or buy them / Confirm cars / Pack balance of supplies / Be prepared with booth materials and information as needed
Begin working on Resource Booklet / Determine who/which agency will print the packet materials / Make Welcome and Directional Signs / Have youths on committee make or design booth signs / Pack youth and sponsor materials. Leave pencils and calculators out of packets. / (Day before) Pre-set the location or bring all supplies to the location / Place Exhibit Box in Auditing Room

Date

Real World Planning Meeting #1Real World Celebration & Evaluation Date:

Real World Planning Meeting #2

Real World Planning Meeting #3

Real World Planning Meeting #4

Real World Planning Meeting #5

Real World Planning Meeting #6 (if needed)

Reproducible for educational purposes only with ARWS purchased license.