How to plan and pull off an awesome project - Help-a-thon!

The iSpot “Help-a-thon”

1. Getting started

  • Download the video and materials
  • Form a committee
  • Establish committee’s general aspirations
  • Form a videography and blogging sub-committee
  • Request a meeting w/ prospective school (organization)
  • Document everything . . .

2. Meeting with the school

  • Present the video and general proposal to the school
  • Establish what is workable (desirable) for the school
  • Establish how much volunteer help the school can give
  • Request a meeting with the faculty
  • Documenting everything . . .

3. Meeting with the faculty

  • Present the video and the (now-more-focused) proposal
  • Establish what is workable (desirable) for the faculty
  • Hone in on specifics: projects, type of presentation, etc
  • Firm up roles and responsibilities
  • Document everything . . .

4. Soliciting outside sponsors

  • Contact local media
  • Contact alumni
  • Contact local community
  • Contact local businesses
  • Document everything . . .

5. Making an “on-campus” plan

  • Decide on a date-line
  • Decide on assembly details
  • Decide on ‘turn-in’ details
  • Reserve all facilities
  • Document everything . . .

6. Making an “off campus” plan

  • Confirm project sites and requirements
  • Establish chaperoning requirements
  • Make transportation arrangements
  • Establish permission requirements
  • Document everything . . .

7. Creating an accounting system

  • Set up a simple excel spreadsheet
  • Input/import school roster
  • Create a donor file
  • Document everything . . .

8. Preparing the student packets

  • Print up all (provided) materials
  • Order remaining supplies
  • Collate the packets
  • Document everything . . .

9. Conducting the assembly

  • Check in with administration
  • Notify faculty
  • Play kick-off video
  • Conduct question-and-answer session
  • Distribute packets
  • Document everything . . .

10. Keeping the students motivated

  • Organize student bulletins
  • Organize posters and signage
  • Organize online/take home reminders
  • Document everything . . .

11. Organize the turn-in

  • Confirm timing with school
  • Ensure all packets are turned in
  • Supervise/conduct accounting
  • Audit accounting
  • Organize the data
  • Document everything . . .

12. Conduct the projects

  • Confirm logistics with school
  • Confirm the project sites
  • Confirm the chaperones
  • Confirm transportation/permission slips
  • Check and re-check video equipment
  • Confirm media attendance
  • Document everything . . .

13. Following up with sponsors

  • Send out donation receipts
  • Send out thank-you notes
  • Advise of (upcoming) i-spot.org documentation
  • Document everything . . .

14. Distributing student ‘thank-yous’

  • Render certificates
  • Distribute certificates
  • Distribute any other rewards
  • Document everything . . .

15. Wrapping up

  • Call a final review meeting
  • Upload complete project to i-Spot.org
  • Send a link to everyone involved (in any way) in project
  • Take a moment to celebrate – CONGRATULATIONS, YOU HAVE TRULY MADE A DIFFERENCE!!!