Challenges of Planning and Executing Effective, Cost- Efficient, and Dynamic Youth Rallies Presented by: Dara Bariola, BS Nicole Boyd, JD Melanie Corley, CHES

Mississippi’s Program Public/Private Partnership Comprehensive Programs Three- Year Pilot Status Court Order Provides Long-Term Funding

NEVER UNREAD Y 39 Educational Youth Rallies and Events 16,550 Youth Participants

Successful Strategies Logistical and Agenda Planning Budget Control and Allocations Risk Management

Organize Initial Planning/ Risk Management Team Executive Director Event Coordinator Program Director and Support Staff Fiscal Manager Legal Council Public Relations Staff Government Relations Staff Successful Youth Event

Talk through the process/ Identify the purpose of event What’s the reason for the event? Would having youth involved help the initiative? Determine attendance How many is too many or not enough? Successful vs. Manageable Successful Youth Event

Budget Know the big expenses Printing/Postage Food Promotional items (T-shirts) How do you make it stretch? Try and find a location that is willing to negotiate (room rental, clean-up, etc.) Leave room for the “unknown” Know what works On-site Radio remote, not best use of dollars

Initial Agenda- Educate Entertain Advocate Educate- Determine basic needs Who’s the audience? What do you want them to do? Entertainment- Who will kids listen to MC- Important Role Local champion or celebrity Advocate- What is their purpose and whose involved?

UNDISASTERED The Planning

Getting Started Outline responsibilities “The Matrix”- put everything in writing Meet with the Planning Committee Involve youth in the initial planning- KEY Put the initiative on their radar Send them home with a purpose Assign responsibilities/Set Deadlines Secure volunteers Make easy to identify

Time to Get Busy Find a location Get signed contract after negotiations Keep transportation in mind Theme- remember target audience Balloons work for younger students Older students want what is cool Print Material/Invitations Standard Rule of Three 1 st InformationMail- 6 weeks before 2 nd Notice Fax- 3 weeks before Final NoticeCall/Confirm- 2 weeks before Promotional Item

The Rally UNCHAOTIC

Arrival Make sure to have communication devices Backup plan in case of weather Inform local enforcement Good use of Volunteers Registration Know more will come than listed Seating Arrangements Let them know in registration information The Rally

Never have silence or dead time MC primary jobs keep them interested keep flow of event Break agenda into small sections Don’t entertain only the front row The Rally

When Things are not Going as Planned Always have a back-up plan Breathe and remain calm Educate staff

UNLEASHED Lunch You only need about minutes Simple Prep and Easy Clean-up Good use of Volunteers Transition to Capitol Get local law enforcement involved The more organized- the better

Press/Media Make your initiative known Use visuals- picket signs, banners, cigarette butts MC to pull crowd in/Energizes Have kids run the show Entertainment will bring the press Inform media several days in advance/follow-up Involve Legislators to participant

Touring the Capitol Best Bet- Don’t place this on agenda Teacher/Sponsor can do so- at their own will May hurt initiative Select Advocacy Team to make visit Train before event

Departure- Again, inform and involve local law enforcement Lunch time traffic If parking is offsite- have communication devices at locations The more organized, the better.

Why Risk Management? The only thing that is certain in life is… whatever can go wrong, will!

What is Risk Management? Risk Assessment 1. Identify Uncertainties 2. Analyze Risks 3. Prioritize Risks Risk Control 1. Mitigate Risks 2. Plan for Emergencies 3. Measure and Control

General Operations- Red Flags Risk management plan written and shared with staff and volunteers for identified risks Accident/Medical Insurance taken out on all participants Insurance Purchased and certificate of insurance secured

General Operations- Red Flags First Aid Kit, Cellular Phones, and List of Emergency and Risk Management Team Numbers Available During Event Copy of Cooperating organizations liability insurance Emergency action plan is written Security and law enforcement

Personal- Red Flags Guidelines and Written job descriptions shared with adults and youth in leadership roles Screening process for volunteers Orientation provided for staff, volunteers, and youth Adequate number of volunteers secured to chaperon this event. 1:10 (or lower) ratio of adults to high school youth

Participants- Red Flags Liability Releases from all participants Code of Conduct and Behavior Guidelines shared Parental Permission/Informed Consent forms Medical release or health forms completed by youth participants and signed by parents Media release forms are completed by all youth and signed by parents

General Public- Red Flags Security Adjacent buildings and personnel are notified before the event

Property/Buildings/Equipment: Red Flags Site Review completed Equipment and tools for the event secured, checked for safety measures, and instructions provided Adequate insurance to cover damage to major equipment

Perpetuation: Red Flags Protect the image and perpetuation of your organization

UNBELIEVEABLE