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Act

By this time you have completed all of the following steps in preparation for sharing your AmeriCorps story:

  • Identified your program's needs and goals
  • Identified your target audience
  • Assembled a planning team
  • Decided on your activity or event
  • Planned how, when, and where your activity or event will take place
  • Promoted your activity or event

Now it is time to put all of your planning and hard work into action. Whatever activity or event you have planned, here are some final tips to make it go smoothly.

Before Your Event/Activity

  • Visit the event location. Do a dry run if you can.
  • Prepare a kit with all phone numbers, lists, floor plans, and other information you might need.
  • If expecting a large crowd, particularly involving VIPs, speak with local authorities about traffic and security issues.
  • Create a diagram of the location setup, and ensure that the people doing the setup are aware of any special requirements, such as reserved seating for VIPs and the location of refreshments. Also, ensure that the site is accessible for all of your attendees, including those who may have special needs.
  • Confirm the delivery of any food, equipment, furnishings, or other goods that need to be delivered to the event site early. Make adjustments if necessary.
  • Create sign-in sheets for the event so you know who attended and can follow up to thank them or provide more information. If you will be taking photographs, make sure you include a photo release checkbox and signature area on the sign-in sheet.
  • If inviting media, prepare media packets/press kits.
  • Assign someone to confirm speakers/VIPs, including time of arrival, length of address or participation, key messages/goals of the event, and what is expected of them.
  • Assign someone to greet speakers/VIPs and make sure they have photos of the
    speakers so that they recognize them when they arrive.
  • Decide when, where, and how to distribute materials or giveaways such as fact sheets, stickers, or bookmarks. These can be ordered at nationalservice.gov/pubs.
  • Recruit extra volunteers for the day of the event who can serve as runners to get forgotten items.
  • Have a written backup plan on hand for things that might go wrong once the event starts including weather and technology failures.
  • Make arrangements for the event location to be cleaned up afterward.

On Event Day

  • Show your enthusiasm for AmeriCorps by encouraging AmeriCorps members and alums to wear their AmeriCorps gear.
  • Have greeters direct people to the appropriate location.
  • Have multiple sign-in sheets and pens, particularly for large audiences, to keep things moving.
  • Have a separate media sign-in table where the press can pick up press kits.
  • Distribute AmeriCorps items to your audience such as the AmeriCorps fact sheets, brochures, bookmarks, and stickers.
  • Display the AmeriCorps can do attitude and be flexible.
  • Have fun! Sharing your AmeriCorps story should be an enjoyable experience. Be proud of what you have accomplished and what you are hoping to accomplish in the future. This is the time to recognize AmeriCorps members' contributions to the community and nation.

After Event Day

  • Reflect upon your expectations, goals, and accomplishments (See Consider Next Steps).
  • Thank the planning team members, hosts, volunteers, audience, VIPs, and anyone else who helped you share your AmeriCorps story. Keep your team motivated by pointing out individuals who did something particularly well, or who made a great point or presentation.