Week Prior to Big Event

Here's a copy of the week prior and day of schedule of The Big Event

Executive Matching Day

Executive Matching Day is the single day when jobs, organizations, and tools are matched together. It takes place the weekend before The Big Event, after the following conditions have been met:

  • All jobs have been checked,

  • All student participants are signed up, and

  • All relevant information is entered into the computer program.

    What you will need:

  • The completed Job Information Form computer program (database), with the tools needed to complete the job entered and the number of students needed to complete the job

  • The completed Job Information Forms (organization assigned should not be filled out!)

  • The student Participation Forms How to match tools to jobs: [This is typically done only by the Operations Executives!]

  • Look at the types and numbers of tools requested for a job on the Job Information Form and in the Job Information Form computer program

  • Depending on the types and numbers of tools you have in your committee’s possession (determined during fall inventory), you can assign an appropriate amount of supplies to the job. (For example: If a job requests 5 ladders, but you only have 10 ladders for all your jobs, it would be appropriate to allot 1‐2 ladders to that job site.)

  • Record the type and number of tools you allotted to a job on the Job Information Form and in the Job Information Form computer program

  • Continue like this until all jobs are supplies and all tools are allotted

    Remember that starting out you may have few or no tools to allot for job completion; this is fine and expected! Over time you will gradually accumulate tools to be used on the day of The Big Event. Utilize supplies that job recipients have at their house and work to establish relationships with tool and hardware businesses.

    If you can’t get tools for your Big Event due to lack of funding or time, it would be best to at first focus on completing jobs that do not require tools. You could focus more on helping out at nursing homes, food banks, and school carnivals and still complete jobs that the recipient can provide all of the tools. This plays into the idea of starting small and working your way up!

How to match student participants to jobs:

  • Look at the number of students needed to complete a job as written on the Job Site Checklist

  • Find a Participation Form that either has a number that is fairly close to the number needed on the Job Site Checklist, or a Participation Form that has enough students signed up on it so they may be assigned multiple jobs. (For example: If a Participation Form has 25 participants, it could be assigned to a job that needs 10 students, a job that needs 7 students, and a job needing 8 students. Also, not everyone needs a tool in order to be helping!)

  • Numbers do not have to match perfectly, they only need be fairly close

  • Record the name of the organization/names of the individuals and the number of students assigned to the job on the Job Site Checklist and in the database (if applicable) Special cases for matching individual participants:

    • Students who sign up to participate as an individual should be grouped together with other individual participants. (For example: If a job requires 6 students, you could assign 6 students who signed up by themselves.)

    • Assign the groups names like Individual Group 1, 2, 3, etc.

    • Pick one name from the group to serve as the Individual Group Leader. (For example:

      John Smith will be the representative for Individual Group 2.)
      o You will inform the individual participants of their group number and selected representative at the Organizational Meetings. Completing the matching process:

      • First, match any jobs requiring special skills with a qualified group. (For example: If a job requires heavy lifting, it may not be advisable to send a sorority to complete the job.)

      • Follow the above procedures for assigning tools. [Operations Executives]

      • Follow the above procedure for matching students.

      • The Job Information Form should be completely filled out at the end of executive matching day. Database Information:

        Your database can be anything from an Excel spreadsheet to a special computer program. You may also choose to create a Google form that will automatically put entered information into a spreadsheet. Regardless, you must have a master list of all organizations and the job sites to which they are assigned.

Committee Matching Day

Committee Matching Day is when the committee members prepare the information packet that is given to the student participants containing everything they need to know about the job they will be completing on the day of The Big Event. Each member is in charge of preparing a folder for each job they were assigned. Committee Matching Day is usually held the day after Executive Matching Day.

Preparation

  • You should have a manila folder for each job that will be done.

  • You should have copies of all of the completed Job Information Forms. (They should

    have all of the job recipient’s information, a job description, the organization assigned

    to the job, the number of students assigned to the job, and a list of the allocated tools.)

  • You should have the binder of all of the maps to the job sites.

  • You should have copies of any supplemental materials you would like to include in the packet. This may include:
  1. A list of numbers to call if there are problems at the job site. These can be the numbers of the executives or numbers from phones borrowed from the school or outside vendor
  2.  A sheet of proper Big Event day guidelines, like parking, important times, etc. o Some Big Events obtain dumpster sites from the city for use by student participants dumping job site trash on the day of The Big Event. A map of the dumpster locations might be included.
  3. If you have a big kickoff ceremony, you could have a flier advertising your speaker and/or band. Completing the Packets

• Each partnership should get:

  • One manila folder per job assigned
  • Copies of the completed Job Information Forms from the jobs they were assigned
  • The maps for each of the jobs they were assigned
  • Any supplemental materials you wish to be put in the packet

• For each job the partnership should:

  • Get one folder and write the name of the group/individual assigned to the particular job and the job number on the tab
  • Place the Job Information Form copy, map, and any supplemental materials into the folder

• After the packets are complete the partnership members should file the packets in a bin alphabetically by the name of the participating organization or by the last name of the individual participant.

 

Organizational Meetings (see Appendix for Organization Representative Statement of Understanding )

Organizational meetings are one of the most important things the committee does to prepare the student participants for the day of The Big Event. The meetings should be held the Tuesday, Wednesday, and/or Thursday before your Big Event. There should be one organizational meeting held just for students who signed up as individuals. The dates and times of the organizational meetings should have been listed on the front of the Participation Form. The number of participants you have will determine how many meetings you need to hold during the week. One representative from each organization must attend. Students who signed up as individual participants should also attend the meetings.

At the organizational meetings, the students check in by their organization name; individuals check in by their last name. At check‐in, the participant is given their folder that was prepared during committee matching day. During the individual participant check‐in, the student is told which group they are in and who their contact representative is for the group. Only the individual group representative will receive the information packet, but will be at the meeting with the other members of the group. Once everyone has checked in, the meeting can begin.

During the meeting various topics should be discussed:

  • The contents of the folder should be explained

  • Explanations of important information should be given to the representatives such as phone numbers to call, where to go if first aid is needed, where the closest hospital is, etc.

  • Explanations about how the morning of The Big Event is going to run, how check‐in tables will be set up, the schedule for speaker/bands, how to go about getting the tools needed for their job site, and what to do if it rains on the day of The Big Event.

  • Representatives are reminded about the times and locations of the welcoming ceremony.

  • This all should be followed by a question and answer period.

Finally, representatives are reminded to pass this information on to their organization’s members who are participating in The Big Event.

At the end of the meeting, the main contact from each organization signs a copy of the Organization Representative Statement of Understanding, which ensures that they understand all of the rules and expectations for the day of The Big Event. Hopefully student representatives will leave these meetings knowing what they will do on the day of The Big Event and how things will run. Organizational meetings are meant to help things run smoothly on the morning of The Big Event.

 

Mock Big Event

The week before The Big Event, the committee should hold a Mock Big Event. This is a time where your entire committee runs through the schedule for the morning of The Big Event so that everyone knows what to expect, what they will be doing, and where they should be during the day. Every activity that occurs on the morning of The Big Event should be simulated and every job a committee member might have should be explained again. The Mock Big Event is crucial because it helps the committee troubleshoot and fix problems before they occur.

Everything is now ready for THE BIG DAY!