West St. Louis County Jaycees Chariman's Planning Guide St. Patrick's Center Trivia Night PLANNING: 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) To assist the St. Patrick's Center for the homeless in their Sports Trivia Championship event. 2. GIVE A BRIEF DESCRIPTION OF THE PROPOSED PROJECT AND BACKGROUND INFORMATION. FOLLOW THIS WITH A LIST OF THE SPECIFIC AND MEASURABLE GOALS TO BE ACCOMPLISHED BY THIS PROJECT. (EXAMPLE: TO INVOLVE 25 JAYCEES.) This is an event put together by the St. Patrick's Center and they need about 100 volunteers from various local groups. The West County Jaycees have volunteered to provide some of this manpower needed. Goals: A. To have at least 20 Jaycees participate and help the St. Patrick's Center B. To recruit at least 1 new member 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Mike Halloran Duties: 1. To ensure the goals of the chapter are met B. Programming Vice President: Bessie Wilson Duties: 1. Work with the chairman, provide guidance as needed C. Project Chairperson: Matt Schaefer Duties: 1. To make calls on the roster to find people to help out the night of the event 2. Find out everybody's T-Shirt size (all volunteers get shirts) 3. Give names of all volunteers to St. Patrick's Center personnel so we can check in before the event. 4. Coordinate a meeting location for all volunteers 4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: None Items to be provided by Chapter Members: None Items to be provided by non-Jaycee resources A. Volunteer work assignments Responsible member: Matt Schaefer Contact name: Marv Schaefer, B. Volunteer shirts Responsible member: Matt Schaefer Contact name: Marv Schaefer, 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Not enough people sign up. Solution: Make follow up calls. Remind people that we have made a commitment to have people there, and the chapter will look bad if we don't follow through Problem: This event is going to be in January, there could be bad weather. Solution: Find out from event personnel when they would be able to make a decision whether or not the event will still be on. Plan to carpool to reduce the number of volunteers taking their own vehicles to the event. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: None Expense: None 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. DATE STEPS TO BE TAKEN 11/20/03 Event representative will come to our membership meeting to discuss the event and inquire about our level of interest in participating. Send around sign-up sheet for members 12/4/03 Promote project at membership meeting, send around sign up sheet 12/18/03 Promote project at membership meeting, send around sign up sheet 1/5/03 Begin making phone calls to members on the roster, reminding those who signed up, and trying to get more people to sign up 1/10/04 Fax list of volunteers, email addresses, phone numbers, and shirt sizes to event personnel 1/15/04 Promote project at membership meeting, send around sign up sheet 1/20/04 One more push to get people to sign up. 1/25/04 Watch weather report 1/26/04 Date of event 2/19/04 Final report to chapter IMPLEMENTATION AND EVALUATION: 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. None 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. This was a great time. It wasn't an event put together by the Jaycees, but it was worthwhile in that the St. Patrick's Center is a great cause. There were some celebrities there, which made for great autographs. You've really got to watch the weather. This year it snowed like heck all day, and several chapter members who signed up couldn't make it because they didn't want to risk getting caught or stuck out in the snow. Also, make sure to indicate what commitment level you can make to the event personnel. Don't say for sure you will have 20 people if you're not sure you will be able to deliver. It might be more reasonable to say - "we will for sure have 12, but we will try to have 15-20". That way they know what they've got to work with. All in all an easy project - coordinate manpower, a time and place to meet, and make sure all members helping out know where to go, etc. Know what time and where their work assignments are, etc. 10. GIVE SPECIFIC AND MEASURABLE RESULTS FOR EACH GOAL ESTABLISHED. DESCRIBE THE IMPACT OF THIS PROJECT ON THE CHAPTER, INDIVIDUAL MEMBERS, AND THE COMMUNITY. Goal Results: Goal A: To have at least 20 Jaycees participate and help the St. Patrick's Center Result: We only had about 12 members come out - mainly due to the weather. Otherwise we would have had 16 or so. Goal B: To recruit at least one new member Result: This goal was not met. Benefit to the Individual: Individuals benefited because we got to learn a lot about the St. Patrick's Center, what programs they do for the homeless, etc. Also, several members got autographs from Ozzie Smith, Bernie Federko, and Jackie Smith! Benefit to the Chapter: Chapter maintains good relationship with St. Patrick's Center, and reputation as organization willing to help out when needed. Benefit to the Community: St. Patrick's Center made over $50,000 for the event, and we were able to be a part of the effort. The Center provides programs for the homeless to learn new skills that will help them get back on their feet.