GHAW 2012 Coordinator Manual

GLOBAL HEALTH AWARENESS WEEKGLOBAL HEALTH AWARENESS WEEKGLOBAL HEALTH AWARENESS WEEKGLOBAL HEALTH AWARENESS WEEK

2012

COORDINATOR MANUAL

GLOBAL HEALTH AWARENESS WEEK COORDINATOR MANUAL

GLOBAL HEALTH REVIEW · PO BOX 625 · VENICE · CA · 90294

TABLE OF CONTENTSTABLE OF CONTENTSTABLE OF CONTENTSTABLE OF CONTENTS

I.I.I.I. INTRODUCTIONINTRODUCTIONINTRODUCTIONINTRODUCTION

II.II.II.II. ABOUT GHAWABOUT GHAWABOUT GHAWABOUT GHAW

III.III.III.III. ABOUT GHRABOUT GHRABOUT GHRABOUT GHR

IV.IV.IV.IV. STEERING COMMITTEESTEERING COMMITTEESTEERING COMMITTEESTEERING COMMITTEE

V.V.V.V. RECOMMENDED STRUCTURERECOMMENDED STRUCTURERECOMMENDED STRUCTURERECOMMENDED STRUCTURE

VI.VI.VI.VI. PROJECT MANAGEMENTPROJECT MANAGEMENTPROJECT MANAGEMENTPROJECT MANAGEMENT

VII.VII.VII.VII. THEMESTHEMESTHEMESTHEMES

VIII.VIII.VIII.VIII. PLANNING: SCHEDULEPLANNING: SCHEDULEPLANNING: SCHEDULEPLANNING: SCHEDULE

IX.IX.IX.IX. RECOMMENDED TIMELINERECOMMENDED TIMELINERECOMMENDED TIMELINERECOMMENDED TIMELINE

X.X.X.X. COLLABORATIONCOLLABORATIONCOLLABORATIONCOLLABORATION

XI.XI.XI.XI. SPONSORSHIPS & DONATIONSSPONSORSHIPS & DONATIONSSPONSORSHIPS & DONATIONSSPONSORSHIPS & DONATIONS

XII.XII.XII.XII. PUBLICITY / PRPUBLICITY / PRPUBLICITY / PRPUBLICITY / PR

XIII.XIII.XIII.XIII. GRAD SCHOOL & CAREER FAIRGRAD SCHOOL & CAREER FAIRGRAD SCHOOL & CAREER FAIRGRAD SCHOOL & CAREER FAIR

XIV.XIV.XIV.XIV. EVENTSEVENTSEVENTSEVENTS

XV.XV.XV.XV. EVENTS TEMPLATEEVENTS TEMPLATEEVENTS TEMPLATEEVENTS TEMPLATE

XVI.XVI.XVI.XVI. METRICSMETRICSMETRICSMETRICS

XVII.XVII.XVII.XVII. MULTIMEDIAMULTIMEDIAMULTIMEDIAMULTIMEDIA

XVIII.XVIII.XVIII.XVIII. RECOGNITIONRECOGNITIONRECOGNITIONRECOGNITION

XIX.XIX.XIX.XIX. LIAISING WITH HEADQUARTERSLIAISING WITH HEADQUARTERSLIAISING WITH HEADQUARTERSLIAISING WITH HEADQUARTERS

XX.XX.XX.XX. GHAW PROPOSAL FORMGHAW PROPOSAL FORMGHAW PROPOSAL FORMGHAW PROPOSAL FORM

XXIXXIXXIXXI DEBRIEFDEBRIEFDEBRIEFDEBRIEF

XXII.XXII.XXII.XXII. RESOURCESRESOURCESRESOURCESRESOURCES



INTRODUCTIONINTRODUCTIONINTRODUCTIONINTRODUCTION

First and foremost, we would like to commend you for taking the first step towards increasing the awareness of global health. We wish you the best of luck and will assist you however we can. We have created this coordinator manual in order to guide you in planning the global health week. This manual — in most of its entirety — is merely a suggestion and we hope that you will be able to grow and develop beyond it. Further, we would love to hear about your successes and challenges. We are open to all sorts of feedback, recommendations, and criticisms. You can always reach us at [email protected]. Lastly, flexibil-flexibil-flexibil-flexibil-ity is keyity is keyity is keyity is key. Not everything will turn out as planned, so relax and have some fun.



ABOUT GHAWABOUT GHAWABOUT GHAWABOUT GHAW

Global Health Awareness Week (GHAW) was developed as an ini-

tiative of the Global Health Review in 2008 in an effort to raise

awareness by engaging local communities to examine critical

global health issues. The inaugural GHAW took place in 2009 in

collaboration with UCLA and USC.

While international programming is essential to global health,

awareness is the first step. Global Health Awareness Week al-

lows all of us to think globally while acting locally.

The inaugural GHAW planning team.



ABOUT GHRABOUT GHRABOUT GHRABOUT GHR

Global Health Review (GHR) connects academia, professionals,

and organizations to further global health development.

In particular, we focus on cross-collaboration among all sectors

and disciplines to catalyze unique perspectives.

Specifically, Global Health Review, Inc. is a 501(c)(3) not-for-

profit organization founded in 2007 that is dedicated to (a)

enlightening, educating, and informing colleagues in govern-

ment, academia, industry, civil society, as well as the general

public on issues, challenges, opportunities, and needs in global

health and development; (b) developing and disseminating well-

researched multimedia materials and making these available

through appropriate channels; and (c) taking the lead to organ-

ize events, competitions, workshops and other opportunities for

members of partner institutions as well as general members

and organizations throughout the world to address the issues,

challenges, and opportunities in global health and development.



STEERING COMMITTEESTEERING COMMITTEESTEERING COMMITTEESTEERING COMMITTEE

To ensure the success of planning and executing GHAW, it is best to develop a steering committee who will oversee planning in all stages.

This is an informal group of people who you can sit and throw

ideas around with over some fair trade coffee. This committee

should come up with faculty advisors who can be instrumental

in GHAW’s success. This committee will most likely also transi-

tion into the coordinators or decide on choosing coordinators.



RECOMMENDED STRUCTURERECOMMENDED STRUCTURERECOMMENDED STRUCTURERECOMMENDED STRUCTURE

Teams should work in committees. The following structure is recommended:

Co-Chairs = Committee Captains =

Committee Coordinators =



NOTE TO EVERYONENOTE TO EVERYONENOTE TO EVERYONENOTE TO EVERYONE: Remember, flexibility is KEY. While dedica-tion and perseverance may improve the chances for successful execution, objectives may not always pan out as planned. Again, flexibility. Exercise tact and adapt to dynamics. Identify the strengths of your team members and leverage these strengths. Communication is critical. Communicate clearly to team mem-bers and with fellow directors. We recommend that directors meet frequently in order to coordinate the overall event as con-tinuous collaboration is critical.

Faculty ChairsFaculty ChairsFaculty ChairsFaculty Chairs Faculty chairs are invaluable in guiding the overall week and ad-vising student coordinators. Additionally, faculty chairs are es-sential for providing critical resources for networking and suc-cess, in addition to being potential speakers themselves. Don’t hesitate to approach them for recommendations for and intro-ductions to speakers. ChairsChairsChairsChairs Chairs are ultimately responsible for coordination of the event. Chairs will work closely with committee captains to ensure the delegation and completion of major goals and objectives. Chairs will also be responsible for creating evaluation forms and writing up reports on metrics. PR & Outreach CaptainPR & Outreach CaptainPR & Outreach CaptainPR & Outreach Captain The PR & Outreach Captain should: • coordinate all PR and outreach efforts • manage a team to ensure completion of PR & outreach tasks • provide updates to the coordinators, other chairs, faculty, and



other individuals at all times • oversee all tasks, updates, and delegations • advertise the event through different forms of media (online

social networks, fliers, banners, word of mouth, classroom an-nouncements, etc)

• reach out to other departments such as art, film, business, law, medicine, dental, pharmacy, etc. to collaborate in produc-ing creative events and fundraisers during GHAW

• create media including graphic designing • design a program or ‘schedule of events’ brochure • be responsible for recruiting and delegating to volunteers to

record GHAW events through video blogs, blogs, photos dur-ing the week, and post on social media networks

• and work with GHR’s Chief Informatics Officer to add all con-tent to the website.

Logistics CaptainLogistics CaptainLogistics CaptainLogistics Captain The Logistics Captain will: • establish contacts/reservations with venues, food service,

event setup schemes, lighting and sound • broadcast/webcast the event if possible • oversee printing • recruit and coordinate volunteers for GHAW events (except

the community service project) • and help manage logistical operations during the events

themselves. Events & Speakers (Lunchtime Events) CaptainEvents & Speakers (Lunchtime Events) CaptainEvents & Speakers (Lunchtime Events) CaptainEvents & Speakers (Lunchtime Events) Captain The Events & Speakers Captain will: • create events most relevant to the theme



• coordinate events to prevent conflicting schedules (esp. b/w the different campuses)

• work with event leaders of other organizations to ensure they are aligned with the theme

• contact potential speakers • become a liaison between assigned speakers and planning

committee (esp. on the days they will speak) • and coordinate with the logistics captain to ensure event lo-

gistics including, but not limited to venue reservation, cater-ing parking for speakers, etc.

Finance CaptainFinance CaptainFinance CaptainFinance Captain The Finance Captain will: • create a budget • request money from the Office of Student Life, relevant de-

partments, and potential sponsoring organizations • maintain a record of all transactions and funds • design and manage fundraising efforts (fundraising could

also be its own committee) • write grants and solicit corporate sponsorships • disburse funds • create a plan for securing donations • and submit financial summary to school and GHR at the end

of GHAW.

Career Fair CaptainCareer Fair CaptainCareer Fair CaptainCareer Fair Captain

The Career Fair Captain should:

• compile a list of potential relevant exhibitors

• contact and invite exhibitors



• coordinate with the logistics captain to secure venue and nec-

essary equipment

• and coordinate with the events captain to finalize the sched-

ule.

Community Service CaptainCommunity Service CaptainCommunity Service CaptainCommunity Service Captain

The Community Service Captain will:

• develop a philanthropic project that ties into the theme

• find potential beneficiaries

• recruit and coordinate volunteers for the community service

event

• and work with the events committee to showcase the project



PROJECT MANAGEMENTPROJECT MANAGEMENTPROJECT MANAGEMENTPROJECT MANAGEMENT

Project management involves tasks, delegation, prioritization,

deadlines, accountability, and follow-up.

The co-chairs should consistently follow-up with committee cap-

tains, and the committee captains should be fully apprised by

their respective committee coordinators.

Committee coordinators should systematically update their com-

mittee captain, who can thereby effectively coordinate to avoid

redundancy and facilitate collaboration.

All groups need to communicate frequently in order to ensure

the completion of all tasks.

While we recommend using a project management platform

such as Asana, platforms such as GoogleDocs have been just as

effective in the past.



THEMESTHEMESTHEMESTHEMES

GHAW 2009 was formed around the theme of Forming Partner-ships and Breaking Barriers. GHAW 2009 took place from April 3 to April 10, 2009 in commemoration of World Health Day on April 7th. The week featured a series of guest lectures by world-renowned lead-ers in global health, as well as a diverse range of events to engage students in learning about, advocat-ing for, and sharing their passion for global health.

Global Health Review will oversee the development of the an-

nual theme to facilitate planning, but all entities will be free to

develop their individual themes if desired.



PLANNING: SCHEDULEPLANNING: SCHEDULEPLANNING: SCHEDULEPLANNING: SCHEDULE

GHAW should be scheduled for a time that least conflicts with other events, including sports games, midterms, and finals. As a weeklong event, it requires strategic scheduling. It may help to schedule it around a day such as World Health Day, when others may want to create events as well. This will al-low GHAW to develop frameworks with other partners during this time.



RECOMMENDED TIMELINERECOMMENDED TIMELINERECOMMENDED TIMELINERECOMMENDED TIMELINE

If you are expecting to prepare a full week of events, it is advis-

able that the timeline on the following page be followed. How-

ever, note that many of the activities on the timeline do not in-

volve the same captains. Thus, depending on the team’s avail-

ability, the size of the event, and the team’s ability to coordinate,

delegate, and execute, the overall timeline could take as little as

two months or up to nine months.

Also, while we have included numerous activities on the timeline

for donations and fundraising, don’t worry. Global Health Aware-

ness Week was developed to be a low cost initiative which can

generally be covered by university student program funding. The

major budget expenses typically include food and beverages for

events, marketing material (program brochures, banners, post-

ers, flyers, etc.), event costs (venue, tables, speakers/

microphones, and chair rentals), and speaker gifts.

The teams and project will grow as you gain momentum, so plan

accordingly.

GET CREATIVE!



RECOMMENDED TIMELINERECOMMENDED TIMELINERECOMMENDED TIMELINERECOMMENDED TIMELINE

ACTIVITY / MONTHACTIVITY / MONTHACTIVITY / MONTHACTIVITY / MONTH 1111 2222 3333 4444 5555 6666 7777

Recruit steering committee

Create work plan

Recruit advisors and captains

Create social media plan to raise awareness

Solicit funds

Create a list of speakers

Invite speakers

Finalize speakers

Reserve venue(s)

Recruit volunteers (GHAW and community service events)

Pitch potential sponsors

Finalize sponsors

Finalize schedule

Order necessary print material(s)

Start marketing

EXECUTEEXECUTEEXECUTEEXECUTE

Send out thank yous

Debrief

Plan a fundraising schedule

Create a budget

Create plan for securing donations

Conduct several small fundraisers or one large one



SOCIAL MEDIAL CALENDARSOCIAL MEDIAL CALENDARSOCIAL MEDIAL CALENDARSOCIAL MEDIAL CALENDAR

ACTIVITY/MONTHACTIVITY/MONTHACTIVITY/MONTHACTIVITY/MONTH 1111 2222 3333 4444 5555 6666 7777

Outline social media plan

Recruit social media lead

Begin searching for organizations

on FB and Twitter to like/follow

Begin regular schedule for blogging

Being regular schedule for status

updates

Create online buzz with social me-

dia campaign

Recruit volunteers to help run and

record GHAW events

Provide updates and countdowns

before the week

Actively tweet and provide real time

status updates during events

Recap and summarize events



COLLABORATIONCOLLABORATIONCOLLABORATIONCOLLABORATION

Collaborating with other organizations, departments, schools,

and such will increase exposure as well as resources.

We strongly recommend collaborating with various disciplines in

order to raise global health awareness among a wide gamut of

disciplines in addition to bring diverse perspectives to the table.

Many of the speakers and events will be public health and medi-

cally focused, but collaborating with an art department for a me-

dia contest or journalism students for global health press cover-

age would be beneficial. After all, it takes a village.



SPONSORSHIPS & DONATIONSSPONSORSHIPS & DONATIONSSPONSORSHIPS & DONATIONSSPONSORSHIPS & DONATIONS

There are numerous strategies and structures for sponsorships. Global Health Awareness Week can support any type of sponsor-ships including, but not limited to, financial, in-kind, and media.

There are various ways this can be structured. There can be pri-

mary sponsors for individual events or for the overall week. It is

important to leverage the exposure of the event as well as the

strength of the partnerships in obtaining sponsorships. We urge

you to seek internal funding from your Office of Student Activi-

ties or the like as well as individual departments.



PUBLICITY / PRPUBLICITY / PRPUBLICITY / PRPUBLICITY / PR

We recommend that you send out “Save the Date” or registra-tion emails two months before the start of the event. We also recommend that you schedule meetups or get-togethers every two to three weeks to increase exposure.

Please be sure to contact our CIO, Brian Sandoval, at [email protected] with your full agenda and details two months before the start date as well to ensure that all of this information is added to our website, www.ghaw.org.

We suggest that you make a listserv of

student mailing lists, departments, rele-

vant community contacts, and regularly

update them of the upcoming event.

During the actual Global Health Awareness Week, you should

continuously update these contacts about events.

Free services you might find useful for sending out invitations

and tracking registration include MailChimp, Eventbrite, Evite,

and Brown Paper Tickets.



GRAD SCHOOL & CAREER FAIRGRAD SCHOOL & CAREER FAIRGRAD SCHOOL & CAREER FAIRGRAD SCHOOL & CAREER FAIR

A graduate school & career fair is a great way for students to not only meet prospective employ-ers, but also to find out what other opportunities exist and what path they should take to get there. One way to find po-tential career fair representa-tives is through www.idealist.org.

The setup for the event can be

in an open area such as a walkway with tables lining either side,

in a gym, or a similar space. Be sure to provide enough tables

and chairs for exhibitors, and remember to thank them after for

coming out.



EVENTSEVENTSEVENTSEVENTS

Global Health Awareness Weeks in the past have included lunch-

time lectures, galas, volunteer events, movie and documentary

screenings, keynote speakers, and so on. Feel free to use the

events template on the following page or create your own.

Remember to keep in mind your audience and brainstorm on

how best to appeal to their interests.



AFTERNOONAFTERNOONAFTERNOONAFTERNOON EVENINGEVENINGEVENINGEVENING

WEEKWEEKWEEKWEEK----LONG LONG LONG LONG EVENTSEVENTSEVENTSEVENTS

TIME: _________________ EVENT: ________________ LOCATION: _____________


DAY 1DAY 1DAY 1DAY 1 TIME: _________________ EVENT: ________________ LOCATION: _____________
















METRICSMETRICSMETRICSMETRICS

Metrics are key to gauging the

turnout of an event.

We would appreciate if you could

collect the information for the

following variables using the

Metrics Report (Appendix C).

29292929

2,8952,8952,8952,895

283283283283

86868686

56565656

14141414

37373737

SP

EA

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FAC

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MULTIMEDIAMULTIMEDIAMULTIMEDIAMULTIMEDIA

As an informatics based organization, we value multimedia

heavily including audio clips, podcasts, videos, photos, and so

on. We urge you to collect and create as much multimedia as

possible to showcase your events and efforts.

If you have access to an internet connection at your events, we

also invite you to live-stream events through our accounts. For

more information on this, please contact us at

[email protected].



RECOGNITIONRECOGNITIONRECOGNITIONRECOGNITION

Having been through the planning process

ourselves, we understand the countless

hours of hard work required to make

GHAW a success.

To recognize your hard work, we would like

to invite you to log all of your hours with us.

As a certified President’s Volunteer Service Award organization,

we will verify your hours and distribute the award to outstanding

volunteers.

To sign up, visit www.presidentialserviceawards.gov and create

an account. To link to Global Health Review, enter our Record of

Service Key: SCSSCSSCSSCS----32082320823208232082.

Volunteer hours will be verified by co-chairs and co-chair hours

by GHR’s GHAW Coordinator.



LIAISING WITH HEADQUARTERSLIAISING WITH HEADQUARTERSLIAISING WITH HEADQUARTERSLIAISING WITH HEADQUARTERS

We ask that you keep us appraised of your activities by submit-ting the form on the following page.

We are always here for support. Feel free to email us at [email protected] or [email protected], and we will as-sist you however we can. Branding consistency is critical and we will provide you with any logos that you may require. If there is a logo or similar insignia you need from us, don’t hesitate to contact us.



GHAW PROPOSAL FORMGHAW PROPOSAL FORMGHAW PROPOSAL FORMGHAW PROPOSAL FORM

We would like all schools and organizations to submit a rough proposal of how they intend to plan GHAW just so we know that you have an idea of what you’re doing. Further, GHAW chairs must acknowledge the use of logos and abide by GHR terms with respect to report-ing finances, utilizing logos, and other materials in accordance with our affiliates and part-ners. Please complete this form as thoroughly as possible before sending it to us.

Expected Date(s) of Event:

School/Organization:

Contact Name:

Contact Address:

City: State: Zip Code:

Phone: ( ) – Email:

Faculty Chair: Faculty Chair:

Faculty Chair: Faculty Chair:

NameNameNameName EmailEmailEmailEmail

Co-Chair:

Co-Chair:

Co-Chair:

NameNameNameName Committee NameCommittee NameCommittee NameCommittee Name

Committee Capt.:

Committee Capt.:

Committee Capt.:

Committee Capt.:

Committee Capt.:

Committee Capt.:

Committee Capt.:

Name: Signature: Date:

Upon completing this form, please email to [email protected], fax to 831.603.9207, or mail to the address below.



DEBRIEFDEBRIEFDEBRIEFDEBRIEF

Feedback is integral to our development and expansion of this initiative. We would love if your planning team could answer the following questions for us after the event. 1. How helpful was the coordinator manual? 2. What parts of the manual were most helpful? 3. What could we have included in the manual to facilitate plan-ning? 4. How was your team’s experience liaising with headquarters? 5. What resources did you find most valuable in planning? 6. How receptive was the school, departments, faculty, and stu-dents to Global Health Awareness Week? 7. Did you take any baseline measurements of global health awareness before the event? 8. What was the event’s budget? 9. Were you satisfied with the outcome of the event?



RESOURCESRESOURCESRESOURCESRESOURCES

Appendix A. Sample Program Booklet Appendix B. Donation Receipt Appendix C. Metrics Report Appendix D. Sample Flyer Appendix E. Speaker Letter



For more information on Global Health Awareness Week, please visit www.ghaw.org and www.globalhealthreview.org. Copyright © 2012 by Global Health Review, Inc. All rights reserved.

Documents

GHAW 2012 Coordinator Manual