Step Up Youth Volunteer Ambassadors Project Planning Toolkit

STEP UP YOUTH VOLUNTEER AMBASSADORS PROJECT PLANNING TOOLKIT

This document comprises of the SUYVA Project Planning Guidelines and the SUYVA Project Proposal Form. Changes to these guidelines shall be done with a written request by the Chair of SUYVA to the Staff Liaison of

Volunteer MBC. The changes will be announced and brought in to effect during the SUYVA Turnover Ceremony.

Step Up Youth Volunteer Ambassadors Project Planning Toolkit

2015 © Volunteer MBC Page 1 of 25

Importance of a Project Proposal YOUth have amazing ideas and ideas that will change the world. If you really research on the innovations that have made a difference in our lives, almost all of these light bulbs were switched on during the individuals’ youth. However, making any idea a reality requires a well detailed plan and flawless execution. It is important to have a meaningful project proposal that highlights;

1. the purpose of the project,

2. the expected outcome,

3. the steps to execution,

4. methods of measuring the final outcome and the actual impact..

..that it made in the community.

To ensure that your group evaluates and selects the idea that is in the best interest of the commitment and focus of SUYVA, please forward your idea(s) ensuring that all required details in this Project Proposal are covered. This template, is developed taking into consideration the requirements of most the grant applications that is available out there. It may not cover it all, however, it strives to answer of the questions in a grant application.

SUYVA Commitment Offering youth in the Region of Peel a platform to drive a culture of volunteerism in the youth population to unite all youth to ensure a community with a safe, healthy and inclusive environment where every member is treated with respect. SUYVA Focus To Promote and support volunteerism in an effort to connect youth to meaningful volunteer opportunities



Table of Contents

Chapter Page

Glossary of Terms and Abbreviations 3

Project Planning Guidelines 4

1. Planning 4

2. Organizing 5

3. Execution 6

4. Volunteer Engagement 8

5. Fundraising 9

6. Sponsorships and Donations 10

7. Information Collection 11

8. Project Evaluation 12

Attachments: A. Collection of Information Guidelines 13

B. Resources 14

C. SUYVA Project Proposal Form 15



Glossary of terms and abbreviations

shall The guideline will have to be followed exactly as it is stated.

should The guideline can be followed with certain flexibility, provided prior approval is

obtained.

SUYVA Step Up Youth Volunteer Ambassadors

Project Any event, activity, fundraiser or gala, which is either entertainment, recreational

and/or educational.

Project Team The team that will be strategizing, planning, organizing, executing and evaluating

the project.

Staff Liaison The staff member appointed by Volunteer MBC to mentor and guide the Step Up

Youth Volunteer Ambassadors on behalf of Volunteer MBC.



SUYVA Project Planning Guidelines 1. Planning:

1.1. The project idea shall be put forward through the completed “SUYVA Project Proposal Form.”

1.2. The organizing committee shall plan the project with the consultation and agreement of the

following three parties following the respective order;

i. The SUYVA Vice Chair of Events Management

ii. The Executive Team of Step Up Youth Volunteer Ambassadors

iii. Staff liaison of Volunteer MBC

1.3. The review by the above three parties shall only be done on ideas presented through the

completed SUYVA Project Proposal Form.

1.4. The event shall be in collaboration only with a Volunteer MBC member organization or a formal

youth lead/focused group operating in Mississauga, Brampton or Caledon.

1.5. The event should focus on contributing locally to a community service organization/initiative in

the Cities of Mississauga, Brampton and/or the Town of Caledon.

1.6. Please see section “5. Fundraising” for guidelines with fundraising initiatives.

1.7. Project dates should not fall on the same day as another project organized by a fellow SUYVA sub

group unless it is a single project that is planned as a multi-location and multi-event project.

1.8. A project should be held as much as possible avoiding a clash of dates and times of initiatives by

other youth groups in the respective city where the event will be held.



2. Organizing:

2.1. The Project Leader;

2.1.1. of Executive Team initiated projects shall be appointed by the SUYVA Executive Team to

manage the project.

2.1.2. of projects submitted by a Step Up Ambassador who is not an Executive Team member

shall be the person mentioned in the Project Leader field of the Declaration section towards

end of the “SUYVA Project Proposal Form”.

2.1.3. shall be responsible for periodic communication and updating on the progress and

challenges if any to the;

- rest of the project team,

- Executive Team, and the

- Staff Liaison.

2.1.4. shall ensure to brief and update the Staff Liaison on the progress of the event plans at

least 5 business days before the event.

2.1.5. on the day of the event should play a monitoring role and be available for information

distribution and site activities management.

2.2. The SUYVA Executive team shall be responsible for assisting the project planning committee to

organize the event.

2.3. Volunteers should be provided with a volunteer orientation at least 3 days before the event.

Further read section 4.2. Volunteer Orientations.

2.4. All organizing, execution and volunteer engagement shall be as per the standards and practices

established by Volunteer MBC and current federal, provincial, regional and municipal legislations

where applicable.



3. Execution:

3.1. The project;

3.1.1. shall be executed only once the final plan has been approved by the three parties

mentioned in guideline 1.2.

3.1.2. shall have the SUYVA, Volunteer MBC, collaborating group’s and sponsors branding on

event day and in the marketing and promotional material. Further read section 3.3 Marketing

and Promotions.

3.1.3. shall be out of school curriculum hours if Volunteer hours are awarded. Lunch hours do

count as they are out of curriculum hours.

3.2. On the day of the event;

3.2.1. the first work stations to be immediately established and settled should be the;

- Signage and directions volunteers

- Registration table for volunteers and participants

- First Aid station

- Food and beverage station

- Sound and other technical assistance volunteers

3.2.2. there shall be a registration table where all volunteers shall sign in and sign out.

3.2.3. volunteer hours should not be awarded. Please see section “4.3. The volunteer hours.”

3.2.4. all possible arrangements shall be made to have the presence of First Aid attention at

the event as per guideline 3.2.5. if the project is;

- held outdoors,

- invites a crowd of more than 50 participants,

- the activities are physically exhausting in nature, and/or

- a risk assessment has highlighted the requirement of the presence of First Aid

attention.

3.2.5. only the following parties can be assigned to provide First Aid assistance;

- Either a professional organization certified to carry out First Aid Services (eg; Red

Cross),

- or, volunteer/s with valid First Aid certification. Volunteer MBC Staff liaison shall be

informed of the engagement of such an individual.

3.2.6. Event Assistant volunteers shall have clear visual indication identifying them as the

event volunteers. This visual indication method shall be decided by the project team.



3.3. Marketing and Promotions;

3.3.1. material shall require approval by the Vice Chair of Marketing and Communications

before distribution.

3.3.2. of collaborating group’s and sponsors may require their consent before distribution.

This consent where applicable shall be obtain through a digital or written method for record

keeping.



4. Volunteer Engagement:

4.1. Volunteer Applications;

4.1.1. shall be collected through Volunteer MBC’s Online Volunteer Referral System.

4.1.2. should be opened for submission at least 20 business days before the application

submission deadline.

4.1.3. shall be responded to.

4.1.4. shall be responded to;

- either as and when the applications are submitted, or

- on or before a prior advertised date. This date shall be mentioned in the volunteer

posting.

4.2. Volunteer Orientations;

4.2.1. shall be provided to volunteers.

4.2.2. shall take place on a Volunteer MBC work day, that is at least 3 business days before the

event.

4.2.3. shall have a Volunteer MBC staff representative present during the orientation.

Therefore, please coordinate with the Staff Liaison offering at least 5 business days to

organize a representative and venue.

4.2.4. methods can be decided in liaison with Volunteer MBC’s Coordinator of Community

Engagement.

4.3. The volunteer hours;

4.3.1. shall be awarded only to volunteers who have signed in or out at the registration table.

4.3.2. shall be awarded in the form of an official Volunteer MBC document or other method

as practiced by Volunteer MBC.

4.3.3. shall be issued by Volunteer MBC’s Coordinator of Community Engagement or a

representative appointed by Coordinator of Community Engagement.

4.3.4. should be issued only when the volunteer sign-in sheet/s are received at the Volunteer

MBC head office.



5. Fundraising:

5.1. Any fundraising initiative shall only be carried out where all proceeds shall be donated to

Volunteer MBC’s fundraising program dedicated to youth volunteer engagement. Check with Staff

Liaison for the title of the most current fundraising campaign.

5.2. Collection of funds;

5.2.1. shall only be in the name of Volunteer MBC.

5.2.2. through cheques shall be drawn in favour of “Volunteer MBC.”

5.2.3. shall not be done by high school youth aged 18 years and below if it is in the form of

cash.

5.2.4. in the form of cash shall be directly handed over to the Staff Liaison or a person

appointed by the Staff Liaison.



6. Sponsorships and Donations:

6.1. Sponsorship and donation requests shall be done with the use of a Sponsorship/Donation

Request Letter approved by the Staff Liaison.

6.2. Collecting sponsorship money shall be carried out as per section 5.2. Collection of Funds.



7. Information Collection:

7.1. Personal information of volunteers or participants shall be collected only as per the guidelines

given in Attachment A: Collection of Information Guidelines.



8. Project Evaluation:

8.1. A project evaluation shall be carried out to measure the achievement of project objectives and the

impact of the project in the community.

8.2. The evaluation criteria shall be based on the project objectives as stated in the submitted “SUYVA

Project Proposal Form”.

8.3. Additional questions should be included for measuring the participant satisfaction and any

question that would help identify areas for improvements with future projects.

8.4. Method of project evaluation shall be either;

- through an online survey, or

- video surveys where written consent is received to use them in future marketing and

promotions initiatives.



Attachment A

Collection of Information Guidelines

A.1. Following can be collected in general;

Name

School

City of Residence

Email

Phone

Emergency contact details: Name, phone, email

Social media IDs such as the Twitter handle

A.2. Do not request for;

age

gender

A.3. Request for the following information only if they are absolutely required to process the

application (identified as a bona fide requirement);

Full addresses

Ethnicity

Grade in school

Failure to adhere to these practices could be a violation of legislations and regulations related to

privacy and human rights.



Attachment B

Resources

B.1. Project Proposals:

B.1.1. SUYVA Project Planning Toolkit: http://bit.ly/suyvaProjectToolkit

B.2. Survey Creation:

B.2.1. University of Wisconsin (2010). Survey Fundamentals: A Guide to Designing and Implementing

Surveys, University of Wisconsin, Wisconsin. Downloaded on 21 May 2014

<https://app.box.com/s/v6p9ucpskz9zdv0tx5zs>

http://bit.ly/suyvaProjectToolkit

https://app.box.com/s/v6p9ucpskz9zdv0tx5zs



Attachment C

SUYVA Project Proposal Form

Title of Project

Planning Start Date

Completion Date

Final Report Date Within 14 days of completing of the project

Project Leader

Section 1: Project Overview Statement Complete the following sections with brief responses to the questions. Collectively, the character count should be a maximum of 500 characters including spaces.

1.1. What is the Primary Objective of the project? (also mention the community this project will serve)

The primary objective of the project is

1.2. What is the problem you are trying to address or the cause you are adopting?

1.3. What is the solution you are offering through the project?

1.4. Briefly describe the format of the project and the parties you will collaborate with.

1.5. Through this project, how will you engage youth to volunteer?

1.6. After the project is completed what will you have accomplished?

1.7. How will you know that you have accomplished it?



Section 2: Project Description 2.1. Why is your project needed in the community and how did you determine the need?

2.1.a. What is the problem that you are trying to address or the cause you are adopting?

2.1.b. Which community in Peel Region is this in?

2.1.c. How is it presently affecting youth?

2.1.d. What evidence can you submit to support the above?

2.1.e. What trends/risks do you foresee if this need is not addressed now?

2.2. How will your project address the need that you stated above?

2.2.a. What is the solution that you are going to offer through your project?

2.2.b. How will addressing the need make an impact in the lives of youth?

2.3. What are the top 3 expected outcomes of this project and their measurable indicators that you have achieved these outcomes?

3.3.a. Expected Outcomes

(A final product or end result; what specific results do you hope to achieve in the community by your project)

3.3.b. Measurable indicators of achievement

(A success factor; what quantitative, tangible and/or visible results will tell you that you have achieved your outcomes)

1.

1.

2.

2.

3.

3.



2.4. How will one or more of the following target audiences benefit from your project?

Target Audience Why was this audience selected What are the specific benefits

2.4.a. Children (12 years and younger)

2.4.b. High School Youth (13-18 years)

2.4.c. New immigrant Youth (13-18 years)

2.4.d. Post-secondary Students

2.4.e. Youth who has disabilities

2.4.f. Youth who are facing mental health challenges

2.4.g. Youth who are facing homelessness or poverty

2.4.h. Seniors (65 years and older)

2.4.i. What other specific audiences are you serving through this project?



Section 3: Execution and Evaluation Plan 3.1. What is your selection criteria for the event(s) venue? Please mention in bullet points. 3.2. What is the format of your project? Please feel free to insert additional rows if required.

Events/activities: Briefly describe what happens at this event/activity.

How well would you like to do it?

How are you going to capture the achievement of outcomes through this event/activity?



3.3. Who will you be collaborating with? List down any person, group, school or organization that you hope to collaborate with. It is understood that listing down these parties does not mean that they have confirmed participation. Please note that any party you are collaborating with should either be one of Volunteer MBC’s members in good standing or a party which Volunteer MBC already has built relationships with. A list of our current members can be found by visiting http://www.volunteermbc.org/vmbc-members Please feel free to insert additional rows if required.

Potential Collaborators (Name of contact, organization, phone and email).

How are they related to the cause you are adopting through this project?

What is their potential role in the project?

Have they shared their interest already? (Yes/No)

3.4. How do you plan to recognize any financial supporters, materials/supplies donors, professional services donors and collaborating organizations? Please feel free to insert additional rows if required.

Recognition Medium Method

Marketing material Social media marketing TV/Radio Magazines/newspapers Personal Emails During the event

http://www.volunteermbc.org/vmbc-members



3.3. How do you plan to promote the event? Please feel free to insert additional rows if required.

Marketing and promotions method

Action plan Potential reach in statistics

How will you evaluate the reach

Posters

Flyers

Facebook

Twitter

3.4. What challenges do you foresee during the project and what is your plan to overcome them? Please feel free to insert additional rows if required.

Foreseeable challenges Plans to overcome them.



Section 4: Planned Milestones The table below should reflect the milestones that needs to be accomplished during the project. This is not your project timeline. The project timelines can be developed later by elaborating on these milestones. Please feel free to insert additional rows if required.

Category Milestones Start Date End Date

Project Planning Planning involves brainstorming and outlining exactly how you are going to achieve the objective(s) of the project and build the task breakdowns and time lines.

Create project task breakdown and their time lines

Finalize the budget and seek approval from Volunteer MBC

Organizing After planning, you need to note how the project team is going to be structured and how you are going to source the required resources.

Delegate project team roles and responsibilities

Confirming and finalizing venue reservations

Confirming and finalizing catering

Marketing and Promotions Developing and distribution milestones of marketing and promotional material.

Develop communication plan to key stakeholders

Develop marketing material and seek SUYVA Executive Team approval

Distribution of project communications to key stakeholders

Distribution of marketing material

Commence Social Media marketing

Outcomes and Impact Evaluation Development of surveys based on prior established project outcomes, distribution, tabulation and final report submission.

Develop project evaluation survey based on established project outcomes

Distribution and close of surveys

Tabulating and interpreting the data

Final report submission to SUYVA Executive Team

Volunteer Recognition Activities and planning required to hold a recognition event boosting the morale of all project volunteers.

Develop volunteer recognition plan

Invitations sent out (email, Facebook or any other method)

Hold volunteer recognition event



Section 5: Project Team Please feel free to add more members by inserting additional rows below.

Team member Responsibility

First and Last Name

Email and Phone Specific Responsibilities

Project Leader

Overall leadership of the project strategizing, supervision of the progress of the project team responsibilities. Supervising the proceedings of event site, evaluating project outcomes and the impact post-event, ensuring recognition of event volunteers at project conclusion. Finalizing the budget, managing the funding and forwarding the financial reports to Volunteer MBC.

Event Management

Deciding and reserving the event venue, organizing catering, management of the event site on the day of the event such as taking care of venue logistics, establishing work stations.

Marketing Support

Designing marketing material, social media marketing, organizing photography of event and preparing content for a print media release.

Supervisor of Volunteers

Recruiting additional volunteers to support the event, organizing volunteer orientations, planning volunteer recognition at project conclusion.

Guest Relations

Pre-event communications and event day meet and greet assistance to special guests such as speakers, booth set up organizations and VIPs.



Section 6: Proposed Budget 6.1. The Budget: Create a detailed budget for your project. Please feel free to insert additional rows if required.

Category Cost Item Unit Cost Unit Type Quantity Cost or

donated Total Cost

Venue

Renting of venue $ 00.00 Per hour $ 00.00

Permits (if applicable) $ 00.00 $ 00.00 Security on Site (if applicable) $ 00.00 $ 00.00 Tables $ 00.00 $ 00.00 Chairs $ 00.00 $ 00.00 Hydro and facilities fees $ 00.00 $ 00.00

Marketing

Colour Posters (11x17 inch) $ 00.55 Sheet $ 00.00

Colour Flyers (Letter Size) $ 00.25 Sheet $ 00.00 Banners $ 00.00 $ 00.00 Promotional Clothing $ 00.00 $ 00.00 Magazine and/or newspapers $ 00.00 $ 00.00 Television Advertising $ 00.00 $ 00.00 Radio Advertising $ 00.00 $ 00.00

Main Event Catering

Main Course $ 00.00 Per person $ 00.00 Snacks $ 00.00 Per person $ 00.00 Water $ 00.00 Cases $ 00.00 Soft Drinks, tea or coffee $ 00.00 $ 00.00 Cutlery $ 00.00 Packs $ 00.00

Plates and dishes $ 00.00 Packets $ 00.00 Serviettes $ 00.00 Packets $ 00.00

Honorariums, professional fees and prizes

Keynote speaker $ 00.00 $ 00.00 Trainers $ 00.00 $ 00.00 Guest speakers $ 00.00 $ 00.00 Door and event site prizes $ 00.00 $ 00.00

Promotional activity prizes $ 00.00 $ 00.00 Volunteer recognition prizes $ 00.00 $ 00.00

Entertain-ment

DJ $ 00.00 $ 00.00 Lighting and other equipment $ 00.00 $ 00.00 Performers: Individuals $ 00.00 $ 00.00

Performers: Groups $ 00.00 $ 00.00 Instruments $ 00.00 $ 00.00 Stage $ 00.00 $ 00.00

Volunteer Recognition

Venue Cost $ 00.00 $ 00.00 Venue Decoration $ 00.00 $ 00.00 Catering $ 00.00 $ 00.00 Certificates $ 00.25 Certificate $ 00.00 Swag $ 00.00 $ 00.00

Other

$ 00.00 $ 00.00 $ 00.00 $ 00.00 $ 00.00 $ 00.00 $ 00.00 $ 00.00 $ 00.00 $ 00.00

Total project cost before the Economic Value of Volunteers $ 0,000.00



Economic Value of volunteers

Project Leader $ 20.00

Per Hour

00 hrs

Donated

$ 00.00 Core Organizing Team $ 18.00 00 hrs $ 00.00 Project Champions $ 14.00 00 hrs $ 00.00 Event Site Assistants $ 14.00 00 hrs $ 00.00

Total Cost of Project $ 00,000.00

6.2. Other Sources of Support List down any sources of support to your project such as professional services, financial donations and goods/materials donations. Please feel free to add additional rows if required.

Source Type of support Monetary

Value $ 000.00 $ 000.00 $ 000.00 $ 000.00 $ 000.00 $ 000.00 $ 000.00



Section 7: Declaration * Please read before signing. Accurate and correct information: This proposal is submitted by me, the Project Leader, in collaboration with my project team. The information given in this SUYVA Project Proposal Form is accurate and complete. Standards and Compliance: The project team submitting this project proposal will ensure to plan, organize and execute the project as per the standards and best practices laid out by the Step Up Youth Volunteer Ambassadors, Volunteer MBC and, the local legislations and regulations. Further, all volunteer engagement initiatives will conform to the Canadian Code for Volunteer Engagement and in compliance with the Volunteer MBC standards and procedures. Final Reports: The final project report will be submitted to Volunteer MBC within 14 days of completion of the project. Where financial support is approved for the project, I promise to submit the financial report including all relevant invoices and receipts along with the final project report. ____________________________________________________ ________________________________ ____________________________ Name of Project Leader Signature Date (Month dd, yyyy) The Executive Team of Step Up Youth Volunteer Ambassadors (SUYVA) agrees that this is a viable project to be carried out under the name of Step Up Youth Volunteer Ambassador program. We promise to support the project team to see the project through to its successful completion. ____________________________________________________ ________________________________ ____________________________ Name of Chair of SUYVA Signature Date (Month dd, yyyy) Volunteer MBC authorize the Step Up Youth Volunteer Ambassadors to execute the project as per the submitted SUYVA Project Proposal Form. Volunteer MBC will provide all required support and mentorship during the project. Shaminda Perera ________________________________ ____________________________ Manager, Community Engagement Signature Date (Month dd, yyyy) for Volunteer MBC

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Step Up Youth Volunteer Ambassadors Project Planning Toolkit