Real World Team Roles and Responsibilities

ARWS Real World Toolkit Real World Team Roles and Responsibilities Event Date:

***Some Real World Planning Teams may decide to elect one person to be the Overall Real World Coordinator to maintain planning minutes, coach & support the team, and facilitate communication between coordinators/committees. Overall Coordinator Name: Contact Info: Each coordinator listed below is responsible for completing the following tasks, coordinating their own committee, and communicating with other coordinators.

Resource/Volunteer Coordinator

Name: Contact Info:

1. Contact community resource people identified by the committee. 2. Send sponsor packets/invitations to the identified resource people. 3. Confirm sponsor participation. 4. Be the point of contact for all communication with resource people/volunteers. 5. Provide materials to the resource people necessary for them to complete their assignment (such as workshop outlines, info about the real world event, directions, map, etc.). 6. If necessary, coordinate a pre-service workshop for all new volunteers. 7. Develop Packets for each booth/volunteer (directions, hints, flyers, cost info, etc.). Coordinate the color of each page with Materials Coordinator. 8. Organize the Resource/Volunteer Check in process. 9. Welcome Resource People/Volunteers as they arrive (during youth workshops & lunch) 10. Once all the booth volunteers are in place, provide each with a stamp and provide a personal “thank you.”

Youth Opportunities (continue to add to this list) 1. Have youths on the committee to identify resources. 2. Have youths meet the resource people and hand-deliver packets. 3. Provide a personal “youth invitation” to the event. 4. Manage the Resource/Volunteer check in on day of event. 5. Provide escorts to volunteer locations. 6. Manage booths such as take out food and movies. 7. Hand out stamps when all booth volunteers are in place. 8. Write the thank you notes.

Youth Coordinator :

Name: Contact Info:

1. Identify enough youths to “make it work.” Be prepared that you will lose approximately 20-30% of youths registered for the event. So if you have 120 youths registered, you will probably have about 90-100 attend.

Independent Living Resources, Inc. © 2014 Reproducible for educational purposes only with ARWS purchased license. ARWS Real World Toolkit 2. Provide materials (registration, educational letter, and Career Clusters Interest Survey (CCIS))to recruit the youths 3. Receive applications 4. Follow up on Career Clusters Interest Survey (CCIS) and letters 5. Confirm youths 6. Based on youths’ assessments, determine the job boxes needed. (Use job reference page.) 7. Give each job box a number and assign jobs box numbers to youths. 8. Assign team to youths (15-25 youths per team) based on common job boxes. Balance the number in each team as best you can. 9. Facilitate movement of youth teams between workshops. Secure monitors at each workshop to assist if necessary. 10. Organize Youth Check-In on the day of the event. Be sure to have a separate person designated to handle “walk ins.” 11. Arrange for end of day youth gift with assistance of Materials Coordinator.

Youth Opportunities (continue to add to this list) 1. Have one youth from each group home/school/organization/or life skills group coordinate the items needed for all youths in their group (such as registrations). 2. Have youth (named above) collect all the information (and follow up with youths who still need to provide information). Give all registrations to the Youth Coordinator. 3. Have youth provide check in and monitor the Job Boxes and Life Happens box. 4. Help determine an end of day gift. 5. Help collect evaluations and hand out end of day gifts.

Materials Coordinator

Name: Contact Info:

1. Get a list of supplies needed from all committee members and dates when they need it. 2. Locate resources in the community to supply needs. 3. Work closely with the Resources Coordinator 4. Secure and assess location for parking, easy movement of youth groups, bathroom facilities, availability of food in the rooms, “used car lot,” and shelter/adjustments for inclement weather. 5. Secure all bags, calculators, pencils, portfolios/folders, handouts, and props for booths. 6. Stuff participant portfolios/folders and bags. 7. Determine which cars will be used for the “Used Car Lot” and research cost. 8. Solicit “end of day” gift with assistance of Youth Coordinator. 9. Set up the “exhibit” portion of the event while the workshops are going on.

Youth Opportunities (continue to add to this list) 1. Make Exhibit/Booth Signs 2. Make Welcome Signs 3. Make cost signs for booths such as: take out food, gifts, bus transportation, etc., as needed 4. Help set up the exhibit if not needed in workshops. 5. Help secure door prizes to use throughout the day.