The office manager will prepare the calendar and email it to you. You may find it necessary to remind them of the first due date- the 2Oth of the preceding month.
Most of the media like to get the calendar 2 weeks before the first listed event, and
some have specific deadlines, which are listed. I find it easiest to just send it all out on the 2Oth. See the Media Distribution List for a specific list of media. You should contact these people when you get a chance and make sure everything's still current and they still want a monthly calendar. You should also expand the email portion of this list and reduce the fax portion, it saves a lot of paper, and it's easier. ( -Email it-Hand carry it-Snail Mail it-Fax it)
Every week, on Thursday evening, a bulk email is sent out to all HSU students. In
order to have events, updates and workshops included in the email, pick up one or more forms from the Clubs & Activities Office, fill it out, and return it to by 11 am Thursday each week (Best time to submit is the previous Friday).
This is an online events calendar sponsored by the Clubs & Activities Office. To get events on this calendar, go to: www.humboldt.edu/~calendar/
Click on "login", your login is CCAT, and your password is CCATl
(Make sure you use capital letters), Fill in the events you want included, and that's it!
This is a running list that you keep on whichever email address is most
convenient for you, just make sure you check it often. Be sure to add the
email addresses given to you as well. This list is for people who want updates and the monthly CCAT Calendar, but make sure any new volunteers and people who leave their email addresses at tabling events or workshops are put on this list as well.
Sometimes there are events that need more than the usual publication in Community calendars, etc. For example, the first potluck of the year, MayDay, CCAT Week. ..It does take a lot of extra effort, but it always pays off.
Use the media distribution list and send out a separate Public Service Announcement (PSA). There are examples of these in your folder and on disk. Also, many of the local media are very responsive to writing articles or hosting speakers, just ask them. Make some good contacts! Some people I've talked to in the past are: Jennifer Savage from the Arcata Eye, Sid from Econews, and the Times-Standard is helpful as well. If you're nervous or inexperienced with giving interviews, you can get a co-director to do it.
Using sidewalk chalk to announce events is effective and fun! Get some help with this, make an outing of it. Get a permit from the Clubs & Activities Office, take it to the Plant Operations office, get it approved, and that should be it.
There are some signs made for staking, but feel free to make your own. Just make posters, laminate them and attach them to stakes. Get a permit from the Clubs & Activities Office. The Clubs office has a laminating machine that you can use. CCAT has an allotment of laminate material per semester, after that is used up, you can buy packages of laminate from Arcata Stationary on the Plaza. Laminating is expensive. If taking the time and money to laminate signs, please attempt to make them so that they can be used over again for other events or demo purposes.
Banners are hung every week on the quad. Go to the Information desk
to reserve time. Do this soon, the spots are taken by the middle of the first week of school. Make banners in the clubs and activities office, there is new and used paper there, as well as giant pens. Be creative, just make sure it's legible from far away.
You will usually know when a good event comes up because people will send you flyers or emails, but keep your eyes open. The North Country Fair is in September, find a contact and get going on that if there's time, it requires more work than the usual table, but a lot of people are there. And also, just as a heads-up, the Spring Holistic Health Fair in Manila isn't really a health fair, it's more like a community health awareness fair, with booths on how to brush your teeth properly and boating safety. Still feel free to table there, if you want to, but just realize that it's not like it sounds.
Volunteers: It's best to staff the tables with two people at a time, this somehow makes it more attractive for the public. You should staff a lot of these tables, but if you can't, just make sure other people will. Scout out some volunteers who might be interested in tabling early, and keep good records of their info, these are who you'll need to staff the outreach booths. Also, employees and co-directors are often willing to help, but keep in mind how busy they already are with CCAT stuff. It's easier to get employees to sign up by passing around a sign-up sheet at employee meetings. *It's really good to match inexperienced volunteers with co-directors or experienced employees in order to effectively train volunteers. Also, make sure you call to remind tablers the night before, they often forget.
General Tips: Get the public hooked with attractive appropriate technology! Use the tabling display set up along with other fun stuff like: solar oven (full of cookies if its sunny?!), solar water pump, rocket stoves or . . . be creative!
TABLING ON CAMPUS:- Your first priority is the campus, we get most of our funding from A.S. and most of our volunteers are students, so we must spread the word here.
Tables are available next to the elevator at ground level on the quad in a closet, which is usually unlocked. Tabling supplies (whatever fits) can be stored in the Clubs Storage Closet in the South Lounge. The Clubs & Activities office has a key to this, (just make sure no goods or money is left here, all clubs have access). There is a backpack at CCAT that contains materials for tabling, feel free to add more materials to this backpack and keep it stocked with all pertinent materials ("How to get involved w/CCAT", "AT minor", current calendar of events, volunteer sign up sheets, and . . . Ask the office manager to make copies for you if you need to- be sure to supply an original copy of each document you want copied)
You will need a tabling permit (from the clubs office) for the semester, and a food permit, if food is going to be sold.
Tabling is essential the first 2 weeks of school, especially during the fall semester. Put out sign up sheets for volunteers, this is where you hook them! And sign up a few decoy names first, don't put out a blank sign up sheet, it's strange, but people are hesitant to sign up on a blank sign up sheet. 11:OOam-l :OOpm is the best, busiest time to table, and beyond 1O:OOand 2:00pm is usually not worth it.
TABLING OFF CAMPUS: Tabling off campus is important too!
Tables are often provided for us, but if not, there is usually a usable one at CCAT.
Make sure other tabling supplies are at CCAT before the event, as the Clubs Storage Closet is only open 9-5 mon-fri!
We can use the big display case in the library for two weeks during the school year (best to try to get one a semester or possibly two in a row for extensive displays). You sign up for a spot in the library the week before school starts! The spots are usually booked by the first week of school.
You will be responsible for setting up the display, and get help on this, you'll need it, it takes hours to do a good job. Plan out, sketch out what you want to do first, and make sure that most aspects of CCAT are represented, and it's good to ask for contributions of equipments, visual displays, etc. from employees.
You can start setting up the display on Tuesday morning of the scheduled week, but sometimes the Monday before if the last club took down their display early. Your display needs to be gone by Monday at 5:00pm after your scheduled week.
Tips: Standards of the display are: plush earth balls hung from the ceiling, a
model of CCAT, solar panels, and whatever tabling supplies are available.
Recruiting and organizing Volunteers is part of your job. The majority of this work takes place during the first three weeks of the semester .
Let people know we need volunteers via library displays, bulk email, flyers, staking, chalking, tabling.
This is a great way to get potential volunteers up to CCAT and take them into the fold. You should take measures to make sure new people are welcome, get a good idea of what CCAT is about, and get all their questions answered (get other employees to help with this, there are too many for you to handle). Also make sure there are volunteer sign-up sheets on the coffee table.
Try to pin people down as to what they might be interested in doing at CCAT. This is the best way to get them started. Develop a volunteer list, divided by area of interest; email it to all employees, place one on the board in the CCAT office, and give hard copies to whichever employees want them. Also email volunteers employees' email addresses and office hours. Keep this list up to date.
Don't forget to thank volunteers! Phone volunteers that you know have helped out, send out a few thank you cards, or even just email them. This is important.
The clubs office has a lot of resources available to you. This is a good home base, As you are often on the opposite side of campus from CCAT. There are pens, paper, a paper cutter, office supplies, a lamination machine and a button maker. The clubs resource center has a phone you can use, get the key from the office. Just be nice to Patty, the main office lady, and do everything she tells you! Michael Wilcoxen is also a good contact.
Communicate with Co-directors and other employees - In order for our program to proceed efficiently, it is important that everyone involved communicates with everyone else. Please keep the co-directors and others informed of what you are doing, how publicity is going, any help you need, or ideas you have to enhance CCAT's outreach. There is a notebook to record the hours you work and what specific tasks you did, along with your timesheet. Since you may be working off site a lot, you can keep a personal log of hours worked and what specific tasks you did, to be turned in with your time sheet.