Final planning steps
Site layout and build timetable
Your co-chair(s) will need your help in creating a detailed site layout that shows the location of all the teams' activities. To do your part, sketch the location and orientation of the children's activity tables. If you have a choice of where to set up, keep safety in mind: you want children to be in view of the build site, but at a safe distance.
Remember that children are not allowed on the construction site. A partially enclosed area helps with supervision; it's also a good idea to place children near a shady, restful spot.
An official build timetable is another way for co-chair(s) to ensure that everyone is on the same page...literally! It's essentially a script for site prep and Build Days, a single document that pulls together all the teams' activities and lists them in order. Your co-chair(s) will need from you a detailed Children's Team schedule including your team's arrival times, deliveries of supplies, major children's activities, and who will be participating in each task.
Wrapping up team tasks
As you approach the build, it's time to finish solicitations and finalize your schedule of activities. First, make sure you have a complete list of children's donors and volunteers. Then check off these tasks for a strong finish:
Organize donor and volunteer confirmation calls.
The playspace build is a big deal to you and your team, but it may slip the minds of busy supporters. They may also realize, at the last minute, that they have scheduling conflicts! Check to make sure that all of your donors have received written confirmation letters, clarifying the details of their contribution and inviting them to the build. Then divide your donor and volunteer lists into small groups and have each of your team members perform follow-up calls. These should be conducted no more than one week before the build.
Check your supplies.
Are all your supplies on hand? Will any be picked up or delivered the day of the build? Do you need to make purchases? Check with your donors and volunteers to confirm that all supplies will be arriving as needed.
Consider emergency sources of supplies.
Just in case you need popsicle sticks or glue at the last minute, designate a "runner" who will have a car on hand. Be sure to talk to your co-chair(s) about whether petty cash will be available, and how it will be disbursed.
Consider emergency sources of volunteers.
If volunteers are late or absent, do you have someone you can turn to? Work with your team members to develop a list of names or organizations who might help you in a pinch.
Set up a communication system.
You may need a way to contact donors and volunteers from the build site. Make sure that you have a cell phone and that important contacts have the number where they can reach you.
Your co-chair(s) have probably scheduled a walk through, or "dress rehearsal," a day or two before the build. The whole committee will look to you for the following information:
- Where will children's activities be held?
- What will they be doing?
- How many children and how many supervisors are you expecting?
- Are there any times when children will be present on the build site, such as mini-tours or visits?
- What is the children's role in the ribbon-cutting ceremony?
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