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.
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Step Up Youth Volunteer Ambassadors Project Planning Toolkit
This document comprises of the Step Up Youth Volunteer Ambassadors' (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.
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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
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
Step Up Youth Volunteer Ambassadors Project Planning Toolkit
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?
Step Up Youth Volunteer Ambassadors Project Planning Toolkit
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?
Step Up Youth Volunteer Ambassadors Project Planning Toolkit
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
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
Step Up Youth Volunteer Ambassadors Project Planning Toolkit
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.
Step Up Youth Volunteer Ambassadors Project Planning Toolkit
$ 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.
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