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Operations and Logistics Amy Yu Outreach Coordinator Asian Liver Center at Stanford University
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Operations and Logistics
Amy YuOutreach CoordinatorAsian Liver Center at Stanford University
Preparation Execution Evaluation
Workshop Game Plan
Preparation
The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
What kind of outreach?What is the venue?What do you need?
The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Who is the target audience?Who are you working with?
Who do you need to contact?
The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Where is your outreach held?Where are your resources?Where do you need things?
The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
When is your start time?When is your end time?
When do you need resources?
The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Why are you doing this?Know your purpose.
Basics
ScopeResourcesTimeline
Budget
Stop Right There, Buddy
Basics
ScopeResourcesTimeline
Budget• Overall Picture• Goals / Objectives
• Game Plan
Is this FEASIBLE?
Stop Right There, Buddy
Basics
ScopeResourcesTimeline
Budget
• What you need• Types of Resources?• Back to Basics
Stop Right There, Buddy
Basics
ScopeResourcesTimeline
Budget• Planning Timeline• Execution Timeline• Who, When, and
What?
BE DETAILED
Stop Right There, Buddy
Basics
ScopeResourcesTimeline
Budget• Know your budget
• Limitations• Be flexible and
creative
Stop Right There, Buddy
EMERGENCY!
Always have a Plan B
Be flexible
Identify the unpredictable elements
Remember! Things will not always go as planned!
Execution
Let’s Get Down to Business
Practice
Run Throu
gh
Troubleshoot
Be Ready for Anything.
Don’t Forget!
Practice
Run Throu
gh
Troubleshoot
EMERGENCY
Evaluation
Evaluate
Goals?• What are
they?• Meet
them?• Why?
Feedback• What went
well?• What
didn’t go well?
• Design survey
Future• What
would you change?
• How to make it better
Document everything you do!
Preparation Execution Evaluation
Case Study: YLC 2008
YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Leadership conferenceStanford University facilities
Manpower, advertisement, etc.
YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Target: High School StudentsPartners: CDC, Gilead, SUContact: Grants, Events
Services
YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Where: Stanford campusResources: Stanford, order
Need things at dorms, stages
YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Event: 8/14/08 – 8/17/08Planning: 1/1/2008
Need: 2 weeks before event
YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
To impart HBV / liver cancer knowledge, leadership and
organizational skills
• Overall Picture: 4-day leadership conference
• Goals / Objectives: Empower youth to take action and gain the skills to be effective leaders
• Game Plan: 4 days packed with dynamic speakers and an exciting team challenge
Is this FEASIBLE?Yes. See Precedent.
Stop Right There, Buddy
• What you need: Lodging for 100 students
Food for 100 students + 20 staff Advertisement game plan
Speakers And so much more…
• Types of Resources: Advertisement, Food vendors, etc.
• Back to Basics: What do I need for this and that event? Where do I need them and at what time?
Stop Right There, Buddy
Stop Right There, Buddy
Who Task Deadline/notes Hua, Grace, and Stephanie
Prepare materials for mass assembly- Print nametags (100)- Print labels for jade bracelets (100)- Print name labels for handbook and
folder (100)
Need to have names of participants ready by 8/8/08
8/10/2008
Nick, Jonny, Khanh
Assemble conference packets – labeled and organized alphabetically- Handbook (with name label)- Pen- Nametag- jade ribbon pin- jade bracelets
8/11/2008
May need to order more pins!
• Know your budget: $15,000
• Limitations: Must work with Stanford Events and Labor Services, must use Stanford catering, classrooms not always
guaranteed, short-staffed
• Be flexible and creative: Need to fundraise
Stop Right There, Buddy
EMERGENCY!
Scenario: lost USB Stick with all presentations
Plan B: Stored all presentations on all other USB sticks
Remember! Things will not always go as planned!
Evaluate
Goals?• Impart HBV
knowledge• Leadership
skills• Yes• Lectures,
games, reinforcement
Feedback• How: HBV
knowledge surveys
• Feedback forms
• Good: team challenge!
• Eh: boring speakers
Future• Change:
More work time
• Better: more dynamic speakers; longer conference
Document everything you do!
GOOD LUCK!
