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NatWest RugbyForce Introduction to the Natwest RugbyForce weekend 15/16 June 2013
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NatWest RugbyForceIntroduction to the Natwest RugbyForceweekend 15/16 June 2013

01 Introduction from NatWest & The RFU02 Introduction to NatWest RugbyForce03 How to use this guide05 Project Plan & Before you get started06 Why NatWest RugbyForce? 07 What needs doing?08 The Plan for the six weeks leading up to the NatWest RugbyForce weekend 15/16 June09-14 Week 1: Getting the most out of your event15-17 Week 2-3: Project tasks, materials and skills audits / people inventory18-19 Week 4-5: Managing your event and finalising arrangements20-21 Risk Assessment & Health & Safety Tips22 Week 6: NatWest RugbyForce weekend 15 – 16 June 2013

WHAT’S INSIDE

1 Top Tips for a successful weekend2 Opportunities & Funding3 Communication advice (spread the word)4 Pre-event press release5 Post-event press release6 Volunteer Interest/skills audit7 Project Volunteer Requirements8 Action Plan and GANNT chart templates9 Project Tasks and Skills Audit10 Projects Tasks and Equipment log11 Post Event Report 12 Thank you letters

KEY SUPPORT DOCUMENTS

01 NatWest RugbyForce 2013

WELCOMEA WELCOME NOTE FROM NatWest

WELCOMEA WELCOME NOTE FROM THE RFU

A warm welcome from the NatWest RugbyForce Team.

NatWest knows how important rugby clubs are; they help form the heart and soul of community life and provide the foundation upon which international rugby is built. At NatWest we want to support what is important to your community and ensure we all remember what makes our game great.

Stuart Lancaster is NatWest RugbyForce’s ambassador and shares our aim of improving rugby club facilities and safeguarding them for future generations. Together, we hope this guide helps you realise your club’s aspirations, whether you are developing future nationals, or creating facilities for the whole communityto enjoy.

Log on to www.facebook.com/natwestrugbyforce to share your stories and learnings with the rest of the RugbyForce community.

Lastly, the very best of luck with your RugbyForce weekend on 15/16 June!

NatWest RugbyForce Team

A warm welcome from the RFU.

Congratulations on being selected to attend the NatWest RugbyForce project planning workshop. I hope you will find both the workshop and workbook useful in helping you build and plan for a successful weekend on the 15/16 June and in utilising your improved facilities to grow your club.

The RFU is focused on strengthening our member clubs and growing the game in the communities around them - NatWest RugbyForce is a fantastic platform to improve your club and to engage with your local community in doing so.

We are confident that NatWest RugbyForce will help make your club business stronger by getting volunteers and communities behind your local club to improve and renovate your facilities. These improvements will help lead to more sustainable rugby clubs both on and off the field.

Enjoy the workshop and have a great NatWest RugbyForce weekend in June.

Steve GraingerRFU Rugby Development Director

Welcome to the NatWest RugbyForce 2013. NatWest RugbyForce is designed to make your club business stronger by getting volunteers and communities behind their local rugby clubs to help them improve and renovate their facilities, leading to creating sustainable rugby clubs by maximising the clubs ability to generate revenue.

You could utilise NatWest RugbyForce to redecorate the club social area making the club more attractive to be utilised externally or a complete over haul of your changing facilities making them suitable for an increased membership now and in the future. No matter how big or small your project, the NatWest RugbyForce can help.

NatWest RugbyForce is much more than just a two day event. Through the event, you can help your club engage with your local community and show what an important role they play in making your club unique. Clubs desperately need volunteers to support their activities and by engaging them in NatWest RugbyForce this is a great opportunity to engage new volunteers and to retain as volunteers past the weekend.

Post the NatWest RugbyForce weekend the support will continue with business support seminars from NatWest to really make your club thrive.

The Work focuses around the NatWest RugbyForce Weekend which takes place on the 15 & 16 June but the aim is to create viable clubs which use and improve their facilities to maximise revenue over the long term.

So get together and celebrate the start of summer with a team of volunteers and help your club kick off fully prepared for next season with NatWest RugbyForce. A bright future for your club awaits, but don’t just take our word for it – here are a couple of examples of some of the brilliant feedback from clubs involved in last year’s programme:

“Whilst NatWest RugbyForce has the quick and immediate effect of fixing what’s broken, we’re confident that the changes that give more subtle improvement are just as important and ensure we have a bright future.” Richard Goldthorpe, Wortley RFC

“Aspatria RUFC would like to thank NatWest RugbyForce for their help in ensuring our major pitch improvement project took place. In addition to the pitch the clubhouse also received attention with some long overdue jobs being tackled.” David Saul, Aspatria RFC

Note: As we have no specific knowledge of your club or facilities, it should be noted that the contents of this manual are not to be considered as, nor are they intended to be, definitive advice. Neither NatWest, The Rugby Football Union nor any supporting companies or governing bodies accept any liability for any direct or indirect loss or damage caused to any club, individual or third party as a result of following these tips or of any tasks carried out during NatWest RugbyForce Weekend.

INTRODUCTIONTO NatWest RugbyForce

NatWest RugbyForce 2013 02

03 NatWest RugbyForce 2013

HOW TO USE THIS GUIDE

This guide has been created with the aim of helping you to organise your NatWest RugbyForce Weekend event. It provides handy hints and tips from pre- to post-project and is yours to use as much or as little as you need. We suggest that you read through the contents, jot down a few notes and ideas, and then put together a plan that you feel is right for you and your club.

You’ll find information within the guide that we hope will help you start to organise your thoughts and plans please click on the relevant section on the website to take you to the next page of information. There are examples from other clubs as well as checklists, timelines and places to begin noting projects assignments and costs.

In addition there are other tools available for download at www.rfu.com/natwestrugbyforce. There you will find communication advice, skills audit templates, risk assessment templates and more. We hope you’ll find some of it helpful. In the end, you might choose to go strictly by the book or you may dance to your own tune. This is your plan, the choice is yours.

NatWest RugbyForce 2013 04

05 NatWest RugbyForce 2013

PROJECT PLAN

BEFORE YOU GET STARTED

A project plan should help guide your project. Starting from setting your goals and tasks to delivering the NatWest RugbyForce weekend and beyond. Each individual project will be different and you may wish to add to the plan at your planning meetings so feel free to add further detail. Please see below details of the core plan elements.

1. What do you want to do (vision, justification, benefits).

2. Define scope (what needs to be done, budget).

3. Who needs to be involved.

4. Communication.

5. Timeline.

6. Who is going to do which job.

Consider the following in making your NatWest RugbyForce project a success:

1. Work out what tasks need to be done, when they need to be done and what materials/people you need to deliver them. Divide up the work, don’t leave it all to one person. Use your own common sense as to how best to organise your activities.

2. Make sure you keep track of your budget. Know how much you have to spend and what income (or donations) you have to get.

3. Double check everyone knows what they will be doing during NatWest RugbyForce weekend and that they are ready.

4. Consider the English weather! What will happen to all your arrangements if it rains?

5. ‘If you don’t ask you don’t get!’ Enthusiasm and passion go a long way. Don’t be shy about asking anyone politely for anything – the worst that can happen is that they say ‘no’. Be prepared when they ask you why you want it. Always follow-up written communication with a telephone call or face to face.

6. Celebrate & say thank you for a great job done. Review your project against your goals. Highlight the difference you made. Send a letter of thanks to all organisations and people who have helped. Tell them the difference they have made. Don’t just leave this to the end, say thank you as you go.

NatWest RugbyForce 2013 06

WHY NATWEST RugbyForce?

Which of the following reasons are important to your club when running NatWest RugbyForce?

Score on a scale 1 (little importance) to 5 (very important).

Creating a club that can be utilised for meetings, functions and other revenue opportunities

Ensuring the club meets the expectations of its members and visitors now & in the future

Ensuring the club offers an environment suitable for people of allages, ability, culture and gender

Ensuring the club offers facilities to enable the club to grow its membership on & off the field

Installing energy efficient products to reduce utility costs

A club project to create unity across the whole club

Recruiting & retaining volunteers for after NatWest RugbyForce

Enlisting community & business partners to support the club

Other – Please state:

07 NatWest RugbyForce 2013

Based on the reasons for the club being involved with NatWest RugbyForce identify the projects to be completed as part of NatWest RugbyForce 2013 in priority order, including being clear on the difference the project will make to your club.

Project What difference will this project make to your club?

WHAT NEEDS DOING?

1.

2.

3.

4.

5.

NatWest RugbyForce 2013 08

THE PLAN FOR THE NEXT SIX WEEKS

09 NatWest RugbyForce 2013

In order to get the most from your project from the start, it will need to be given a guiding hand in the right direction. A leader or team of leaders who have a good understanding of the clubs requirements will need to be put in place to drive the project forward.

Choose a project leader & set up your teamYour project leader needs to be someone with enthusiasm and excellent communication skills.Experience is not necessary. They will see the ‘big picture’, have the passion to make things happenand persuade others to get involved! Form a team and divide responsibilities so that everyone involved is clear about their role.

The project teamIn order to plan and successfully manage the project, it’s important to set up a team to understandwho is looking after which areas. Below we have set up an idea of how this could look, but remember to think about your individual project needs.

Set your goalsDecide what makeover you want to do that will really benefit your club, involve the community and make it FUN! Is it totally clear what you are going to do? Can you get the people, money and other resources to do it? Can you do it in a reasonable timescale? NatWest RugbyForce Weekend projects are only limited by the imagination, ambition and commitment of your team.

WEEK 1GETTING THE MOST OUT OF YOUR EVENT

MANAGEMENTPLANNING

VOLUNTEERS

FACILITIES &CATERING

BUDGET &FUNDRAISING

TRANSPORT &SECURITY

MATERIALSEQUIPMENT

HEALTH & SAFETYWELFARE PROMOTIONS

SKILLS &EXPERTISE

MEDIA PUBLICITYPHOTO/VIDEO

FUNENTERTAINMENT

NatWest RugbyForce 2013 10

WEEK 1GETTING THE MOST OUT OF YOUR EVENT

Ideas for projects are:

Don’t forget to get a reality check! You may think your idea is good, but does everyone else, especially the club committee?

Motivate others to be part of the makeoverAnnounce your project to all club members, supporters, and sponsors, via email, news sheets,notice boards, websites and meetings. Get them excited about your project and tell them how theycan get involved. Consider the skills required - perhaps one of your club members is a carpenteror a PR guru. They may know someone who has the skills you need. You won’t know unless you ask!

Plan ahead and make sure that everyone has a job - try to ensure you maximise every minuteof volunteer time. Be prepared for people unexpectedly turning up at the makeover. The project may mean your club members and the local community getting more involved with the club for the first time. Make sure that someone welcomes them and asks them/encourages them to take an active part in the club in the future.

Ask for everythingIf you don’t ask you don’t get! Enthusiasm and passion go a long way. Don’t be shy about asking anyone politely for anything – the worst that can happen is that they say ‘no’. Be prepared when they ask you to explain why you want it.

Always follow written communication with a telephone call or face to face communication. Contact other organisations to get them involved: Duke of Edinburgh Award, volunteer centres, local authorities, local businesses, local schools & colleges, and more! Think about how they will benefit. For example your local college may have a media course with students who can access the equipment to film your makeover and then produce a video for your website. In return, you could put information about the college on the notice board.

Improve accessibility Improve social areas Clean or refit the kitchen

New carpet/flooring in the bar New boiler and showers Baby changing facilities

Paint the changing rooms Clear up the club grounds Improving the entrance way & lighting of the entrance way.

Plant some flowers and shrubs Trophy cabinets and shelves New equipment storage.

11 NatWest RugbyForce 2013

Spread the WordCommunicate what you are doing and why you are doing it. Think creatively to make the most of media(newspapers, radio, television, websites). Allocate a spokesperson who has an excellent understanding of the event. Plan your communications:

• Project Start: Send out a press release with your goals. Ask the media to run a story highlighting the people, materials, and skills you need to complete your makeover.

• Build Up: Report unusual and good news stories on an ongoing basis and invite journalists to see the most visual/newsworthy tasks.

• On the day: Invite local celebrities, local mayor, MP, elite players. Invite and brief the media.

• Make sure someone is responsible for photographing/videoing the event. This will make an excellent ‘before’ and ‘after’ story.

Project complete: Send out the post-event press release with images from the day and/or write an article for your local paper. Display your photographs and video on your website and in your club.

Help is at handUse the supporting press release frameworks which are available to download but don’t forget to contact your Regional Press Officer (RPO). The four RPO on the RFU staff have a professional insight into what constitutes the kind of story that the spoken and written media will be interested in.

They are there to help you to get your message/story out to a wider audience, but unless you liaise with them they can’t support your efforts. Speak with them or drop them a note outlining the scheme/project you are engaged upon and invite their thoughts on how a promotional story might be best written.

WEEK 1GETTING THE MOST OUT OF YOUR EVENT

Paula Rowe Senior Communications Manager and Regional Press Officer – South West+44 (0)7715 856640 +44 (0)208 831 6160 [email protected]

Hugh Godwin Regional Press Officer – London and the South East+44 (0)7764 660187 [email protected]

Tony Simpson Regional Press Officer - North +44 (0)7764 336708 +44 (0)1535 649287 [email protected]

Paul Bolton Regional Press Officer - Midlands+44 (0)7966 102495 [email protected]

NatWest RugbyForce 2013 12

WEEK 1GETTING THE MOST OUT OF YOUR EVENT

Effective PromotionsNot all promotions are successful; therefore, it is important to track what is effective and what is not, adjusting your approach for next time.

• Gather information on what works and what doesn’t so that you can be clear about how to improve your promotions and build on your successes.

• Try asking new volunteers which promotion, if any, encouraged them to join.

• Count responses to promotional campaigns wherever possible and compare and contrast results.

• Look at your website statistics to find out how many people viewed pages related to Natwest RugbyForce.

• Use the same style in all your promotional materials, this way your brand will gain recognition.

• Stick with it!

Contact club supporters and partnersRegardless of the size of your project, one of the most successful ways to meet your goals is to bring in help and support from your existing partners and supporters. A little time invested in contacting your team will really help you bring together a team to deliver on your project.

Each of these partners will individually make a difference, but when your club brings them all together, the results can be outstanding!!

Below we’ve listed some of the key ways in which you can seek help and support from your partners.Remember this list is not endless so if you have a need make sure you ask someone you think can help!People and organisations may be willing to help in all sorts of ways.

13 NatWest RugbyForce 2013

1. Businesses / Organisations

Who?Local, regional, national, existing supporters/sponsors, new supporters/sponsors

How - what can you ask for?Everything you need i.e.• Donations of materials/services• Discounts or more vouchers• Specialised skills - brick layers, plumbers, joiners, plasterers, upholsterers

What will they want/need from you?Publicity through display boards, newsletters, website, the local media

2. The Local Community

Who?Local community groups for any skills, time, facilities, and materials they can offer schools/colleges -for students and staff that may be able to offer the following skills: artistic, media, IT, resistant materials

What may they want/need from you?Everything you need i.e.Publicity, opportunities for students to practice their skills, mentoring

3. Special Guests

Who?• County rugby club players - through Rugby Development Manager/Union• Former talented players from your club• Local sporting celebrities• MP• Local Councillors

How can they help?• To raise the profile of your event in the media and local community• To attract support through attendance from their partners and networks• To assist with projects/coaching

WEEK 1GETTING THE MOST OUT OF YOUR EVENT

NatWest RugbyForce 2013 14

WEEK 1GETTING THE MOST OUT OF YOUR EVENT

4. The Media

Who?Local / regional newspapers, local commercial radio stations, BBC radio station, club website(s) and county rugby club’s websites

Why?• To raise awareness of your event with businesses or local community supporters and special guests• To thank your partners and volunteers• To raise the profile of your club, volunteers and partners • To request support• Help recruit new members

What are they looking for?Good news stories involving the local community

5. Club Members / Supporters

Who?All members, their families and friends, players, all supporters

What can you ask for?Everything you need i.e.• Skills, resources, contacts - their networks, ideas, time…

What roles can they carry out?Project Manager, Publicity Officer/PR guru, Procurement Manager, Photographer, Video Diarist, Caterer, Labourer, Plumber, Plasterer, Joiner, Electrician, Painter, Soft Furnishing Maker, Crèche Organiser, assistants to any of the above

6. Local Authority

Which Departments?• Sports Development and Leisure• Building Services• Parks and Recreation

How can they help?• Free hire of equipment/ transport/skips• Labour/Skills• Landscaping• Publicity

15 NatWest RugbyForce 2013

Project TasksRemember to be realistic and keep it achievable through the resources and materials available to you. By working through the following list, identifying the areas for attention, followed by the equipment required you should be able to narrow your focus to the core areas to ensure they can be achieved.

Remember - be realistic about what can be achieved over the course of the weekend!

Materials - what we need to buy and how do we buy it

DIY ResourcesUsing the NatWest Projects Tasks and Equipment log ensure that you fully understand the materials that will be required to undertake the tasks identified in order that you have all the right tools and materials to assist in the makeover of your chosen project. This will require identification of the materials and budget required.

Catering In order to make NatWest RugbyForce successful you need to look after the volunteers that are assisting you. Make sure that you have planned to offer refreshments (food and drink) to reward the volunteers for all their hard work. This could be offering a breakfast to start the day or a barbeque to celebrate the hard work at the end of the day. Ensure this area is thought through, budgeted and volunteers are allocated to these tasks so that the workforce is looked after.

Skills Audit and People InventoryNow the project tasks have been prioritised and goals have been established and the key materials and equipment should have been identified it’s time to focus on which volunteers suit the tasks set. At this stage if you have a lack of skilled volunteers it’s a good idea to target the contacts you have who will suit particular tasks. Remember you can think wider than the club so if someone has a friend who is an electrician or a plumber, maybe they’ll be prepared to help out.

WEEK 2&3PROJECT TASKS, MATERIALS AND SKILLS AUDIT / PEOPLE INVENTORY

Where Task Materials Equipment

e.g. Kitchen 1.Fix leaking tap Washers Socket

2.

3.

4.

5.

6.

7.

Skills Audit and People InventoryNow the project tasks have been prioritised and goals have been established and the key materials and equipment should have been identified it’s time to focus on which volunteers suit the tasks set. At this stage if you have a lack of skilled volunteers it’s a good idea to target the contacts you have who will suit particular tasks. Remember you can think wider than the club so if someone has a friend who is an electrician or a plumber, maybe they’ll be prepared to help out.

NatWest RugbyForce 2013 16

WEEK 2&3PROJECT TASKS, MATERIALS AND SKILLS AUDIT / PEOPLE INVENTORY

The volunteer team will need to be managed by the project team and a list of suggested roles for the weekend is listed out underneath the core team below

Where Task Materials Equipment Volunteers

e.g. Kitchen 1.Fix leaking tap Washers Socket

Overall Project Manager

Communications Manager Volunteer Manager Materials Manager

Volunteers and Task Allocation

To communicate all aspects pre and post the project amongst:• Club Members• Local Media• Local Business• Website

To manage photographers on the event day and diarise the event through video if possible andstill images

To manage all volunteers in the run up to and on the event day.

To allocate roles to the core skill set and general volunteers.

To purchase the food and beverages for the volunteers BBQ.

To ensure that all volunteers are fed and watered throughout the day

To over see the provision and purchasing of all materials and equipment.

To liaise with suppliers and ensure the inventory is kept up to date of requirements and provision of equipment amongst volunteers.

17 NatWest RugbyForce 2013

Volunteer Recruitment Opportunities

Identify the internal volunteer recruitment opportunities available to your club?

Consider:• Events & socials you have planned• Opportunities to speak with members, parents, players, volunteers & spectators• Opportunities to carry-out a skills audit

Potential PartnersIdentify the potential community and commercial partners that could support your NatWest RugbyForce Weekend:

Partner Organisation What For?

WEEK 2&3PROJECT TASKS, MATERIALS AND SKILLS AUDIT / PEOPLE INVENTORY

NatWest RugbyForce 2013 18

WEEK 4&5MANAGING YOUR EVENT & FINALISING ARRANGEMENTS

• Finalising teams for each task• Allocate each task team materials and equipment required• Health and safety: ensure we take preventions and protect our team

You should by now have a clear direction of how your NatWest RugbyForce Weekend event is looking.The following project plan will help to ensure that you have covered all areas and bring togetheryour overall project plan:

Rugby Club:

Project name:

Event Date:

Project Goals:

Overall Leader: Name and contact number

Volunteer Co-ordinator: Name and contact number

Materials Manager: Name and contact number

Volunteers & Task Allocation: Name and contact number

DIY ResourcesUsing the NatWest RugbyForce Tasks and Equipment log ensure that you fully understand the materials that will be required to undertake the tasks identified in order that you have all the right tools and materials to assist in the makeover of your chosen project. This will require identification of the materials required and budgeting.

CateringAgain in order to make the NatWest RugbyForce successful and to look after the volunteers that are assisting you make sure that you have planned to offer refreshments (food and drink) to reward the volunteers at the end of the day for all their hard work.

Health & SafetyCarry out full risk assessmentFirst Aider - confirm onsite assistance for the event (name and contact number)

MarketingPresence on local mediaCommunications to members - emails / newslettersPosters around the clubWebsite communications

19 NatWest RugbyForce 2013

PR & MediaMedia contacts and attendance on the day

Example Timings08.30 Management team arrive09.30 Volunteers arrive for briefing09.30 Tea and Coffee available10.00 Work commences12.30 Lunch break18.00 Project completion18.30 BBQ

Tidy UpClean up, throw out rubbish and return all tools and equipment

Evaluation• Team debrief - what worked and what didn’t work so well?• Thank you letters to supporters and volunteers• Questionnaire to volunteers• Complete Project Report

Finalise your task planRegularly review and update your NatWest RugbyForce Weekend project plan. Double check everyoneknows what they will be doing during an event and they are ready.

• Finalise what tasks need to be done, when they need to be done and what materials/people need to do them. Divide up the work, don’t leave it all to one person. Use your own common sense as to how best to organise your activities• Remember to print copies of the task / volunteer roles for display at the event• Print copies of the event plan for organisers• Look after the people involved - communicate with them, feed your volunteers, make it fun for them!• Consider the weather! What will happen to all your arrangements if it rains?• Have waterproofs, wellies, umbrellas, hot drinks, cold drinks, sun hats and sunscreen available, just in case!

WEEK 4&5MANAGING YOUR EVENT & FINALISING ARRANGEMENTS

NatWest RugbyForce 2013 20

RISK ASSESSMENT & HEALTH & SAFETY TIPS

Whilst it is clearly the intention of everyone taking part in the NatWest RugbyForce Weekend to work to the benefit of the clubs taking part and to have an enjoyable time in doing so, it is important to ensure that everyone works both safely and smartly. Safety of all participants should be considered as paramount. Clubs may have a duty of care to each of its participants and if any participant is injured, it is possible they may be able to sue the club. We would suggest that each club:

1. Appoints a Project Leader who will supervise those tasks that are to be undertaken and will assign those tasks to the willing and most appropriate volunteers. The Project Leader should keep a record of who is assigned to a task and the experience of that person.

2. Check the club’s current insurance policies to ensure that it has the appropriate cover to protect and cover all participants in relation to the tasks being undertaken during NatWest RugbyForce Weekend.

3. Ensures that a safety officer and/or appropriate first aid assistance is available and that medical and first aid kits are available and fully stocked.

4. Undertakes a basic risk assessment of each of the tasks. The club should briefly analyse:

• What hazards exist in a task.

• Who is at risk.

• Whether the participant has the necessary experience and/or qualifications.

• Whether an accident is likely.

• How serious the consequences of an accident could be.

• What steps can be taken to reduce accidents.

• Generally, only low risk tasks should be undertaken. Where higher risks tasks are attempted you must ensure that adequate extra safety precautions are taken.

5. Ensure that the premises are safe before any tasks are undertaken.

21 NatWest RugbyForce 2013

RISK ASSESSMENT & HEALTH & SAFETY TIPS

6. Ensure that no tasks are attempted by participants who are not appropriately qualified or who do not feel comfortable, especially in relation to:

• Electrical work.

• Use of blades/sharp tools/heat/chemicals.

• Use of heavy/complicated machinery.

• Working at height/on unsafe structures.

• Working alone and/or unsupervised.

7. Ensure that all reasonable safety precautions are taken at all times.

8. Where best practice dictates or suggests that safety equipment is worn or used, ensure that such equipment is provided, is in good condition and is worn/used at all times.

9. Ensure that children are supervised at all times. Following these guidelines may not prevent accidents taking place but will, we hope, help you to reduce risks and protect the club. As NatWest cannot undertake assessment of the risks involved in the tasks you have planned for NatWest RugbyForce Weekend 2013, you will have to use your own common sense as to how best to organise your activities. Therefore these guidelines are not to be considered as, nor are they intended to be, definitive advice. NatWest and RFU accept no liability for any direct or indirect loss or damage caused to any club, individual or third party as a result of following these guidelines or carrying out any tasks during NatWest RugbyForce Weekend 2013.

NatWest RugbyForce 2013 22

WEEK 6NatWest RugbyForce Weekend

• Event Week• Take pictures before you start!• Print out project plans• Print out task lists and circulate• Signage, Poster - make a noise• Think about entertainment to keep the team going - music, singing the club songs, mini-competitions all can help keep the team motivated and energy high• Take pictures at the end!• Report it!

Key things to consider on the day• Ensure your core team arrive early and are ready to task your team of volunteers when they arrive

Celebrate achievement & thank supporters• You will have all done a great job so celebrate your success• Review your project against your goals. Write your project report. Highlight the difference you made• Think about having a party. Invite organisations involved to come along. Perhaps ask someone to make a short speech• Send a letter of thanks and congratulations to all organisations and people who have helped. Don’t just leave this to the end, say thank you as you go along

Key support info

1 Top Tips for a successful weekend2 Opportunities & Funding3 Communication advice (spread the word)4 Pre-event press release5 Post-event press release6 Volunteer Interest/skills audit7 Project Volunteer Requirements8 Action Plan and GANNT chart templates9 Project Tasks and Skills Audit10 Projects Tasks and Equipment log11 Post Event Report 12 Thank you letter

For more information visitrfu.com/natwestrugbyforce


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