Organizing for Success

Secret Sauce?
Have fun!
Each lead manages one or more parts of the event.
Trello is a free and easy-to-use project management tool.

Key Concepts

A core team of 2-3 leaders/managers can lead your fair to success! This team will:

  • Liaison with important community stakeholders to gain support for the idea.
  • Oversee event design.
  • Monitor progress and resolve issues as needed.
  • Set standards and reviews all materials for accuracy, quality and consistency.
  • Liaison with the larger team of volunteers.
  • Attend the fair, engage in meet-and-greet at entrance, circulate throughout the space and serve as an ambassador.
  • Oversee follow-up, document and publish results

Leaders may come from a variety of backgrounds, and most of all need to know how to motivate others to get things done. Each leader needs to manage one or more distinct pieces of the event.

A clearly defined work plan and decision-making process helps everyone know what to expect, and prevents delays and frustration.

A high-level fair sponsor/funder can enhance the visibility of the event early on, and bring credibility to the fair as well as important funding.

You will save considerable time and effort by REUSING many elements in this Playbook. TIME SAVER

Suggested Steps

BEST PRACTICE We recommend that you allocate 6 – 8 months to develop your fair. This is mostly to accommodate the school schedule (access to teachers, administrators, and students is generally limited to October to May) and to make it easier for volunteers. What is important is that you think through your process and set an achievable plan.

  1. Workplan from Berkshires TIME SAVER
  2. Detailed Workplan

BEST PRACTICE We recommend that you allocate 6 – 8 months to develop your fair. This is mostly to accommodate the school schedule (access to teachers, administrators, and students is generally limited to October to May) and to make it easier for volunteers. What is important is that you think through your process and set an achievable plan.

  1. Workplan from Berkshires TIME SAVER
  2. Detailed Workplan

BEST PRACTICE We recommend that you allocate 6 – 8 months to develop your fair. This is mostly to accommodate the school schedule (access to teachers, administrators, and students is generally limited to October to May) and to make it easier for volunteers. What is important is that you think through your process and set an achievable plan.

  1. Workplan from Berkshires TIME SAVER
  2. Detailed Workplan

BEST PRACTICE We recommend that you allocate 6 – 8 months to develop your fair. This is mostly to accommodate the school schedule (access to teachers, administrators, and students is generally limited to October to May) and to make it easier for volunteers. What is important is that you think through your process and set an achievable plan.

  1. Workplan from Berkshires TIME SAVER
  2. Detailed Workplan

Standard line items in the budget include facilities and equipment, marketing, food, and school incentives. Details can be found in the budgets listed below.

  1. Fair Budget, Concord
  2. Expenses, Berkshires

Funding sources include town budgets, vendor fees, sponsorships, and foundation grants. Also, considerable costs can be saved with free use of town facilities and equipment, and printing services.

Grants

Harold Grinspoon Foundation: Dependent on the combined involvement of the town and school district, the Harold Grinspoon Foundation is offering up to $5000 for up to six cities/year in the Pioneer Valley and Berkshires. These funds are available through 2020, and possibly beyond. For additional information, contact education@ener-g-save.com

The New England Grassroots Environmental Fund offers small grants for events.

  1. Grassroots Environmental Fund Event Sponsorships
  2. Additional Funding Opportunities
  3. Cooler Concord Sponsorship Letter

“We wanted this event to be more than just a feel-good fair, so we needed a way to measure results. It began as a Shared Google Spreadsheet and has evolved to be an easy-to-use Application (Mobile phone, Tablet, Computer). It measures the impact of energy-saving pledges made by participants at the fair. Each action has an associated annual reduction in CO2. Check it out. Many fair attendees thought it was fun to use.”

Team Leader

Using the Carbon Saver

  • Familiarize your team with the Carbon Saver
  • Modify the logo and introductory text for your community
  • Develop a strategy and incentives for getting participants to use the Carbon Saver
  • Determine the carbon reduction points pledged at the fair
  • Determine the carbon reduction points realized by the actions taken within the year following the fair
  • Share the report with stakeholders

Insert specific instructions???

  • A web hub explaining key ways to save energy and detailing current rebates is available to all Cooler Communities. There are two versions of the site: 
  1. CoolerConcord, for towns with municipally owned light plants, and
  2. CoolerBerkshires, for towns with an investor-owned utility and associated rebates for energy efficiency.

If you would like to adapt the website for your community.

  • Make a copy of one of the two websites. You’ll need someone with expertise in Word Press to help.
  • Customize the logo and introductory text.
  • Adapt the content as needed, which should involve minimal changes.