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HOW TO USE THIS TEMPLATE
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This a template on how to create your own workplan for your Impactathon. This is how to use this template:
- 1st make a copy of this template by going to “file”, “make a copy”
- 2nd fill out and customize the copied template with details relevant to your Impactathon. Adjust the sample template details as needed
- 3rd delete these instructions and the header above when you no longer need them
*Note: the 1st stage is a key/guide on how to fill out this template and stage 0 is a sample of what it might look like if you filled this out
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TASKS & DELIVERABLESLEADDURATIONDUE DATEPROGRESSNOTES
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STAGE #: NAME OF THE STAGE | HOW LONG THE STAGE IS | DATES OF THIS STAGE
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Week #: What you're focusing on this week | the dates for this week
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Here you put what the details of the task or deliverable that needs to be completedPut the name of whoever is leading this taskhow long it takes to complete this taskwhen this task should be completed bywhat the status of the task is (done, in progress, not started) or percentagesany notes that would be helpful in thinking about this task or notes on updates/changes
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STAGE 0: GETTING STARTED | 2 WEEKS | JUN. 8 - 19
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Week 1: Recruiting a Team & Narrowing Focus | Jun. 8 - 12
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Recruit a teamOrganizer1 hourWednesdayin progressLeslie is interested in being a tech facilitator, ask her again
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Choose your rolesEveryone2 hoursWednesdaynot started
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Choose a social justice themeEveryone2 hoursFridaynot started
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Choose a tech toolEveryone1 hourWednesdaynot started
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Choose what participants will create with the tech tool, around social justice themeEveryone1 hourWednesdaynot started
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Choose how many participants you would like to attend your ImpactathonEveryone1 hourThursdaydone
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Create an email template - edit one of our templates under the recruitment and media toolkitLogistics & Recruitment1 hourFridayin progress
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Email community partners who can help talk about the social justice theme and schedule meetings , include the social justice facilitators if possibleOrganizer30 minsWednesdaynot started
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Choose Impactathon format (online or virtual)Everyone30 minsWednesdaynot started
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Set the date and length/structureEveryone
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Week 2: Recruiting Participants & Researching | Jun. 15 - 19
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Meet with community partners to talk about possible content and include the social justice facilitators if possibleOrganizer
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Create a registration form for Impactathon pariticpants to sign up on - use our google forms template and edit to suit your impactathon!Evaluation
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Create a survey that you send out to partiicpants before the Impactathon to get a baseline of their skills and knowledge and better track their growth after the event - use and edit our templates to suit your impactathon!Evaluation
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Create a participant recruitment poster for your impactathon - use and edit one of our templates!Logistics & Recruitment
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Start researching the chosen social justice theme. Create a list of main sub topics relevant to the community that you would like to focus on and include your communitor partners into the workshopSocial Justice Facilitators
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Start researching how to use the chosen tech tool. Create a list of the main things you can do with this tool and the most important parts of the tool to know, outline the basicsTech Facilitators
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STAGE 1: DETAILING THE WORKSHOPS & RECRUITMENT | 2 WEEKS | JUN. _ - _
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Week 3: Creating Agendas & Outlining the Impactathon Workshops
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Create 1st draft agenda of social justice workshop - use and edit our template!Social Justice Facilitators
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Create 1st draft agenda of tech workshop - use and edit our template!Tech Facilitators
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Create an example of what participants will create with the tech tool that is around the social justice themeTech Facilitators
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Create 1st draft agenda of overall Impactathon - use and edit our template!Organizer
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Create social media recruitment plan (include the event poster and link to the registration/sign up form in your posts) - use and edit our template!Logistics & Recruitment
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Create a post-survey that partiicpants take at the end of the Impactathon to measure their growth - use and edit our template!Evaluation
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Week 4:
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Create 1st draft of social justice workshop powerpoint or visual learning aid - use and edit our template!Social Justice Facilitators
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Create 1st draft of tech workshop powerpoint or visual learning aid - use and edit our template!Tech Facilitators
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Create 2nd draft agenda of overall Impactathon - use and edit our template!Organizer
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Start posting on social media using your social media plan created last week Logistics & Recruitment
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Have a target amound of partiicpants to sign up on your google form registrationLogistics & Recruitment
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STAGE 2: REFINING & PRACTICE THE WORKSHOPS | 2 WEEKS | JUN. _ - _
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Week 5:
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Create 2nd draft of social justice workshop powerpoint or visual learning aidSocial Justice Facilitators
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Practice your social justice workshop, receive feedback from the rest of your team and incorporate the feedbackSocial Justice Facilitators
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Meet with community partners and have them run through the content they're going to cover at the Impactathon for the social justice portion of the eventSocial Justice Facilitators &/Or Organizer
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Create 2nd draft of tech workshop powerpoint or visual learning aidTech Facilitators
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Practice your tech workshop, receive feedback from the rest of your team and incorporate the feedbackTech Facilitators
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If applicable/possible, create a cheat sheet or quickstart guide for this tech tool that participants and facilitators can reference. This can be a list of useful shortcuts or tipsTech Facilitators
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Continue posting on social media about your Impactathon and try to reach your target goal of participant signs ups on your google formLogistics & Recruitment
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Week 6:
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After the tech facilitators run through their workshop, everyone should create a sample tech deliverable to onboard yourselves to the tool and thus better support participants laterEveryone
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Incorporate community building, icebreakers and energizers into the agenda - use and edit our icebreakers!Organizer & Recruitment/Logistics
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Include guidelines for the day of the Impactathon into the overall agenda. Introduce the event, the theme, why you're doing this work. Script out introductions, closing and transitionsOrganizer/Recruitment & logistics
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Create 3rd draft overall agenda for Impactathon based on everyones edits/progress and previous 2 tasksOrganizer
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Create google site or google drive folder for partiicpants to access helpful resources/materials and upload their Impactathon creations to - use and edit one of our templates!Organizer
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Reach out to your community partners and run through their content for the ImpactathonSocial Justice Facilitators or Orgranizer
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Practice the Impactathon. Practice introductions, community building, the social justice workshop, tech workshop and closingEveryone
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STAGE 3: LAUNCHING YOUR IMPACTATHON | 1 WEEK | JUN. _ - _
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Week 7:
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Email, text or call your registered pariticipants to confirm their Impactathon attendance for the weekendRecruitment & Logistics
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Confirm how many people have taken a pre-survey and followup with those who haventEvaluation
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Continue refining your social justice workshop in collaboration with your community partners contentSocial Justice Facilitators
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Refine your tech tool example deliverables to be ready to share with participants and support them in creating their ownSocial Justice Facilitators
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Continue refining your tech workshop in collaboration with the social justice facilitatorsTech Facilitators
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Practice the Impactathon again the full way through and make changes accordinglyEveryone
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Email, text or call your confirmed participants the day of the Impactathon to remind them to come. If its mult-day be sure to contact them each dayRecruitment & Logistics
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Rest up and host a great Impactathon!Everyone
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Week 8:
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Email thank yous to everyone that attended with a link to all your resources and google site or google drive.Recruitment & Logistics
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Review and analyze your survey results, compare the pre survey to the post and measure any growth and ways to improve ImpactathonsEvaluation
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Debrief how the Impactahton went for everyone and how to improve them for the future, celebrate your success!Everyone
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"We are not affiliated with or sponsored by Innov8Social or any other branded impactathon program"
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