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Operations and Logistics

Operations and Logistics. Amy Yu Outreach Coordinator Asian Liver Center at Stanford University. Workshop Game Plan. Preparation. Execution. Evaluation. Preparation. The Basics. What kind of outreach? What is the venue? What do you need?. The Basics. Who is the target audience?

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Operations and Logistics

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  1. Operations and Logistics Amy YuOutreach CoordinatorAsian Liver Center at Stanford University

  2. Workshop Game Plan Preparation Execution Evaluation

  3. Preparation

  4. The Basics What kind of outreach?What is the venue? What do you need?

  5. The Basics Who is the target audience? Who are you working with? Who do you need to contact?

  6. The Basics Where is your outreach held? Where are your resources? Where do you need things?

  7. The Basics When is your start time? When is your end time? When do you need resources?

  8. The Basics Why are you doing this? Know your purpose.

  9. Stop Right There, Buddy

  10. Stop Right There, Buddy • Overall Picture • Goals / Objectives • Game Plan • Is this FEASIBLE?

  11. Stop Right There, Buddy • What you need • Types of Resources? • Back to Basics

  12. Stop Right There, Buddy • Planning Timeline • Execution Timeline • Who, When, and What? • BE DETAILED

  13. Stop Right There, Buddy • Know your budget • Limitations • Be flexible and creative

  14. EMERGENCY! Always have a Plan B Be flexible Identify the unpredictable elements Remember! Things will not always go as planned!

  15. Execution

  16. Let’s Get Down to Business

  17. Don’t Forget! EMERGENCY Be Ready for Anything.

  18. Evaluation

  19. Evaluate Document everything you do!

  20. Preparation Execution Evaluation

  21. Case Study: YLC 2008

  22. YLC 2008: The Basics Leadership conferenceStanford University facilities Manpower, advertisement, etc.

  23. YLC 2008: The Basics Target: High School Students Partners: CDC, Gilead, SU Contact: Grants, Events Services

  24. YLC 2008:The Basics Where: Stanford campus Resources: Stanford, order Need things at dorms, stages

  25. YLC 2008: The Basics Event: 8/14/08 – 8/17/08 Planning: 1/1/2008 Need: 2 weeks before event

  26. YLC 2008: The Basics To impart HBV / liver cancer knowledge, leadership and organizational skills

  27. Stop Right There, Buddy • 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.

  28. StopRight 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?

  29. Stop Right There, Buddy

  30. Stop Right There, Buddy • 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

  31. 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!

  32. Evaluate Document everything you do!

  33. GOOD LUCK!

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