Committees
Award Ceremony and Review Session
The Award Ceremony and Review Session Committee, as its name suggests, works to plan the two major events for the grant program, the grant award ceremony and the grant review session, as well as carry out other event planning as needed.
A detailed list of tasks for this committee is outlined in the “Award Ceremony and Review Session Committee Checklist” document. Deadlines should be assigned for each task at the beginning of each grant cycle in respect to when the grant applications are due. For your convenience, the checklist has been recreated and edited here:
Grant Review Session
Grant Award Ceremony
Award Ceremony Program
Award Ceremony Big Checks (checks should be completed for each grant one week prior to ceremony)
In addition to completing these tasks, this committee can invite special guests to attend and, if desired, speak at, the grant award ceremony. Special guests make the award ceremony exciting to those youth grant award winners who recognize them and also show community support and endorsement of the program. Invite your mayor, your school superintendent, principals, and teachers to come see all that your program and the youth of your city can and will accomplish.
The Award Ceremony and Review Session Committee, as its name suggests, works to plan the two major events for the grant program, the grant award ceremony and the grant review session, as well as carry out other event planning as needed.
A detailed list of tasks for this committee is outlined in the “Award Ceremony and Review Session Committee Checklist” document. Deadlines should be assigned for each task at the beginning of each grant cycle in respect to when the grant applications are due. For your convenience, the checklist has been recreated and edited here:
Grant Review Session
- Establish date and time of interview session
- Reserve room for interview session
- Confirm with location - number of chairs, tables, as well as ability to provide food
- Confirm with location - ability to place sign to direct interviewees to location
- Ensure there are enough power strips for laptop computers
- Provide "Tips on Interviewing Applicants" document to board members
- Make copies of "Interview Checklist" document for board members
- Make 2-3 hard copies of grant applications for reference
- Ensure that the board has enough laptops to share for applications
Grant Award Ceremony
- Establish date and time of grant ceremony
- Confirm availability of any special guests
- Reserve a location for your award ceremony
- Identify alternate location in case of inclement weather (if original location is outside)
- Approach local stores for food donations for the ceremony using "Donation Request Template" as a starting point for a letter
- Confirm that the location has a microphone, podium, and electricity
- Confirm that the location has tables for refreshments
- Coordinate 1-2 photographers for ceremony pictures to be used on website and press releases
Award Ceremony Program
- Confirm sponsors for back of program
- Provide draft of program to the grant program manager and to all Award Ceremony & Review Session committee members once donors and awardees are identified. Use "Award Ceremony Program - Inside" and "Award Ceremony Program - Outside" as a starting point.
- Upon completion of program, send program to board members and to any sponsor requiring pre-approval of their logo
- See if printing of the program can be donated by a local company, office, or organization
- Coordinate opening comments, guess speaker(s), and closing comments with the board
- Coordinate the length of time available for remarks with guess speaker(s)
- Assign a committee member to write a brief script based on "Speech - Presentation of Checks" to present each grant's project
Award Ceremony Big Checks (checks should be completed for each grant one week prior to ceremony)
- Update prior year’s "Big Check" with current year’s sponsors
- Create a big check for each grant awarded, with mentors signing and assigned to present the checks to the project that they will be mentoring
- Get checks printed on 11x17 paper and trim to check size. Support with heavy stock paper
In addition to completing these tasks, this committee can invite special guests to attend and, if desired, speak at, the grant award ceremony. Special guests make the award ceremony exciting to those youth grant award winners who recognize them and also show community support and endorsement of the program. Invite your mayor, your school superintendent, principals, and teachers to come see all that your program and the youth of your city can and will accomplish.
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