Global Service Ambassador Meeting Notes Please send to GDOS mailbox confirming shipment receipt 7. On Event Day: Post Event Day:

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1 2014 Global Day of Service Global Service Ambassador Meeting Notes September 30, 2014 International at 11:00 a.m. Domestic at 12:00 p.m. (EDT); Classroom One (WHQ) Conference Call or ; Conference Code: Welcome / Roll Call (at end of meeting) 2. Event Date: Saturday, October 4, Service Ambassador s Toolkit Update a. Posted on intranet: Global Intranet > Our Company > Community Service > Crawford Cares > A Global Day of Service b. Also external website (for those without Global Intranet access): 4. Volunteer registration is closed. Online registration reports ed to global service ambassadors who requested. 5. Updated global service projects and service ambassadors listings a. Added Winnipeg, Canada project and ambassador b. T-shirt update: i. T-shirts were packed in Atlanta on Friday, September 19, shipped to global ambassadors. Ambassadors are to distribute shirts to volunteers prior to October 4. Please send to GDOS mailbox confirming shipment receipt. 6. Inclement weather options a. Each location should have contingency plan; be sure your volunteers are aware b. For Atlanta: If weather concerns, call Status Line number on employee badge: ; Option 1 (for locations); Option 1 (for Atlanta) 7. On Event Day: a. At the conclusion of the Global Day of Service, invite volunteers to gather for a simple lunch together, to complete the Volunteer Evaluation Form and share stores and gather feedback from participants. Status on lunch plans? Contact the agencies / organizations where you re volunteering for ideas and resources; they may have relationships with vendors/restaurants, etc. that support them. Consider requesting lunch components from multiple sources, i.e. sandwiches from one, fruit from a different source, drinks from another to build a complete lunch for your volunteers. Be creative. b. Remember to take photos and thank volunteers for their time and service! c. Be sure to have extra copies of the liability release forms at your events; ensure everyone has signed one. d. Have fun!!! 8. Post Event Day: Summarize your volunteers feedback and complete the Coordinator s Evaluation Report. Then, mail this coordinator s report (not all of the volunteers feedback forms) along with all signed volunteers liability release forms to the GDOS mailbox by Oct. 10.

2 a. Submit the top five best digital photos (with featured employees names) to by October 10. If you have a brief video of activity taken during your project, send us a link to that video, a DVD or contact the GDOS mailbox to address acceptable video formats. 9. Roll Call 10. Questions? 11. No additional team meetings planned. If questions, contact the GDOS mailbox or Atlanta-Specific Service Ambassador s Meeting Notes September 30, 2014 a. Registration Closed. We have had some cancellations and allowed some additional volunteers to register (via paper registration) to back-fill vacancies. b. Donations a. If employees want to give you their gift cards, cash donations, etc., please secure them and deliver to Donna Fields or Kara Grady. Donations have been very light; please make one last encouragement request donations from those in your areas. b. Atlanta Mission requested fresh produce donations on Event Day to give to their clients. Volunteers were asked to bring produce donations with them to volunteer check-in table on Saturday. Ambassadors, please check break rooms before leaving work on Oct. 3. c. Arts & Crafts project ambassadors requested old, solid-colored T-shirts; please drop at check-in table or give to Christian Rincon/Pat VanLue/Rosalyn Williams- Washington d. Break room donation coverage. Please ensure your donations boxes are empty before leaving work on Friday, Oct. 3. Bring all donations to the Corporate Communications area on 9 th floor by Thursday at 2:00 p.m. i. 10 Pat Higgins ii. 9 Donna Fields, Alexandra Caldwell iii. 7 Pat Van Lue iv. 6 Ayanna Martin v. 5 Sabrina Jones vi. 3 Ryan Merrick vii. 2 Tami Reedy viii. Palisades Adrenna Gilchrist, Joyce Williams, Nikki Wilburn e. Atlanta Mission: Service ambassadors have visited their project locations and/or determined their project supply needs list. There are diagrams of TSI and MSH on the GDOS website. Suggestion: print and familiarize yourselves with the layout. There are also photos on the website of some project areas. Supply needs list must be sent to GDOS mailbox TODAY for supply shopping.

3 f. Lunch and childrens gift bags i. Jason s Deli lunch for volunteers ii. Summit Retreat - cookies iii. Broadspire partners - Audrey Jones liaison to vendor; acquired breakfast donation and gift bag items for 100 children iv. Phyllis Austin coordinating volunteer breakfast set up (with Audrey s donation) and coffee purchase/set-up for Saturday v. Aramark no response vi. Staples (Cynthia Kitchen coordinating): pending status? g. Supply coordination Margaret Price compiling supply lists. i. We need every projects supply list TODAY. We will be shopping for supplies on Thursday, Oct. 2. We need MEN, especially, but women also, to assist with sorting/packing and loading supplies onto Crawford vehicles on Thursday at 2:30 p.m. ii. Service ambassadors in charge of a project: Please come to the 9 th floor copy room/near Corporate Communications area on Thursday at 4:30 p.m. to pick up your supply box. We will also need assistance with loading/unloading supplies at The Shepherd s Inn on Friday morning at 9:00 a.m. Every Atlanta Service Ambassador: Please identify at least one male volunteer to assist for both Thursday and Friday. If you have any large boxes for sorting donations, please bring those as well by Wednesday afternoon. iii. Supply Helpers: Please meet in the 9 th floor copy room/near Corporate Communications to pack/sort/transport supplies. Thursday, 2:30 p.m. and Friday, 9:00 a.m. 11:30 a.m. iv. If (Urban Garden/Landscaping) tools are required, please ask your volunteers if they can bring their own (name-labeled) tools, lawn mower, etc. Volunteers are responsible to keep up with their own tools. Then, determine additional tool needs and send supply list to GDOS mailbox TODAY. h. Cooler coordination Kara Grady, Rekha Rao and Pat Higgins to bring large coolers to event (ice available onsite) i. Thanks to all who helped pack T-shirts for global shipping in classroom 500 on Sept. 19. i. Atlanta volunteers may pick up T-shirts on 10/1 10 am-11 am in the Crawford Store (5 th floor, WHQ). Service Ambassadors may pick up shirts for their department volunteers, but please inform those for whom you are picking up shirts to avoid duplication. j. Communications i. A communication was sent to all Atlanta volunteers with logistics, volunteer assignments, coordinator lists, etc. for the Atlanta Day of Service projects. ii. Service ambassadors: If you haven t yet done so, please review the volunteer project assignment list, contact volunteers assigned to your

4 project to introduce yourself, and project supply needs list to the GDOS mailbox TODAY. iii. The GDOS website / Atlanta section has been updated with photos of Atlanta project sites. If you haven't yet visited your site, visit this section of the website to view photos that can assist your advance planning. The link is available at the bottom of the GDOS website, Atlanta section, labeled Atlanta Mission Photos. k. Additional assignments/information needed: i. Clean up before leaving all project areas/all ambassadors; also end of day: all ambassadors help clean up chapel/cafeteria areas ii. Set-up/Collect all signage around the TSI - XX iii. Service ambassadors cell phone numbers please provide to Donna l. EVENT DAY i. We shared the schedule for the Global Day of Service. Please note that service ambassadors are being asked to report to The Shepherd s Inn at 7:00 a.m. on Saturday, Oct. 4, to set up and prepare for the arrival of our volunteers who will arrive at 7:45 a.m. ii. All volunteers are required to sign an Atlanta Mission Release and Waiver of Liability form (available to be posted on GDOS website). Please print for volunteers in your area, collect signed forms and deliver this Mission document as well as Crawford s Liability Release form before 10/3 to Pat Higgins (HR) or to the volunteer check-in table. iii. Upon arrival on Saturday, October 4, please check in at the volunteer check-in table (TSI Chapel) and do the following: Get your service ambassadors materials (red apron, project sign, supplies, svc. ambassador cell phone list, area diagram, event schedule, etc.) If you are assigned to a service project within The Shepherd s Inn (TSI) or My Sister s House (MSH), please secure your tools and supplies from the supply check-out area and place them in your area or on the shuttle for your location. Please return tools to the supply check-in area at the end of the day. Assist with setting up TSI areas as needed. Put up directional signage, banners iv. Following opening remarks, a group photo will be taken, then service ambassadors (wearing red aprons) should quickly move to an area of the cafeteria/multipurpose room and hold up a sign for their project/location. Volunteers assigned to each task/area will gather around their service ambassador to carpool to MSH, or board the transport shuttle taking them to MSH. If assigned at TSI, move as a group to your designated TSI project areas. Be sure you have your tools for our project. When you get to your project site, familiarize yourself with the area, and provide instructions for your team. Above all, please ensure safety. At the designated time, clean area and all volunteers as a group

5 are to return to the TSI center (Chapel) for lunch via shuttle or carpool. Please be sure to collect all tools and return them to the designated supply check-in area at the TSI. m. Safety: Although there are no anticipated safety concerns, volunteers should be in groups of two (minimum) at all times while on the TSI campus. n. Volunteers Restrooms: Volunteer restrooms are available in both facilities. At TSI: Women s restrooms are located in the Multi-purpose building (near Chapel). At MSH: Recommended women s restrooms are located in the Shelter side of the facility. Men s restrooms are also available throughout both facilities. o. Attire: Volunteers will wear the same GDOS T-shirts worn during the 2013 service project. For those without shirts, who requested one on their registration form, T-shirts will be distributed on 10/1 from 10:00 11:00 am in the Crawford Store, 5 th floor - WHQ. Service ambassadors may pick up shirts for their department s volunteers, but please be sure to let your team members know if you will up their shirts. i. You may want to bring your own work/gardening gloves or tools, if appropriate, for your task. Please dress appropriately for your assigned project (i.e. long pants, hats, safety goggles, etc. if working outside) Leave purses and valuables out-of-site, locked in your cars or do not bring them with you, as there is no secure storage on-site at the Atlanta Mission. p. Parking: There is plenty of parking available in the grassy lot across the street from TSI (across Centennial Park Dr., NW), with coordinated shuttle transportation (Crawford vehicles) to MSH projects. Volunteers will enter TSI campus via the designated gate across the street from the parking area on Centennial Park Dr. There is limited on-street parking available at MSH and in the church lot across the street, so volunteers working at MSH are encouraged to carpool or ride a Crawford-provide shuttle if assigned there. Volunteers may also park in the lot behind The Real Chow Baby restaurant (1016 Howell Mill Rd - a couple of blocks north of MSH) and walk to the MSH facility. q. Breakfast and Lunch: On the Day of Service, from 7:30 8:15 a.m., a light continental breakfast will be available for volunteers, if you choose to arrive early enough to enjoy it before the work day begins. Lunch will be provided for all volunteers in the TSI Chapel at the conclusion of all service projects. Water will also be readily available during project hours. r. Event Day Inclement Weather: Call Status Line number on employee badge: ; Option 1 (for locations); Option 1 (for Atlanta) s. Questions? t. Individual project discussions with ambassadors about their specific projects.

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