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Step-By-Step Guide

 Before Event:

  • Schedule meetings with business or event coordinator (secure a centralized location for the event, confirm date, setup time, # of cars, etc.)
  • Post event on social media, encourage other participating business or organizations to do the same
  • Contact Roc EV to update website
  • Send calendar invite to team
  • Put on public calendars – Spectrum News Rochester, Rochester First, Democrat & Chronicle
  • Create sign up genius form for volunteers
  • Send email to volunteer list with upcoming event information, link to sign up genius form
  • Create marketing materials – posters, flyers, social media posts
  • Determine if lunch/dinner need to provided; determine plan for food if necessary
  • Contact dealerships to secure vehicles
  • Send out follow-up volunteer email with upcoming event information, link to sign up genius form
  • Create route map
  • Print necessary materials – waiver forms, route maps, sign in sheets, posters, etc. 
  • Send volunteer orientation e-mail – email should contain event details and attachments of volunteer documents 

Day of Event:

  • Vehicle pickup – plan to leave two hours ahead of the event to pick up the EVs from the dealerships to bring to the event.
  • Set up (one hour before event)
  • Volunteer orientation (go over route, safety, confirm roles)

After Event:

  • Take down, put away materials in organized manner
  • Post photos to social media
  • Send thank you e-mail to host (within one week)

 

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