One of the last weeks of the placemaking program we went over how to organize a successful workshop with everyone. I hope to reference this handout anytime I organize an event.

Preparation beforehand

• Make sure tools are accounted for (consider marking tools you don’t want to lose with a checklist to be returned at the end of the workparty!)

• Where to get extra tools:
  • Tool libraries (SEPTL, NEPTL, NPTL, GLTL) Make sure to reach out ahead of time for a group lend.  

• City Repair

• Neighborhood Associations (Buckman, Lents, Cully, King, Boise, Goose Hollow)

• Asking Participants

• Friends of Trees

• Remember Gloves

• Insurance

• Send out notice for appropriate wear (closed toed shoes) and water containers

Food

• Prepare food for the participants

• Let participants who may not be comfortable with tools know that helping with food is another way they can participate.

• Be conscious of dietary needs (gluten free and vegan can make things accessible)

• Focus on bulk foods (rice, beans, grains, veggie stew)

• Ask local businesses for food donations – utilize online donation form and then go in person.  Have information of project and flyers with you.  

Planning

• Draw up a plan or presentation about the days project. 

• Have a backup project- due to weather, ability or size of group

• Plan Kid Engagement 
  • Plan what they can do for ability

• Shade Crew – this is a way to find activities and or projects for those who prefer less active involvement. For example: prepping for lunch, seed saving, dehydrating veggies/fruit, etc.  These activities are a great way to involve elders and those with limited ability.  

• Print a few images of the design to tape to the ground near the intersection so people can reference the plan.  Once design is chalked, paint by numbers can help everyone know what colors they should be using and where. 

Day of Work Party

• Offer tags for names and pronouns

• Sign-up sheet for names and email addresses for future use/ neighborhood listserv?

• Circle up for Introductions and presentation/purpose of work 

• Empower people with as much knowledge as possible when starting.  

• Expect a work crew anywhere from 5-45 people

• Orient to space – What facilities are available? (Bathrooms for all genders) – a neighbor could take this offering on.  Could rent a nature commode, set up a sheet for peeing on a rural site, or composting toilet.  Kailash eco-village takes waste. 

• Water source nearby

• Designate a rest area

• Where and when food is available – could be used for a break time and social mingling

• Elders make great greeters with their knowledge of place and history of the area.  Can also be involved with cooking, sign-ins, kids activities. 

Set clear beginning / clear end (ending with closing circle) (clean up time)

• Gratitudes – Have participants say something they have done or learned. 

• Project leaders can request help for specific clean up needs. 

• Have another day scheduled to do detail work or to finish then project if need be and control the people you want to be there.  

• Have chairs available. 

Clear Closing Time

Announce Potential Future Work Parties 

• In person because things can get lost through email