Sample Letter to Potential Speakers

Eureka High School
1915 J Street
Eureka CA 95501

Dear Potential Presenter;

The Youth Ready To Respond Project of the Eureka High School EAST Lab, in coordination with the American Red Cross and Volunteer Center of the Redwoods, is organizing the Youth Ready to Respond Safe Community Conference for (Insert Date Here). Our goal is to provide information on how to be better prepared for disasters and better understand issues of diversity and how tolerance makes the community a safer place. We are holding the conference from (9:00 am to 2:00 pm) at Eureka High School and are offering demonstrations and activities for over 300 elementary students with topics ranging from first aid to understanding natural disasters. We are also planning to have informational displays set up near and around the lunch area, for the students to peruse.

We would like to invite (insert groups name here) to participate in this event by leading a safety demonstration or activity for elementary students ages 10-12. (Since your organization/business knows about xyz, we were hoping for a presentation on xyz topic). We feel these skills are helpful in common and infrequently occurring emergencies and hope that some representatives are able to attend this event.

Conference Itinerary

9:00-9:30 Opening Assembly in Main Auditorium
9:30-10:15 Period One- Activity
10:15-11:00 Period Two- Activity
11:00-11:45 Period Three- Activity
11:45-12:45 Lunch
12:45-1:30 Disaster Reenactment
1:30- 2:00 Closing Assembly at Albee Stadium

If you have further questions please contact me at the Volunteer Center, I look forward to hearing from you. (name), event coordinator- (707) phone number& email

Michael Roscoe-Project Leader
Carson Browne-Project Coordinator
Ben Martin-Project Facilitator
Brandon Corral-Project Coordinator

EHS EAST LAB- (707)-476-1632
Facilitator E-Mail Addresses
Jennifer Johnson: johnsonj@eurekacityschools.org
Ron Perry: perryr@eurekacityschools.org

Sample Confirmation/ Logistical Letter to Speakers

Eureka High School
1915 J Street
Eureka CA 95501

Hello everyone and thank you again for giving your time to the Youth Ready to Respond Disaster Preparedness and Community Safety Conference. Please sign in at 9:00 am in the Library. If you are arriving late, please be ready to greet students and begin your first workshop at 9:30 am. There will be a buffet style continental breakfast set up in the library as well.

Conference Schedule

9:00-9:30 Opening Assembly in Main Auditorium
9:30-10:05 Activity One Workshops
10:05 -10:15 Passing Period
10:15-10:50 Activity Two Workshops
10:50 -11:00 Passing Period
11:00-11:35 Activity Three Workshops
11:35- 11:45 Passing Period
11:45-12:45 Lunch at Albee Stadium
12:45-1:30 Disaster Reenactment at Albee Stadium
1:30 - 2:00 Closing Assembly at Albee Stadium

Workshop Locations

Humboldt Amateur Radio Club: Albee Stadium
CCAT: Campus Center for Appropriate Technology: Albee Stadium
Jean Noble Humboldt County Public Health: Library
Paul Nicholson State Farm: Main 113
Humboldt County Sheriffs: Albee Stadium
Map Out Natural Disasters: Blacktop Map by Marshall building
Eureka Police Department: Library
Humboldt County Red Cross: Marshall 25
Humboldt County Fire Dept.: Stadium
Eureka Fire Department: Science Building 110
Linda and Becky of EHS Special Projects: Basketball courts/gym
Humboldt Surfriders: Library
Pet Rescue 101 with David Armstrong: Main 207
Yvonne Crandell & Novina: Main Auditorium

There will be event staff around to answer any questions as well signs on campus to help point you in the right direction. Parking is available in the lot behind the main building, just off Del Norte Street.

Julie Ryan, event coordinator- phone & email

EHS EAST LAB- (707)-476-1632
Facilitator E-Mail Addresses
Jennefer Johnson: johnsonj@eurekacityschools.org

Sample Invitation Letter to Elementary Schools

Eureka High School
1915 J Street
Eureka CA 95501

Dear 4th and 6th Grade Classes:

The Eureka High School E.A.S.T. program cordially invites you to attend the Youth Ready to Respond Safe Community Conference on Wednesday, April 20th, 2005 at Eureka High School. The focus of the event will be learning how to be safe and help respond to emergencies. We are inviting all the 4th and sixth grades of Eureka City Schools and we are expecting approximately 200-400 Students, Teachers, and chaperones to attend this conference.

We are currently planning on holding the conference from 9:00am to 3:00pm at Eureka High School. We are offering activities throughout the day including:

· A tour of the campus
· First Aid with the Red Cross
· Fire Department Drill
· End of the day large scale disaster reenactment
to practice skills learned during the day

Itinerary
Time
9:00-9:30 Opening Assembly in Main Auditorium
Period One- Multiple Activities
Period Two- Multiple Activities
11:45-12:30 Lunch
Period Three- Multiple Activities
Period 4 – Multiple Activities
Disaster Reenactment
2:30- 3:00 Closing Assembly at Albee Stadium

Please RSVP by March 30th, 2005, letting us know how many students, teachers, and chaperones will be attending. Also let us know if there are any special accommodations we need to plan for.

Julie Ryan, event coordinator- phone & email

EHS EAST LAB- (707)-476-1632
Facilitator E-Mail Addresses
Jennefer Johnson: johnsonj@eurekacityschools.org
Ron Perry: perryr@eurekacityschools.org

Sample Confirmation/ Logistical letter to Elementary Schools

Eureka High School
1915 J Street
Eureka CA 95501

Dear 4th and 6th Grade Classes:

The Eureka High School E.A.S.T. program is excited that you are attending the Youth Ready to Respond Safe Community Conference on Wednesday, April 20th, 2005 at Eureka High School. The focus of the event will be learning how to be safe and help respond to emergencies. Three hundred and thirty (330) 4th and 6th graders, from Eureka High feeder school districts will be attending. Thank you for helping us to exceed our goal of 300 participants.

Workshops titles include: · Non Violent Communication

· How to Make a 911 Call · How to be a Good Witness

· First Aid with the Red Cross · Alternate energy in a Disaster

· Fire Department- Fire Extinguishers · Hamm Radio Demonstration

· What to do with Domestic Animals · End of the day large scale disaster reenactment

Itinerary
Time
9:00-9:30 Opening Assembly in Main Auditorium
9:30-10:15 Period One- Workshop
10:15-11:00 Period Two- Workshop
11:00-11:45 Period Three- Workshop
11:45-12:45 Lunch
12:45-1:30 Disaster Reenactment
1:30- 2:00 Closing Assembly at Albee Stadium

Attached is a logistics list of details. Please contact Jennifer Johnson

(name), event coordinator- (707) phone number & address

Michael Roscoe-Project Leader
Carson Browne-Project Coordinator
Ben Martin-Project Leader Facilitator
Brandon Coral – Project Coordinator

EHS EAST LAB- (707)-476-1632
Facilitator E-Mail Addresses
Jennifer Johnson: johnsonj@eurekacityschools.org
Ron Perry: perryr@eurekacityschools.org
1) Eureka City Schools buses will transport students from Eureka City Schools. Freshwater and Cutten will transport themselves and will be reimbursed for the cost from the grant. Please submit forms to Jennifer Johnson for reimbursement.

2) Report to the auditorium in the main building upon arrival.

3) Classes will be divided into 6 color groups and colors will be assigned to workshops. This will allow you to pair a chaperone with each group, or we can assign an EAST student to accompany them if needed.

4) For lunch, we will need a count and list of names from each class by Friday, April 15th. The central kitchen will deliver sack lunches to EHS for students requesting a lunch. Student names will then be entered in the computerized lunch system and those with free and reduced lunches will be noted on their accounts. Students that pay for lunches will need to pre-pay the day before or can pay the day after at your school site. Students from Freshwater and Cutten will need to make arrangements at their school. Students that normally bring their lunch from home should do so. Lunch will be at the stadium.

5) The disaster reenactment will occur in the stadium and will allow students to review and share information they learned today.

Please call or e-mail with any questions or concerns.

EHS EAST LAB- (707)-476-1632
Facilitator E-Mail Addresses
Jennifer Johnson: johnsonj@eurekacityschools.org

Julie Ryan
PROMISE Fellow
Area 1 Agency on Aging
Phone & email

Michael Roscoe-Project Leader
Carson Browne-Project Coordinator
Ben Martin-Project Leader Facilitator
Brandon Coral – Project Coordinator

Sample Press Release

Press Release;
For release: on event date
Contact: contact person
Contact person Place of Business
Phone number
Email address

Eureka High School’s awarding winning EAST Lab teaches 4th and 6th graders about Disaster Preparedness and Community Safety.

Eureka, April 20th.

Over 300 4th and 6th graders from all over Eureka are attending workshops to learn about safety measures such as calling 911, using fire extinguishers, and first steps to take in CPR. The goal of today’s event is to impart skills that will save lives and keep children safe by being more aware and more prepared. Some presenters include the Eureka and Humboldt County Fire Departments, Eureka Police Department, Humboldt Ham Radio Operators, and Campus Center for Appropriate Technology, and Humboldt Surfriders, and the Red Cross.

The event culminates with a disaster reenactment where the elementary school students take turns rescuing each other from scripted predicaments in order to reinforce skills they learned in workshops during the day.

The event was organized by four Eureka High EAST lab students, Ben Martin, Mike Roscoe, Brandon Corral, Carson Kirker, and is a partnership of Eureka High School and the Volunteer Center of the Redwoods. The Eureka High School EAST lab students recently presented their projects and were rewarded for their achievements at the EAST Initiative Western Regional Conference in Sacramento in March. Today’s event takes place during national volunteer week and is a project of national youth service day.

Look for updates about Eureka High Schools EAST projects at www.eurekacityschools.org/ehs/east/home/. For more information about the Nation wide EAST project visit: www.eastproject.org.

For more information about Disaster Preparedness related volunteer opportunities and national Youth Service Day, contact (this person at their place of business, phone number,

Sample Checklist

One Week before the event checklist:

Setting Up:

ü Make sure all the supplies we need are in the East Lab (do this 2-5 days before )

o Door signs, tape/ duct tape/
o Other Signs needed
o Name tags for kids
o Hand out for teachers/chaperones
o Certificates for kids
o Speaker Sign in List (Julie has it)
o Food from shopping
o Big coffee pots
o Permission slips for EHS students missing class.
o

ü Review tasks with Eureka High School student volunteers and thank them for helping out.
o Directing presenters to their rooms
o Directing kids to the auditorium
o Set stuff up!
o Put things from above list where they need to be

During the Event:

ü Have Fun!
ü Give Opening Presentation
ü Monitor period 1-3 Activities to prevent/ fix snafu’s –
ü Monitor Lunch and Disaster Reenactment at the Stadium
ü Be polite and helpful to Children, Presenters, Teachers, and Chaperones
ü Be prepared to talk to the media. Have something nice to say about the EAST lab, your school, and the event itself, which does indeed coincide with National Youth Service Day and National Volunteer Week.

After the Event:
ü Cleaning Up!
ü That means all of us, no rock star attitudes or else!
o cleaning up stadium
o cleaning up food table
o Returning the coffee pots to special projects and they should be spotless!
o returning any equipment we borrowed (dry erase boards & markers, tables, etc)