Lead a Project: May 16, 2015

Get Ready!

Planning your project? This is the place to look for all the info you need to create a project, spread the word and make your great idea a reality!

• Find a need »
  • Explore the issues facing your community
  • Consider issues you feel passionate about
  • Learn more about creating a passion project from this former leader
  • Check out volunteer organizations
    • If you already volunteer, ask what needs there are at your organization
    • Talk to friends and neighbors about community needs and local volunteer organizations
    • Reach out to fellow Stanford alums who work in the non-profit sector (CareerConnect will help you find them)
    • Rebuilding Together
    • Habitat for Humanity
    • Feeding America
  • Learn more about choosing a project from this former leader
• Proven strategies »
  • Choose a project that follows the Principles for Ethical and Effective Service
  • Make sure your project provides hands-on opportunities for alumni
  • Create a morning or early afternoon project
  • Invite alumni already in your network
  • Create a project that takes 3 - 5 hours to complete
  • Set realistic goals for volunteers (especially kids!)
  • Learn more about creating a successful project from this former leader
• Submission Deadlines »
  • Project submissions begin in late February
  • Service projects must be submitted by March 27
  • Submit your project through our Lead a Project submission page
    • You will receive a project submission confirmation
    • Within one week, your project will be approved or we will request more information
    • Within one week of approval, your project registration page will be online
    • Projects approved before March 20 will be posted by March 27.
• Requirements »
  • There is never a charge of any kind to participate in service projects
    • Participants are never required to bring meals, snacks or supplies for other volunteers or members of the organization
  • Fundraising of any kind is prohibited during service projects
  • All participants must fill out a liability waiver
    • Liability waivers are automatically emailed to project participants
    • Project leaders are responsible for collecting signed liability waivers at the project site and returning them to the Stanford Alumni Association
    • Print extra liability waivers to have on hand the day of the project

Get Set!

Ready for the nuts and bolts of getting your project off the ground? This is the place to be for important information on recruiting volunteers, volunteer registration and tips for sending emails that sing! The Stanford Alumni Association will help publicize your project, but your efforts to reach out to friends and family will contribute to your project's success.

• Recruitment »
  • Reach out to former roommates, classmates and drawmates
  • Invite friends, family, neighbors and coworkers
  • Use social media to promote your project
  • Get more tips and strategies for recruiting and working with volunteers from this former leader
  • The Stanford Alumni Association uses a variety of media to publicize all Beyond the Farm projects
    • Email series including sign-up alerts and reminders
    • Social media updates
    • The Stanford Alumni Association website
• Registration »
  • The Beyond the Farm registration system is used for all projects
  • All volunteers (including friends and family) register through the Beyond the Farm registration system
  • Project leaders monitor volunteer registration and adjust project scope as needed
• Communications & email »
  • Send an introduction email to your volunteers including
    • Project schedule
    • Directions to the site and parking instructions
    • Recommended clothing and footwear
    • Any food and/or beverages participants should bring for themselves
    • Policies and information on requirements for child volunteers
  • Send a reminder email 1-2 days before the project including
    • Final details
    • Updates and news to get participants excited and ready to go
    • Contact information
    • Any necessary information regarding an alternate rain plan
  • Send a thank you email including a project summary of the group's accomplishments
  • Click here for great examples of project leader emails

Go!

Excited for the big day? Of course you are. This is where you need to be for all your day-of info—from handing out nametags to orienting your volunteers!

• Morning prep »
  • Arrive early
  • Prep supplies and have all equipment ready before volunteers arrive
  • Sign in volunteers, hand out nametags and collect liability waivers
• Welcome & orientation »
  • Allow time for a group welcome
  • Provide a detailed orientation including
    • Project site information
    • Outline of roles and assigned duties
    • The day's agenda
    • Safety guidelines
  • Encourage volunteers to be proactive and ask any necessary questions throughout the day
  • Arrange time for socializing
• Making the day more meaningful »
  • Arrange for a representative of the organization or community partner to send a thank-you email updating participants on the results of the project
  • Let participants know how they can stay informed of ongoing volunteer needs in the community
  • Get tips for making the day meaningful and fun from this former leader