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Team Off-Site or Retreat Planning

Help BK ROT have a focused, engaging and successful offsite retreat for their staff or clients by planning the content programming and logistics, and sharing best practices.
BK ROT
Brooklyn, NY, USA
BK ROT
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BK ROT
Brooklyn, NY, USA

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Posted July 22nd

Team Off-Site or Retreat Planning

Project details

What we need
  • A detailed agenda for the team event, including a rundown of content and activities
  • A project plan that itemizes the key steps and timelines for preparation and logistical considerations, such as travel and accommodations, catering needs, guest speakers, session content development, and materials
  • A communication plan to attendees including themes, goals, logistics and any preparation participants should consider before the event
  • A draft budget showing any known costs associated with the team event
Additional details

It's important to us to find a volunteer who can facilitate our retreat in addition to helping with planning. We are at an important moment of transition--a shift in mission and focus as well as a change in our leadership team. Our goal with this retreat is to develop a vision that can direct our work for the next year. We want to make sure that our new Executive Director and board chair can participate fully in the process, so that we can develop a vision collectively as a board.

What we have in place
  • We currently have a set of goals for the retreat, and recent visioning work, which should make it easy for you to get started. We also have a dedicated board of directors, available to help out, and the ability to provide any other information you need.
How this will help
This project will save us $8,686 , allowing us to continue to fund our executive director position.

We are in the process of pivoting to focus on youth empowerment and education, and we want to work together as a board to develop a vision of what this transition will mean for our operations. The shifting leadership also means that it's important that the current board have a role in determining how we build on the successes of the first five years of our organization, staying true to the mission while continuing to reshape the vision.

Project plan

P
Prep: Information Sharing
  • The Volunteer Manager shares information about the team event with the Professional, including the planned date, number of participants, total available budget, goals, and any other available details regarding the planned or preferred location, content, theme, or activities
  • The Professional and the Volunteer Manager meet to discuss the team event concept, brainstorm ideas for content and activities, and establish timelines for the project
  • Note: This project does not include the Professional's attendance at the team event or any coordination of the event itself. If you would like pro bono help with creating a detailed event budget for your team offsite, please post the Event Budget Creation project
1
Milestone 1: Content & Agenda Planning
  • Based on the Organization’s goals for the team event and the direction provided on content, the Professional provides an outline of the proposed content and schedule for the Volunteer Manager to review
  • The Volunteer Manager discusses the proposed content and schedule with other internal stakeholders, and provides feedback to the Professional
  • The Professional revises the proposed content and schedule, and advises the Volunteer Manager on next steps the Organization may need to take to develop the content, such as invite guest speakers, request staff members to lead sessions, etc.
2
Milestone 2: Logistics Planning
  • The Professional provides a draft project plan that identifies key preparation steps and logistics, as well as assignments and timelines for each item
  • The Volunteer Manager reviews the draft project plan with internal stakeholders, and provides feedback to the Professional including key logistics decisions like venue and timing.
  • The Professional finalizes the project plan, and advises the Volunteer Manager on next steps to implement it
3
Milestone 3: Draft Budget
  • The Professional drafts a budget for the team event and fills it in with any known costs, such as venue, travel, materials, guest speakers, etc.
  • The Volunteer Manager reviews the budget with internal stakeholders and provides feedback to the Professional
  • The Professional incorporates the feedback and delivers the draft budget to the Volunteer Manager
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About the org

BK ROT
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Causes
Environment Community & economic development Youth development
Posted by
Guy S
Guy S.

Board Chair

Our mission

BK ROT is NYC's first community supported bike powered organic waste hauling and composting service. Our project is staffed by local youth and young adults who haul organic waste from small businesses and transform it into high quality compost. Our operations provide accessible, educational jobs for emerging environmental leaders while creating more opportunities for our community to address climate change. We work at the intersection of environmental and social injustices impacting our health and ecosystem. Centering on Black, Brown, Undocumented, Migrant, Women, and LGTBQGNC young adults, we support the next generation of environmental justice leaders who will shape our city.

What we do

We collect and locally process 10,000- 12,000 lbs of organic waste monthly, year-round. We provide handmade compost to community groups, neighbors, gardeners and urban farmers to amend soil and grow food. We offer accessible healthy environmental jobs to those most impacted by the harmful legacy of the waste industry. We illustrate a local grassroots environmental justice solution to organic waste while building community resiliency.