Operations and Logistics
Amy Yu
Outreach Coordinator
Asian Liver Center at Stanford University
Workshop Game Plan
Preparation
Execution
Evaluation
Preparation
The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
What kind of outreach?
What is the venue?
What do you need?
The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
Who is the target audience?
Who are you working with?
Who do you need to contact?
The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
Where is your outreach held?
Where are your resources?
Where do you need things?
The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
When is your start time?
When is your end time?
When do you need resources?
The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
Why are you doing this?
Know your purpose.
Stop Right There, Buddy
Resources
Timeline
Scope
Budget
Basics
Stop Right There, Buddy
Resources
• Overall Picture
• Goals / Objectives
• Game Plan
Timeline
Is this FEASIBLE?
Scope
Budget
Basics
Stop Right There, Buddy
Resources
Timeline
• What you need
• Types of Resources?
• Back to Basics
Scope
Budget
Basics
Stop Right There, Buddy
Resources
• Planning Timeline
Timeline
• Execution Timeline
• Who, When, and
What?
BE DETAILED
Scope
Budget
Basics
Stop Right There, Buddy
Resources
Timeline
• Know your budget
• Limitations
• Be flexible and
creative
Scope
Budget
Basics
EMERGENCY!
Always have a Plan B
Be flexible
Identify the unpredictable elements
Remember! Things will not always go as planned!
Execution
Let’s Get Down to Business
Troubleshoot
Run
Through
Practice
Don’t Forget!
Troubleshoot
EMERGENCY
Run
Through
Be Ready for
Anything.
Practice
Evaluation
Evaluate
Goals?
Feedback
Future
• What are
they?
• Meet
them?
• Why?
• What went
well?
• What
didn’t go
well?
• Design
survey
• What
would you
change?
• How to
make it
better
Document everything you do!
Preparation
Execution
Evaluation
Case Study: YLC 2008
YLC 2008: The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
Leadership conference
Stanford University facilities
Manpower, advertisement, etc.
YLC 2008: The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
Target: High School Students
Partners: CDC, Gilead, SU
Contact: Grants, Events Services
YLC 2008: The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
Where: Stanford campus
Resources: Stanford, order
Need things at dorms, stages
YLC 2008: The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
Event: 8/14/08 – 8/17/08
Planning: 1/1/2008
Need: 2 weeks before event
YLC 2008: The Basics
What?
Who?
Basic
Idea
Where?
When?
Why?
To impart HBV / liver cancer
knowledge, leadership and
organizational skills
Stop Right There, Buddy
• Overall Picture: 4-day leadership conference
• Goals / Objectives: Empower youth to take action and gain
the skills to be effective leaders
• Game Plan: 4 days packed with dynamic speakers and an
exciting team challenge
Is this FEASIBLE?
Yes. See Precedent.
Stop Right There, Buddy
• What you need:
 Lodging for 100 students
 Food for 100 students + 20 staff
 Advertisement game plan
 Speakers
 And so much more…
• Types of Resources: Advertisement, Food vendors, etc.
• Back to Basics: What do I need for this and that event?
Where do I need them and at what time?
Stop Right There, Buddy
Who
Task
Deadline/notes
Hua,
Grace, and
Stephanie
Prepare materials for mass assembly
Print nametags (100)
Print labels for jade bracelets (100)
Print name labels for handbook and folder (100)
Need to have names of
participants ready by 8/8/08
Assemble conference packets – labeled and organized
alphabetically
Handbook (with name label)
Pen
Nametag
jade ribbon pin
jade bracelets
8/11/2008
Nick,
Jonny,
Khanh
8/10/2008
May need to order more
pins!

Stop Right There, Buddy
• Know your budget: $15,000
• Limitations: Must work with Stanford Events and Labor
Services, must use Stanford catering, classrooms not always
guaranteed, short-staffed
• Be flexible and creative: Need to fundraise
EMERGENCY!
Scenario: lost USB Stick with all
presentations
Plan B: Stored all presentations on
all other USB sticks
Remember! Things will not always go as planned!
Evaluate
Goals?
Feedback
Future
• Impart HBV
knowledge
• Leadership
skills
• Yes
• Lectures,
games,
reinforcement
• How: HBV
knowledge
surveys
• Feedback
forms
• Good: team
challenge!
• Eh: boring
speakers
• Change: More
work time
• Better: more
dynamic
speakers;
longer
conference
Document everything you do!
GOOD LUCK!