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Team Off-Site or Retreat Planning

Help Oikonos - Ecosystem Knowledge have a focused, engaging and successful offsite retreat for their staff or clients by planning the content programming and logistics, and sharing best practices.
Oikonos - Ecosystem Knowledge
Kailua, HI, USA
Oikonos - Ecosystem Knowledge
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Oikonos - Ecosystem Knowledge
Kailua, HI, USA

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Human resources Project management

Posted August 31st

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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
What we have in place
  • We currently have an agenda, travel, food, lodging, & most logistics arranged, which should make it easy for you to get started. We also have a dedicated Development Coordinator, a recent annual report, various project summaries, and the ability to provide any other information you need.
How this will help
This project will save us $8,686 , allowing us to redirect our limited resources to deliverables and project needs that directly contribute to our mission. We work on a lean budget to produce competitive and relevant scientific achievements.

We will use our time together to improve internal and external communication and storytelling. Our teams span two countries and we are sometimes separated by geography and language. It is important for us to come together once every few years, as our budget allows, and to celebrate our achievements, discuss challenges, and set our course for the next few years. We will be working on themes of communication and storytelling, community integration, and scientific investigations and publishing.

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

Oikonos - Ecosystem Knowledge
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Causes
Environment Arts & culture Education
Posted by
Kirsten M
Kirsten M.

Development Coordinator

Our mission

Oikonos studies and protects imperiled ecosystems by engaging diverse communities through innovative scientific and artistic collaborations.

What we do

We work in locations throughout the Pacific applying expertise in five priority areas: Biodiversity Conservation, Habitat Restoration, Ecosystem Science, Conservation Tools, and Career Training & Education.

Oikonos' goals are as varied as our projects, but across all programs we endeavor to accomplish the following:
(1) Protect breeding habitats, food webs, and populations.
(2) Improve the conservation status of threatened species.
(3) Incorporate biodiversity and ecosystem knowledge into policies and society.
(4) Create lasting stewardship of critical habitats and wildlife through community partnerships.
(5) Establish transdisciplinary collaborations that develop tools and solutions.

To learn more about where we work and what we do, visit us at Oikonos.org

Testimonials

Read the Impact Story
Nicole brought great energy to the project and worked quickly to help us on a tight timeline. She did wonders for our organization retreat and helped us to develop pacing, content, and outcomes.
Kirsten M.
Kirsten M.

Development Coordinator

Team Off-Site or Retreat Planning Project

Great communication of expectations; quick responses and feedback.
Nicole H.
Nicole H.

Volunteer

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