Team Off-Site or Retreat Planning

Help Music Changing Lives have a focused, engaging and successful offsite retreat for their staff or clients by planning the content programming and logistics, and sharing best practices.
Music Changing Lives
Moreno Valley, CA, USA
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Music Changing Lives
Moreno Valley, CA, USA


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Posted September 30th

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 older sustainability plan that can be revised, which should make it easy for you to get started. We also have dedicated CEO, and the ability to provide any other information you need.
How This Will Help
This project will save us $8,686 , allowing us to help us develop a sustainability plan

We're looking to sustain our org and need to have a strong plan of action to follow

Project Plan

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
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.
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
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

Music Changing Lives
Our Mission

The mission of Music Changing Lives is to offer the highest quality music and art enrichment programs to underprivileged and at-risk youth, between the ages of 5-19, helping them improve their chances of achieving a positive and successful future.

What We Do

The Changing Lives Showcase is a 21-week afterschool enrichment program hosted directly on school campuses. The program focuses on increasing the district's graduation rates while providing a venue in which students can develop their artistic talents. Music, spoken word, creative arts, etc. are designed to draw out youth and their stories, which is the impetus for their purpose and priorities. Once youth identify their story, tell it - in whatever form they choose, then they can learn to give voice to the issues that matter to them and take action - which is the precipice from which they become civically engaged and want and know how to demand change. They begin to both identify their priorities, learn to organize and make a difference.

At the completion of the program, students who successfully achieve the program requirements are eligible to compete in a performing-arts competition to showcase their talents before their peers, family, friends, educators and community leaders and policymakers.

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