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Wednesday
Dec262012

SUBMITTING A PROJECT

 

Below are directions on how to use our online application to submit a Workday project, and also a list of the most Frequently Asked Questions (FAQs). These FAQs are particularly useful for the project submission process. If you have any further questions, please email usClick here or on the image above to get started. The application will take approximately 10 minutes to complete, depending on how many tasks are required for your project.

 

DIRECTIONS

STEP 1 - Register Yourself/Your Information Create a personal login using your first and last name and email address. Additional information required includes t-shirt size, age range, and password. Click on “Register” once you fill in the required information.

STEP 2 - Your Organization Next, please register your organization with Sharefest by providing us with the organization type (business, city, non-profit, school, etc.), name, contact information, and description. Click on “Proceed to Next Step” once you fill in the required information.

STEP 3 - Your Project Now it’s time to create your project. Please provide your project's name, a brief overview of your project's goal, and the needs your project will address. You will also need to provide your project's location (and location owner, if applicable). An example of the location owner would be the school district you belong to if your project is at a school site. Inputting your location description is also helpful for the volunteer organization considering the adoption of your project. Please be sure to indicate how meaningful it is for your project to be adopted by a Sharefest Volunteer Organization. Click on "Proceed to Step 4” once you fill in the required information.

STEP 4 - Your Project Activities - This is where you outline the scope of your project. Project activities are tasks within your project. Many volunteer organizations like to see your overall project broken into many pieces. Note: There is no guarantee your project will be adopted; it is possible only some of your project activities are adopted. There may also be more than one Volunteer Organization completing your project.

You can add special instructions and materials needed for each project activity in the description section. Once you have added all your Project Activities, click on "Proceed to Step 5."

STEP 5 - Collaborate with Sharefest - Thank you for submitting a Workday project to Sharefest! In addition to fundraising for your Workday project, we ask all potential Workday recipients to commit to at least two of the items below. Your support enables Sharefest to continue our mission to create communities of care.

  • Reach out to local community businesses to sponsor your project. Also request they display and hang Workday posters at their site (Sharefest will provide you with Sponsorship materials.)
  • Purchase a table of (10) seats for the Sharefest Gala held in November ($2,000)
  • Sponsor (1) underserved student to attend the Summer Youth Development Academy ($500)
  • Solicit funding from your PTA for your Workday project (only applicable for school recipients)
  • Share you collaboration ideas with us about this project.

STEP 6 - Submit to Sharefest - (NOTE: You must check two boxes before you can see the "Submit" button. Once it appears, please click on it to complete the project submission process.) Congratulations, you have successfully submitted your project to Sharefest! Unfortunately, not every project gets adopted by a partnering Sharefest Volunteer Organization. If your project IS adopted, you will be notified either by email or a phone call from a Project Manager. Should you have any questions or want additional information, please contact us at workday@sharefestinc.org.

You'll notice a Project Menu on the right hand side of the screen where you can invite other Team Leaders, see a list of volunteers that sign up for this project once it is adopted, add volunteers that you recruit, and more.

 

FREQUENTLY ASKED QUESTIONS

Q: I submitted a project. What happens next?

A: Below is a process timeline for the 15th Annual Workday on Saturday, May 5, 2018.

  • December 18, 2017 – March 9, 2018: Recipient Organizations (schools, cities, non-profits) submit applications for potential Workday projects using our online system. 
  • February 3: Kick-off meeting for Volunteer Organizations (businesses, non-profits, churches).
  • February 12 – March 30: Volunteer Organizations adopt projects.
  • March: Project Managers from Volunteer Organizations notify parties whose project(s) have been adopted to discuss the project scope.
  • February – April: Project Management Training.
  • March 26: Volunteer Registration opens.
  • April 28: 15th Annual Sharefest Workday.

Q: If I registered a project last year and it didn't get adopted, do I have to re-register it?

A: Yes, or email us and we can transfer it for you. 

Q: If I registered as a user with your online system last year, do I need to re-register?

A: Yes. We apologize for any inconvenience.

Q: Who pays for the materials and other costs associated with the Workday?

A: Sharefest encourages the Recipient Organization and the Adopting Organization to collaboratively self-fund these projects. If your organization has funds available, please indicate this in Step 3 of the online application in the “Project Goal” section. Sharefest also has unique ways to raise money for projects so please email us at workday@sharefestinc.org to learn more.

Q: What happens if my project doesn't get adopted?

A: We will do our best to get your project adopted for our Annual Workday. Sometimes Volunteer Organizations desire to take on projects outside of our Annual Workday and often times, projects that don't get adopted during our Workday get completed at another time. Again, if you have any further questions, please email us.

Q: Can I Adopt the project I submitted?

A: Yes! You may submit your own project and adopt it with your internal team. You fund it, manage the site, and recruit volunteers within your organization to participate. We provide Project Management Training. Please email us with any questions.