Mini Machaneh Planner (CT)

From Habonim Dror

Mini Machanot are held twice a year: usually around Marchand the beginning of September

Contents 1 Timeline 2 Specific Responsibilities 2.1 Mini Mach Va'ad Poel (Roshim) 2.2 Rosh Chinnuch 2.3 Shichvah Roshim 2.4 Madrichim 2.5 Medic 3 Setting Dates 4 Designing posters and flyers 5 Choosing the VP 6 Choosing the Roshim 7 Budget, Finance and Setting a price 8 Online Form 9 Communication with Roshim 10 Campaigning 11 Yom Avodah (Work Day) 12 Food and ordering 13 Atmosphere 14 Bus day

Timeline

The following is the ideal order of what needs to be done and by when. The weeks provided should be the latest date that the tasks are completed This table also functions as a to-do list.

Weeks Before MM	What Should Be done by then
Seven Weeks Before	Buses booked you can liase with Shirley for this Roshim should be confirmed. Usually the Roshim of Mazkirut take their shichvah Introduce yourself as Rosh Mini Mach via email to Dean Davis (campsite caretaker) Poster design to be organized Create a campaign calendar (speak to past roshim to see copies)Include School campaigns and other deadlines on the calendar - send this to your Va'ad Machaneh
Six Weeks Before	School campaigns days and places organized - email request to the principles of all Hezlia primary schools Online form completed Campaigns begin as soon as possible Posters up in schools. Posters can be colours. Flyers should be double sided b/w. Each Herzlia primary schoolkid should get 1 copy handed out at the end of the school day. Liase with school secretaries for this.
Five Weeks Before	Tzvatim organized, placed and called. Thus *majority of madrichim confirmed Roshim make lists for their each member of their tsevet to call- begin calling
Four Weeks Before	Start confirming People At least two or three campaigns to take place every week Morning campaigns- hand out hot chocolate and fliers (Shirley to give VP lists of people who haven’t paid, including events such as mini mach I and winter camp- roshim send out an email to madrichim once a week, reminding them to pay)
Three Weeks Before	Email and call roshim about work day Madrichim campaigned to come to Yom Avodah (work day) Put in food order from Clover, Fruit & Veg, Pick ‘n Pay
Two Weeks Before	Yom Avodah (work day) Madrichim only really start getting their heads round to preparing Peulot on and after Yom A, so the sooner this is held the better All peulot decided and delegated within tsvatim
One Week Before	All Peulot in, all necessary orders placed. Tziud lists to be sent to VP member who is looking after tziud order (Sgan)
During The Week	Print Peulah Booklets, Print all medical information (check the day before MM for late signups, Medic at buses to take note of medical needs of kids who pay at buses) Buy/receive all food Buy/receive all Tziud
Mini Mach	Fun Fun! Kitchen must go down earlier that day to start preparing for Shabbos

Specific Responsibilities

Mini Mach Va'ad Poel (Roshim)

• Essential for you to stay in contact throughout with Shirley - She will help you loads but you need to keep her informed
• Speak to the past three rosh mini machanot, chat with them, ask them questions. Look through past documents
• Start by creating a tafkid breakdown at your first meeting so that you know which member of the VP is doing what
• Pick a name for mini mach
• Set dates to meet with MM VP
• Must ensure all of the above is done
• Must have contacted all possible madrichim
• Manage Shichvah Roshim, checking to ensure they are in contact with their tzevet and are phone campaigning with their tzevet.
• Food orders
• Online Form
• All Bookings
• Contact with schools (directly or via Habo Secretary)
• Make sure Beringer and all cables are loaded onto bus
• Organise walkie-talkies a few days before and charge them the night before
• Confirm Rosh Chinnuch has printed all stuff
• take projector (on that note - Ensure that all movies that all films shown to channichim are CHILDRENS movies and were not shown at the previous mini machanot. Make sure you have a few of these. Monster Inc has been shown too many times.
• Confirm Medic has a file of all medical information
• Ensure you get the medic box from SAZF Cape Council - Ask Shirley about this
• Ensure you have a medic for Mini Mach - Ask Shirley about this
• Ask Shirley to organise CSO
• co-ordinate a bookings meeting where all roshim or just sganim come to the bayit to book venues and projector for peulah slots this is usually done after Work day, a couple days before mini mach.

Rosh Chinnuch

• Organise work-day and liase with Roshim about it
• Creat tzvatim and liase with rest of VP
• When creating tzvatim ensure you divide up experienced madrichim
• Primary Responsibility to collect peulot before the event, review them and advise Shichavot so as to improve peulot.
• Print Peulah booklets
• Compile a chomer booklet or file for Yom Avodah to assist Peulah creation
• Ideally run a Hadracha Peulah or equivalent for Madrichim on Yom Avodah (work day)
• Ideally run a Peulah for Bogrim on the Saturday night of MM
• Responsible for Shabbat and Havdallah on MM

Shichvah Roshim

• Be in constant contact with their Madrichim (do not just use facebook or email - make sure you phone them)
• Delegate to Madrichim the phone campaigning, and phone campaign alongside them - use the campaign database for this!
• Be at school campaigns and encourage tzevet to be at them as well.
• Ensure that Peulot are submitted for their shichvah (mostly to be done on Work day)
• Movies – ensure that you have a movie sutable for young kids, that is preferably animated and not scary.

Madrichim

• Campaign(school and phone)
• Write peulot
• Be Awesome

Medic

• Can be another madrich with extra responsibility
• Check all medical information is printed
• Make sure the Medi kit si taken to MiniMach
• Make sure Jerri Cans and Cups are packed onto buses (there and back)
• Be familiar with specific medical conditions of channichim and ensure they are cared for and taking their medication etc

Setting Dates

During the midterm breaks of April and September

Usaully decided by the Hanagah/ Mazkirim at the beginning of the year(please confirm) When setting the dates you need to consider the following:

• When will people return/leave from holidays?
• When do University and schools go back?

Designing posters and flyers

• Ensure that you've confirmed the poster with Rosh Ken and a Movement worker before sending for printing
• Printing should be done at The Printing Press

Include the following details:

• Dates
• signup site: www.habo.org.za/signup
• Name in Hebrew and an English Translation
• contact details for Shirley in CT Office
• something Catchy
• Pictures of channichim always essential
• Habo Semel
• Shichavot invited to attend mini mach

Choosing the VP

Ideally the MM VP should be from the mazkirut, rather than the Ken VP, however for the the March/April Mini Machanot of 2008 and 2009 the Ken VP formed the Mini Mach VP. A Ken VP member should be Rosh Chinnuch

Choosing the Roshim

Again, the Roshim of these shichavot should be from the Mazkirut, however can be anyone involved in the movement or a regular participant of the Friday night meetings

Budget, Finance and Setting a price

It is vitally important that this is done properly! The Rosh (MM) must establish/calculate The minimum number of kids required in order to pay off all costs (base costs and variable). Channichim beyond that start adding profit. This table was used for MM2008.2 and MM2009.1 and .2 A description of how to use it can be found within It doesnt bite

Online Form

See here for information on creating the online form

Speak to one of the movement workers who have created an online form before and they will guide you through creating the form.

Communication with Roshim

• Email updates with latest signup numbers are exciting and can increase competition
• However, it is vital that your communication with Roshim is primarily over the phone

Campaigning

• School campaigns in chultzot
• Phone campaigns. Please encourage younger Bogrim to use this document Phone Campaigning 101 - Print copies to give out on work day
• Roshim should realise they'll be doing most of the phoen campaigning
• Don't phone campaign on Shabbat or after 7
• Shtilim and Garinim phone campaiging means that you need to speak to parents
• Remember to have a document that you can give to all madrichim with basic details so that they are prepared for questions from parents. Example: dates, how to sign up, prices, where do kids sleep, where buses leave from and so on.

Yom Avodah (Work Day)

• This is why Madrichim must come to Yom Avodah as it functions as a single day of A-guard prep
• Ensure peulah is ready for bogrim bod - Rosh chinnuch
• Hadracha training should be included
• Ensure roshim know what they're doing for work days

Food and ordering

Quantities document found here Try and make sure you have a mitbach team (Shomrim for mini mach 1 + others interested)

Atmosphere

combination of fun, educational, empowering, inspiring

Bus day

• All madrichim to be on top form in chultzot
• see past document on bus day and ensure all roshim are aware of the details
• crucial that buses leave on time