Mini Machaneh Planner (JHB)

From Habonim Dror

Mini Machanot are traditionally held twice a year: usually around the beginning of April and the beginning of September

Contents 1 Timeline 2 Specific Responsibilities 2.1 Roshim (MM VP) 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 Selection and group size 10 Campaigning 11 Yom Avodah 12 Food and ordering 13 Buses 14 Atmosphere

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 Accomodation Booked Poster design to be organized
Six Weeks Before	School campaigns days and places organized Organize w/ schools for kids to leave early Organize w/ Oxford Street Shul to use their parking lot Online form completed Campaigns begin as soon as possible Poster/ fliers up and out ASAP
Five Weeks Before	Tzvatim organized, placed and called. Thus *majority of madrichim confirmed This makes phone campaigning Channichim much easier
Four Weeks Before	Start confirming People (One of the secretaries to check payments have been made and all info submitted, if ok, to indicate on the website, email information brochure will automatically go out)
Three Weeks Before	Madrichim campaigned to come to Yom Avodah
Two Weeks Before	Yom Avodah. Madrichim only really start getting their heads round to preparing Peulot on and after Yom A, so the sooner this is held the better
One Week Before	All Peulot in, all necessary orders placed.
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 early to start preparing for Shabbos

Specific Responsibilities

Roshim (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
• Confirm Rosh Chinnuch has printed all stuff
• Confirm Medic has a file of all medical information

Rosh Chinnuch

• Primary Responsibility to collect peulot before the event, review them and advise Shichavot so as to improve peulot. ie: RC is an educational resource prior to MM and can be an ordinary madrich on the event or a madrich for the shomrim Madrichim on MM
• 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 A
• Ideally run a Peulah for Bogrim on the Saturday night of MM
• Organize Chetz committee/ chuggim for free time

Shichvah Roshim

• Be in constant contact with their Madrichim
• Delegate to Madrichim the phone campaigning, and phone campaign alongside them
• 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)

Madrichim

• Campaig(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

Include:

• Dates
• contact details for CT & JHB
• something Catchy
• Pictures of Channichim and madrichim is always really cool:

Some exampls of Recent Mini Machanot Posters:

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. Should have a Mazkir/a doing major logistics

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 document was used for Mini Machaneh 1 in 2011: http://habo.org.za/files/Mini_Machaneh_Jhb_Budget.xls

Online Form

Selection and group size

• Really depends on events, numbers, who you target etc.
• Bonim to Sollelim will be small or non-existent because of Barmi's/ bat's etc
• Garinim and Shtilim are your main focus.

Campaigning

• School campaigns (when at school campaigns, take down kids names and numbers if they haven't been to camp before to create your own database)
• And phone campaigns after tzvatim have been placed
• Make a facebook event or group; upload pictures, send emails, get channies to write on the wall etc
• Send emails to parents
• Make a brochure or flier to hand out to kids at school

Yom Avodah

There is no Aguard for MiniMachaneh, which could pose a problem. This is why Madrichim must come to Yom Avodah as it functions as a single day of A-guard prep. If you are having Shomrim as madrichim (which you will) then try have 2 work days. One to deal with hadracha and the second to deal with how to plan peulot and then actually formulating peulot. Try have your first work day 2 or even 3 weeks before and then your second one 2 or if no other choice then a week before Mini Machaneh.

Food and ordering

Basic Menu and Shopping list found here. It's based for 150 people. So lower quantities depending on how many kids you have. http://habo.org.za/files/Menu.xls For the first Mini Machaneh for 2011 the bulk of the shopping was done at Makro and Pick n Pay (order chicken, rolls etc from pnp) and then get vegetables from Fruit and Veg City. A recommendation, was to use the company Feigals, who do prepacked meals and cater the entire weekend (including delivery) for R250 per person for the entire weekend (it's double what was budgeted per person for mini mach 1 in 2011 though). It's kosher, saves the hassle or cooking, cleaning, plates etc and shopping.

Buses

• First Mini Machaneh 2011 used the bus company eAfrica. Had a couple issues with the buses there but buses back were fantastic.
• Ensure the buses have seat belts, and preferably aircon.
• If going to Magaliesberg ensure you leave Johannesburg by latest 2pm on the Friday, to avoid traffic
• Start registration at 1pm to ensure the bus can leave on time. (you need to organize with the schools that kids can get off at 12.30pm on the Friday)
• Use Oxford Shul Parking lot for departure and arrival point.
• We arrived back at 11am on the Sunday, which was better because otherwise you hang around the campsite, maddies are exhausted and kids seem to have things on on a Sunday.

Atmosphere

combination of fun, educational, empowering, inspiring