CW2025 - KNOW YOUR TEAM
Where are we upto?
Having taken onboard many years of feedback, the onboarding process has been transformed to induct team members centrally in a staggered manner. Delivering the right content at the right time.
1. Know Charity Week (5/6th April)
All the team, from INTL, NTL & Regional have been provided the opportunity to learn more about the Vision, Mission and Culture of Mercy.
2. Know Your Role (19/20th April)
The second central session, Introduced Vision, Mission teams as well as reps, gensecs, events & finance to their roles.
3. Know Your Team (May)
This is now your time as National and Regional Shuras to shine! Review the guidance below to make a decision, that’s right for your Country & Regions.
This year, we started later & had Ramadan, as well as now going into potential exam periods, therefore the timing of this session will be specific to your circumstances. In addition to this, we’ve gotten mixed feedback on the team Assemble. With that all said, it is down to you to decide on how best to bring a boost to your team, whilst letting them learn about each other and their locality & institutions.
Assemble is a great way to introduce Charity Week to your institution/community. It’s usually done around a month before Charity Week and provides a chance to understand the beauty of Charity Week, to understand why it is better for us as individuals, why it is better for institutions and why it is better for the orphans and needy children, why WE ALL UNITE together in Charity Week and beyond. It also gives an opportunity to build your Charity Week team!
It is a chance to INSPIRE all. To prove to their hearts that UNITY is the answer to the problems we are facing everywhere.
WHen do i hold assemble?
The preferred dates for Assemble are: Saturday 24th, Sunday 25th September. (2-4th September for Qatar)
If these dates don’t seem to work, please speak to your national shura.
ASSEMBLE FORMAT
Flexibility on online or face to face – we prefer F2F.
You can have one centralized or multiple local assembles. It should be dictated by the budget and geography.
HOW DO ATTENDEES REGISTER FOR ASSEMBLE?
HOW DO ATTENDEES REGISTER FOR ASSEMBLE?
Please email admin@charityweek.com with the following details:
- In Person or Virtual
- Venue Details or Online Platform
- Assemble date
- Overall event timings
We shall then create a TicketTailor event on charityweek.com/assemble
Participant groups can easily then sign up to attend.
You will receive a google sheet to see who sign ups, and we can easily share updates with those who sign up.
ASSEMBLE POSTER
ASSEMBLE POSTER
NATIONAL or REGIONAL
NATIONAL or REGIONAL
Dependent on timing, logistics and priorities for your country & team, decide how you want to host ‘Know Your Team’.
Historically Assemble has been the motivation boost at the start of the year with Vision & Theme talks. Often done as a national event, where possible.
Regional/State team face-to-face meetings provide an opportunity for teams to get to know each other in smaller gatherings, and start to learn about their locality and establish plans of action.
(Bear in mind there always is room for another event later in the year, budget & time permitting)
P.s. Any face-to-face national training event would be separate to the above (this applies to countries with regions & a national team)
CONTENT
There are 3 talks being provided that you can utilise:
1) Theme Talk : This will reveal this years theme
2) Projects Talk : An insight into the work & impact of a past project
3) Vision Talk : A final reminder on why we do, what we do, our Vision!
All other workshops, ice breakers & activities are down to you! You decide what’s important, what works for your team and your impact.
Timing OF 'KNOW YOUR TEAM'
The data of who has attended Know Charity Week and Know Your Role has been shared with you. This can aid any decisions that need to be made on who has successfully made it onto the team, and who unfortunately has not been able to commit. Or anyone who is taken on under extenuating circumstances.
The Regional Team chats will be opened shortly after. (If you need it by a set point, please let us know)
Bearing all this in mind, and the need to book travel (reimbursement only available for people who are successfully on the team), book venues etc. It’s now time to decide on a date!
Our initial emails stated the weekend of May 3rd/4th. But you may wish to choose any time in May that works for your team, and is most realistic. Do consider the need to also kick things off, and start recruitment too.
Next steps
- Finalise format; National or Regional & Date and Time
- Book the venue
- Finalise itinerary
- Send invitation to teams (& Registration)
- Finalise speakers & host
- Finalise food & refreshments
- Finalise other roles
- Finalise the plan for the Day
POSTER
ENSURE TO MAKE A COPY PRIOR TO EDITING
To use Canva templates, please follow the steps below.
1. Open the link, press ‘File’ & ‘Make a Copy’
2. Edit your copy with the details
3. Once ready, you can download a copy of your poster
Too many steps?
Email vicedirector.marketing@charityweek.com for support
TICKETING
Do not make your own google forms for this, due to sysyem & data protection issues.
Please email admin@charityweek.com with all the details of your event, for an event registration link.
(Please wait upto 48 hours for turnaround)
If you have any extra details you need on the registration form (dietary/accessibility requirements etc) just let the team know.
VENUE SELECTION
Many training events & meetings have taken place within the last few years, therefore venue search should be kept short, by contacting those that have been used before and checking their availability.
What’s important to look out for is the main room big enough to host all guests for talks etc. and also if possible a few smaller rooms (number depends on the size of the team) for breakout sessions – changing rooms during the day helps to keep the attention of the attendees. If it is not possible, see if you can include the foyer/yard/entrance in program points.
What should the venue have?
- Projector and connection computer/laptop
- Microphones especially if it’s a centralized Assemble
- Prayer Area
- Place to eat
- Easy access to public transportation
- Separate area/rooms for workshops
- Main room big enough for all attendees
- Foyer for registration (registration tables)
- Power Plugs
- Wifi
Before booking any venue, finance must be first informed in order to receive their approval!
FOOD AND REFRESHMENTS
It should be the type of food that allows people to walk around and talk to each other rather than forcing them to sit at a table. So basically nothing too oily or with lots of sauce. Nothing too complicated either.
Have takeaway boxes ready so that leftover food is packed and given to the team members who have traveled from far away to be here.
- Plan for Breakfast Snacks, Lunch & Refreshments but within budget. In the RSVP forms, its best to get dietary preferences (vegan, vegetarian, non-vegetarian)
- Make sure to have serving spoons
- Have Napkins. Pay attention to Hygiene
- Have Food labels so it’s easy to identify vegetarians etc
Plan for the day
While planning for the Know Your Team event, visualise the event end-to-end from the start to the end; categorise your activities as pre-event, during the event and post-event. Consider the pointers we have shared to help with some direction.
- Pre-Event
- Once you have the venue booked, the food & refreshments plan sorted and the agenda finalised, you can move on to the next step
- Invitation & Registration – Send registration forms to the teams requesting their attendance, Since this is an internal event.
- Assign roles for the day – The roles can be divided amongst shura and events teams including seasoned members of Charity Week who have attended events multiple times
- Activities as per role for the day – Assign activities based on the roles individuals were selected for.
- Prepare a list of resources, so you have enough time to purchase or assign one of the volunteers to bring the items.
- Have a pre-event team meeting at least 2 days before the event and have a walk-through of the day from start to finish ensuring all activities and expectations are covered. Everyone should know their roles & responsibilities for the day. It would be ideal to have a Whatsapp chat with all the event organisers present.
- Plan for a Team Huddle at the venue before the event so everyone has time to set up the registration desk, main room, AV set up, Workshop rooms, signage, etc
- During the event:
- Ensure everyone is feeling comfortable and welcome. Actively approach all the attendees and have conversations.
- The event starts on time & ends on time
- Have your phones nearby for supporting each other due to unforeseen delays/circumstances
- Post Event
- Ensure you leave the premises clean
- Any leftover food should be distributed
Hosting Guidance
Talk 1: THEME TALK
WORKSHOP 1: PROJECTS
COMING SOON!
View Slides
Projects Information
Projects Feedback Video
Talk 1: What if [DE]
Projects Workshop
Projects Printout
To be printed off, and handed to attendees during the workshop.
Projects Workshop [DE]
Projects Printout [DE]
To be printed off, and handed to attendees during the workshop.
CW Essentials Workshop
Bingo Sheets
To be printed off, and handed to attendees during the workshop. Please ensure details are correct to your country.
CW Essentials Workshop [DE]
Bingo Sheets [DE]
To be printed off, and handed to attendees during the workshop. Please ensure details are correct to your country.
This workshop includes key information your institutions will need to run a successful Charity Week. Please save a copy in your local folder and check all of the slides carefully, especially slides 10, 11, 13, 19, 20, 21, 27, 33 – as these will need adjustment depending on your local area.
Talk 2: Projects Talk
Talk 2: The Vision [DE]
Full slide deck
Talk 3: The Vision
SOCIAL MEDIA
Talk 1: What if
Talk 1: What if [DE] (See F2f Section)
Projects Workshop
View Presentation
Please ensure you gain access to the CW Menti account for the interactive slides.
Menti Quiz
Speak to the Intl/Ntl shura to gain access to menti. Be sure to make a copy of the slides before using.
CW Essentials Workshop
View Presentation
Please ensure you gain access to the CW Menti account for the interactive slides.
Menti Quiz
Speak to the Intl/Ntl shura to gain access to menti. Be sure to make a copy of the slides before using.
CW Essentials Workshop [DE]
View Presentation [DE]
Please ensure you gain access to the CW Menti account for the interactive slides.
Menti Quiz [DE]
Speak to the Intl/Ntl shura to gain access to menti. Be sure to make a copy of the slides before using.
Talk 2: The Vision
Talk 2: The Vision [DE] (SEE F2F SECTION)
Talk 3: Projects & ir/Eaa talk (See F2F Section)
Full slide deck
How to document your event for social media
We can inspire others to do the same by showcasing how we unite!
- Make sure one person is in charge of collecting content at the event
- This can be your content creator or a Team member who is enthusiastic about videography and photography
- Make sure to have adequate equipment, to get good-quality footage and audio
- Content will be used for a variety of purposes. Annual Report, Social Media, Highlight videos etc., it is therefore important to get a good mix of landscape photos and videos, as well as portrait photos and videos!
Want to create a video?
Here are some ideas you can create with examples:
- Interviews with Volunteers:
- What makes CW unique?
- When did you feel the most united?
- What does Unity mean to you?
- What was the funniest moment of CW?
Always get a photo of the person smiling for the thumbnail. Here’s an example of how to frame and set the scene
https://www.instagram.com/tv/CcdTthlF-lS/?utm_source=ig_web_copy_link&igsh=MzRlODBiNWFlZA==
- Footage of the day:
- People laughing, talking, hugging, praying
- Photos and videos of talks
- Create a little trailer:
- Edit the footage together with a voiceover reminder about unity
- Create a little themed video (e.g. everyone catching a t-shirt and saying something into the camera)
You got the footage and now?
Upload your footage to your country album. Share it with your team, so everyone at the event can upload their footage.
If there is a specific video or photo you want to be used for a specific purpose send it to marketing@charityweek.com directly.
Please see our marketing guidelines here: https://drive.google.com/file/d/1gclRWGKngDxlbAXAWGt89x20VqfUcsHC/view?usp=drive_link
If you have any issues or questions please email info@charityweek.com