How to organize a community shred event

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How to successfully plan and launch a community shredding day.

Transcript of How to organize a community shred event

  • How To Organize A Community Shred Event
  • Table of Contents1. Overview2. Step 1- How Large Should It Be3. Step 2- Recruit Volunteers4. Step 3- Pick a Document Destruction Company5. Step 4- Location6. Step 5- Promotion7. Step 6- Organization8. Step 7- Execution9. Step 8- CompletionStrongbox Document Destruction
  • OVERVIEWYou can help protect people in your community from financial fraud by organizing a shredding event. Raisepeace of mind while helping people clean out unneeded paperwork!The ProblemPeople often keep sensitive, personal documents like bank and investment statements long after they needthem. Those documents could make their owners vulnerable to fraud. Older Americans are a favorite target ofscam and fraud artists.The SolutionYou can help friends and neighbors better protect themselves from fraud by organizing a shredding eventwhere people can safely destroy and dispose of sensitive documents.Time CommitmentAs little as one hour to organize and recruit. Up to four or five hours on the day of the event, includingset up and break down.Special ConsiderationsNone.Who can do this?Everyone.Great Reasons to do this ProjectYou raise peoples awareness of fraud and help empower them to protect themselves from fraud and scams.The people you help can use this knowledge for the rest of their lives! Strongbox Document Destruction
  • STEP 1: Decide how large an event you want to haveThe basic elements of a shredding event are: Recruiting and organizing volunteers Finding a venue Hiring a document destruction company Promoting the event Setting up for the event Greeting attendees Coordinating how people move about the event Helping attendees at the event Cleaning up afterward Strongbox Document Destruction
  • STEP 2: RECRUIT VOLUNTEERS For a small event, you may need only three or four people to help. For a larger event, you might need 10 or 15. Reach out to people however you can, email, Facebook, phone calls, knocking on doors, etc. Post your event on the bulletin board at your place of worship, local libraries, coffee shops, etc. Try family, friends, colleagues and any other groups you belong to. Once you have a core of volunteers, assign people roles for planning and carrying out the event. Strongbox Document Destruction
  • STEP 3: Pick a Document Destruction Company Look for an established company with a good reputation for integrity and customer service. Ask for references, search online for reviews and check with your local Better Business Bureau. Choose a company that performs on-site document destruction. Make sure the organization is a NAID member. People enjoy knowing that their documents are being destroyed immediately. Also pick a company that offers the ability to watch their documents being destroyed through an on-board video feed. Ask the shredding company if it will donate the shredding service. Your event definitely qualifies as a public service and the potential media exposure of providing a service for such an event is a great marketing opportunity for the company. If the shredding vendor wont donate or discount its services, look for community partners who might fund the event. Partners could include banks, local TV and radio stations, the community newspaper, faith organizations, local governments, schools and office supply or grocery stores. Most waste from shredding events is recycled, so you are helping the environment too! Strongbox Document Destruction
  • STEP 4: Location, Location, LocationThe ideal space for your shredding event will be: Large enough to handle a steady stream of people Easily accessible, both for attendees toting reams of documents and the shredding company, which will have to park the shredding truck in a location with good access. Start with community centers, libraries, and other municipal buildings and schools. You could also try hotels and other buildings with large, open space on the first floor. Call to ensure you have proper permits and insurance forms for a shredding event. Most shredding companies can help you with this type of paperwork Strongbox Document Destruction
  • STEP 5: PROMOTE YOUR EVENT! Call and/or email local media radio, TV, newspapers and internet. You are organizing a valuable public service, so be upbeat and confident in urging the media to help spread the word. Also invite them to cover the event live (but at this point mobilizing people to attend is more important). Also post flyers in libraries, stores, community centers wherever you are permitted to do so in the community. Ask your volunteer team to leverage their networks personal, professional, hobby groups, etc. through email, Facebook, word of mouth and phone calls. In all your promotions, emphasize that fraud costs Americans millions of dollars a year and that your shredding event will help protect people from falling victim to fraud. Strongbox Document Destruction
  • STEP 6: Organize The Team Consider a common dress code for your volunteers so that your group and the customers can easily the team members. Identify members of the organizing team. Opt for bright-colored T-shirts that are easily identifiable. Ask volunteers to arrive 30 to 45 minutes early to help set up and clarify everyones roles for the day. Give everyone your cell phone number this includes the shredding company so they can reach you if needed on event day. Strongbox Document Destruction
  • STEP 7: ExecutionNow its time to carry out your shredding event! Heres how: Arrive an hour before the event! Post signs outside the building so everyone can find it. Encourage your team to be friendly, calm and courteous throughout the day. For some attendees, this will be yet another domestic task, and one that involves disposing of sensitive, personal documents. If people become frustrated or impatient, be as helpful as possible in guiding them through the process. Bring materials like work gloves, first-aid kits, name tags, snacks, drinks, paper cups/plates/napkins and copies of the tip sheet (see below) to hand out. Provide snacks and drinks for workers including employees of the shredding company. Keep track of time: Make sure your team members know whats expected of them, especially when you want them to arrive and how long theyll need to stay. Keep your cell phone on and charged, in case anyone needs to reach you for event-related questions or emergencies. Media: Decide who will conduct media interviews and direct photo opportunities. Keep lines moving: Make sure there is no time for a potential crook to linger; be vigilant about document security. Exercise caution when handling sensitive documents so they are not lost, misplaced or left unprotected. Strongbox Document Destruction
  • STEP 8: Completion After the event, follow up with your volunteers and community. Tell them how many pounds of documents were shredded (the vendor should know). Tell them how many people attended the event. Acknowledge and thank everyone who helped. Post a notice of future events that volunteers can support so that you can further engage them in community service efforts. Ask your team and attendees for feedback to help you improve upon your success for future events. Strongbox Document Destruction
  • Sample Community Shred Event FlyerCommunity Shredding Event Date: _________________________________________Time: ______________________________Location: ___________________________Why Shred Personal Documents?Rifling through trash cans for personal information is a common tactic of identity thieves. Shred sensitivematerials to minimize your risk. Before discarding them, cut up expired credit and identification cards,bank and credit card statements you no longer need, charge receipts with your account information,insurance forms, physician bills and the like.What Materials Should I Bring for Shredding?Bring all sensitive paperwork that includes account numbers, birth dates, passwords, PINs, signaturesand Social Security and/or drivers license numbers. To protect your privacy, consider other items thatinclude names, addresses, phone numbers and email addresses. And when in doubt, shred your documents.WHAT TO INCLUDE: Account numbers (credit card statements, bank statements, canceled or unused checks, receipts, utility bills, tax documents, etc.) Birth dates (school records, financial applications) Passwords and PINs (bank and credit card records) Signatures (any forms or documents containing your signature, including canceled checks) Social Security numbers (financial applications, tax documents, job applications) Junk mail (credit card offers, loan applications containing your personal information, courtesy checks from credit cards)If you can, please offer a ride to a neighbor for this event.If you would like to participate as a volunteer for this community shredding event, please contact____________________________ at ____________________________.We welcome greeters, document handlers, table workers and more.Note to organizer : Check with the shredding company for a list of any items that should not be