STEPS TO A SUCCESSFUL EVENT

• 1) Announce Your Event & Get Volunteers

  Getting the word out about your cleanup is the first step in making it a success. Engage your STARFLEET chapter, region, and local community by announcing your event early. Encourage participation by making it fun, social, and rewarding.

  • Announce your cleanup in your chapter or regional group chats, social media pages, and newsletters. Use the hashtags #ProjectEarth #EarthDay #livelongandrecycle
  • Encourage members to invite friends and family.
  • Set up a registration process (Google Form, sign-up sheet, or email list).

• 2) Select Your Cleanup Location & Contact Authorities

  Choosing the right location is essential. Look for areas in need, such as parks, trails, or beaches that require attention. Before finalizing your location, be sure to contact the necessary local authorities to obtain permission and coordinate logistics.

  • Choose a park, nature reserve, or public land that needs cleanup.
  • Contact the local park authority or municipality to request permissions, free entry passes, or resources (such as garbage bags and gloves).
  • Arrange waste disposal logistics with local waste management services

• 3) Gather Supplies & Equipment

  To ensure a smooth and efficient cleanup, volunteers will need the right supplies. Consider what materials are required to make the job safer and easier for everyone involved.

  • Garbage bags & recycling bins
  • Work gloves & safety vests
  • Rakes, pickup claws, and shovels
  • First aid kits & insect repellent
  • Water bottles & snacks (or organize a bag lunch)

• 4) Map Out Cleanup Zones

  A well-planned cleanup site ensures that volunteers work efficiently and effectively. Providing a clear plan of action will help avoid confusion and ensure all areas receive attention.

  • Create a map of the cleanup area, either using Google Maps, printed maps, or hand-drawn sketches.
  • Assign teams to different sections to maximize coverage.
  • Have a designated meetup point before and after the cleanup.

• 5) Safety & Waivers

  Safety should be a top priority. Having a solid plan in place for handling potential hazards, medical needs, and liability ensures a secure and enjoyable experience for all volunteers.

  • Provide a safety checklist (see below).
  • Have participants sign a simple waiver (example provided).
  • Assign team leaders to monitor volunteer safety.

• 6) Partner with Local Businesses & Sponsors

  Partnerships can make a big difference in the success of your event. Reaching out to businesses, environmental groups, and community leaders can provide valuable resources and encourage broader participation.

  • Contact local businesses for donations or sponsorships (garbage bags, gloves, water, small prizes, etc.).
  • Offer sponsorship recognition in event promotions.
  • Consider local accommodations if hosting a multi-day cleanup.

• 7) Track & Report Your Success

  Recognizing and documenting the impact of your cleanup is an important step. Not only does it help STARFLEET International track collective efforts, but it also serves as an inspiration for future events. Each chapter/region will submit their results via an online form by May 18, 2025. Required details:

  • Event Name & Location
  • Date(s) of Cleanup
  • Number of Participants
  • Partner Organizations/Sponsors
  • Amount of Garbage Collected (number of small/large bags)