Module 2: School Outreach Mastery

Coordinating Presentations

Managing the Presentation Process

Once you've secured access to schools, effective coordination ensures your presentations run smoothly. Good logistics make the difference between a program that grows and one that fizzles out.

Before the Presentation

Two Weeks Out

  • Confirm the date, time, and location with the school contact
  • Clarify the format (classroom, assembly, etc.) and expected audience size
  • Ask about the grade level and any specific topics to address or avoid
  • Determine what technology will be available (projector, speakers, etc.)
  • Ask if a teacher will remain in the room during the presentation

One Week Out

  • Confirm volunteers and assign roles
  • Prepare all materials (handouts, visual aids, giveaways)
  • Review the presentation content and practice if needed
  • Send a reminder email to the school contact
  • Prepare backup plans (printed slides in case technology fails)

Day Before

  • Confirm meeting time and location with volunteers
  • Check that all materials are packed and ready
  • Review directions to the school and parking information
  • Get a good night's sleep

Day of the Presentation

Arrival

  • Arrive 15-20 minutes early
  • Park in visitor parking and bring photo ID
  • Sign in at the main office and get your visitor badge
  • Meet your school contact and confirm last-minute details
  • Set up your materials and test any technology

During the Presentation

  • Introduce yourself and explain why you're there
  • Be aware of time—don't run over
  • Engage students with questions and interaction
  • Watch for students who seem disengaged or distressed
  • Leave time for questions at the end

After the Presentation

  • Thank the teacher and any administrators present
  • Leave materials as appropriate
  • Ask for feedback and whether you can return
  • Sign out at the main office
  • Return your visitor badge

Working with Multiple Volunteers

When coordinating a team:

  • Assign clear roles: Who speaks? Who handles materials? Who manages technology?
  • Meet beforehand: Even a brief parking lot huddle helps
  • Use consistent messaging: All volunteers should be trained on DAP content
  • Debrief afterward: What worked? What could improve?

Tracking Your Presentations

For each presentation, record:

  • Date and school name
  • Grade level and number of students
  • Volunteers who participated
  • Materials distributed
  • Feedback received
  • Follow-up needed

This information feeds into your CLMS reporting and helps you improve over time.

Handling Common Issues

Technology fails: Always have a backup plan. Can you present without slides?

Students are disruptive: The teacher should handle discipline. Focus on engaging the majority.

You're running out of time: Prioritize your key messages. Better to cover less well than rush through everything.

A student asks an inappropriate question: Redirect calmly. "That's not what we're covering today."

A student seems upset: Don't call attention to it. Let the teacher know privately afterward.

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Getting Into Schools