Public Outreach Training

May 6, 20151.0

Public Outreach –Examples

Staffing information tables (e.g. fairs, festivals, Farmers’ Mkts, etc.)

Giving talks to groups (e.g. Speakers Bureau) Staffing Extension Ofc Helpdesk Giving advice to neighbors Volunteering in public places like schools,

museums, hospital greenhouses, community gardens, etc.

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All associated time, including prep and travel, is Volunteer time.

Questions…. and Answers

You will be answering a lot of questions and providing a lot of information

General information about Cooperative Extension

Horticulture information

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General Information Questions

Where are the Extension offices? When are they open?

What’s required for a soil sample?

See handout: Services Offered by Extension

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Resources

Our website – U of A bulletins Yavapai County bulletins Backyard Gardener Native and Naturalized Plant Database

See handout

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To access bulletinshttp://extension.arizona.edu/yavapai

Click on Gardening

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Yavapai Gardening page

Click on:• Univ of Az

Horticulture Bulletins

• Yavapai Co Horticulture Bulletins

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Screen to access University of Arizona publications.

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Yavapai County Horticulture Bulletins

+ More

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Click on red arrow under Gardening

To access Master Gardener Resources Website Page

http://extension.arizona.edu/yavapai

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Click on Master Gardener Resources

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Speakers Bureau page

To access Speakers Bureau documents

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Speakers Bureau page contains guidelines, presentations, and 

resources.

Speakers’ Bureau Documents

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Volunteer Documents page

To access Master Gardener volunteer documents

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•Hours Reporting form & instructionsMGA CalendarProgram documents (e.g. Policy, Org Chart)Association documents (e.g. Bylaws, committees, etc.)Project documents (e.g. application forms)Executive Board procedures

Volunteer Documents page

Assignment: review Program Policy & Terms of Agreement

Resources contd. Other Extension websites (CA, UT, NM, WA

CO, NV preferred) Books and bulletins in the Extension office Master Gardener Handbook Information binder and books in Travel Totes Microscope in Ext ofc to view plant/insect

samples Other Master Gardeners Speakers Bureau workshops

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Jeff Schalau

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Resources contd.

Frequently Asked Questions (Handout) Insect, Wildlife, and Disease Management

(Handout)

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Always provide science-based Information

Difficult Questions

Ask client to contact the Master Gardener Helpdesk (Ext Ofc) - Pasture / rangeland questions Questions from municipalities, businesses,

ranchers, livestock areas – e.g. herbicides Microscope often required to determine cause of

plant damage Anything you can’t answer or are not sure of

The duty MG will refer to Jeff or direct the caller to e-mail Jeff if appropriate.

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Site Visits and Client Follow-up

Site visit policy - we do not make site visitsHowever, a couple MGs may make visits if they feel

safe1. Post site-visit log in office so we know where you

are going2. Post Helpdesk log after visit

Research and client follow-up Caution on using personal phone or e-mail Use U of A E-mail Extension office phone and e-mail is available

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Sherry HowardVolunteer Projects

Committee Co-chair

Outreach - Preparation Reserve Extension Office supplies in advance Handle the supplies as if they were your own Make sure printed copies / presentations are branded Have another MG review / proof new materials Avoid comments or personal views that could be interpreted as being of a

religious or political bias Do homework before the event – know something about the forum (e.g.

festival) or the group you are speaking to Let the coordinator know your preference for tasks and your area of

expertise Follow through on your commitment to a specific date/time – your team

members are counting on you; notify coordinator ASAP if you can’t meet commitment

Be prepared (may stand for long periods, wear hat, sunscreen, bring water, etc.)

Wear MG name tag (required) (permanent nametag on your right side)

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Information Table Set-up

Create a theme for the table for that day Use plastic stands to: advertise our programs, ask a

challenging question to draw people in (make sure the MGs present know the answer)

Hang the Master Gardener banner Provide give-aways - e.g. business card, something

specific to the theme, seed packet, etc. (optional) Make the table inviting and interesting; display reference

materials & props in an attractive way Use props people can touch, smell, etc. - live insects,

galls; interesting plant; composted soil; worm compost w/ worms; bug boxes; tree problem samples

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Display Stand Example Do you know what this is? Do you have it in

your yard?

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Engage the Public

Smile & be enthusiastic Listen attentively Use receptive body language If giving a talk, make it interactive Use direct eye contact – stand up to be at eye level Start the conversation with a question (open-ended

questions are best – i.e. not questions w/ yes or no answer) – and be interested in the answer

You don’t need to have all the answers, but offer to find out or refer them to a good resource; don’t fake it

Maintain a sense of humor and have fun

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Avoid Chewing gum Eating at an information table Talking on a cell phone or texting Engaging in conversation while ignoring visitors/clients Knitting, reading a novel, etc. Being late for your talk or shift or leaving early Leaving the table unattended

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Supply Check-out

Reserve supplies in advance Camp Verde – Lisa Gerber Prescott – Kathy MacCauley

Types of supplies available: canopies/weights travel Totes (reference materials, plastic stands, tally sheets, etc.) LCD/laptop easel stand sandwich boards tables bug boxes tree damage samples

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Policy on Handouts

Talks to groups - preference is to have them make enough copies for their attendees, but we do have some funds for handouts

MG information tables – many bulletins are in plastic sleeves in reference binders in Travel Totes; show the bulletin and tell client how to access on our website

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Results Tracking After a talk, report to Speakers’ Bureau

Chair Location of talk, subject, number of attendees,

sign-in sheet (optional)

Information tables Tally number of interactions – leave tally sheets

in Travel Tote or give to Program Coordinator

Feedback Form (on website)

Report your hours Prep/research time, travel time, and time at

event is Volunteer time 30

And most important, have fun!

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