WORLD CLEANUP DAY 15 SEPTEMBER 2018 - TOOLKIT - Let's Do It! World
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WORLD CLEANUP DAY 15 SEPTEMBER 2018 TOOLKIT 01
PURPOSE OF THIS DOCUMENT
This document has been designed by the Let’s Do It! World team to support
national teams in their activities: to give an overview of the Let’s Do It!
World movement and to provide ideas, tools and tips on how to organise the
World Cleanup Day in your country. To put it in a wider perspective - how
to participate in making the world a cleaner, more sustainable, and more
responsible place to live.
The idea to clean up the whole world in one day is an ambitious goal that,
as we believe in Let’s Do It! World, can only be achieved by cooperating at a
comprehensive level. With this toolkit we want to help both leaders and their
teams to build strong local partnerships that would help you to achieve your
goals and make your team run smoothly.
Compiled on February 2017 and updated on October 2017, in Tallinn Estonia.
02
CONTENT
Purpose of this document 2
What we do and why? 4
• World Cleanup Day 4
• Why is it important to act on trash? 5
Who we are 6
• Let’s Do It! World 8
• Growing into a worldwide civic movement 8
• Let’s Do It Foundation 11
Organising the World Cleanup Day 12
• The network of Let’s Do It! World 12
• What kind of support Let’s Do It! World offers? 15
• Global partnerships 17
• After the World Cleanup day 17
• Our values 17
Participating in World Cleanup Day 19
• Being a leader 19
• Building up a team 23
• Creating the action plan 24
• Cooperation, partners 26
• Finances 27
• Waste mapping 28
• Volunteer registration and coordination 29
• Logistics 30
• Public relations and marketing 32
• Just before your Cleanup Day 38
03
WHAT WE DO AND WHY?
WORLD CLEANUP DAY
Let’s Do It! World is a global civic movement with a mission to connect and
empower people and organisations around the world to make our planet waste
free. We intend to unite against illegal waste, organising a one day global cleanup
on 15 September 2018, bringing together 150 countries for one positive cause
– a clean world.
CONNECT VISUALISE ACT & EDUCATE CHANGE BEHAVIOUR
150
COUNTRIES
MILLIONS
OF WASTE POINTS IN 1 DAY
TO KEEP IT
CLEAN
15/09
2018
• First, we are actively recruiting ambitious leaders willing to run the massive
nationwide cleanups.
• Then, using technology, the best professionals, and our worldwide volunteer
base, we will map the world’s waste.
• Our third step will be to clean up the entire world in one, massive cleanup day
on September 15th, 2018.
• And finally, we will bring together organisations, experts, and visionaries around
the world to create a plan to stop the waste problem once and for all. We can
keep our planet clean, but only if we do it together.
The Let’s Do It! team has produced several videos for international use to promote
World Cleanup Day that are accessible in Youtube
04
WHAT WE DO AND WHY?
WHY IS IT IMPORTANT TO ACT ON TRASH?
Getting an exact measurement of how much waste has ended up in nature is
difficult. The very fact that nobody knows it is already a problem on its own.
What we do know is that out of the 1.3 billion tons of household waste generated
per year in the world, only about 258 - 368 million tonnes of trash end up in one of
the 50 largest dumpsites. Where is the rest of it? It is dumped into rivers, leaks into
the oceans, is burnt openly, or left in the streets and the byways of townships and
cities. For example every year 8 million tonnes of garbage is added to our oceans,
80% of it from mainland waste. That’s like dumping over 112,123 Boeing 737-
ER900 airplanes into the ocean…each year!
EACH YEAR!
8 MILLION TONNES
OF GARBAGE
112 BOEING 737 AIRPLANES
The problem connected to trash dumped on the streets or in the nature is not just
an esthetical one. As trash begins to decompose, harmful chemicals and toxins
begin to leak out. First, into the soil, then it spreads into the water and air – the very
things we all depend on for a healthy life. Dirty drinking water, spreading diseases,
red-flag air pollution days… these are all related in some ways to the waste we
produce.
Waste is a worldwide problem. There are countless stories of the negative impacts
of trash around the world. In short, we care about trash because… we can’t afford
not to.
5
WHO WE ARE
LET’S DO IT! WORLD IN NUMBERS (IN 2016)
16,5 MLN 113 509.000
PEOPLE COUNTRIES TONNES WASTE
TOTAL NUMBER OF VOLUNTEERS / TONNES WASTE
BY YEAR
2012
3.518.732 MLN
2008 2009 2010 2011
103.000 180.000 1.203.145 MLN 1.405.035 MLN
12.021 T 6.500 T 25.502 T 32.876 T 147.132 T
2013 2014 2015 2016
2.635.445 MLN 2.257.912 MLN 2.531.067 MLN 3.060.596 MLN
86.268 T 118.708 T 43.479 T 41.211 T
For the latest and more detailed data check out statistics from our web page
6
WHO WE ARE
PARTICIPATING, CLEANUP COUNTRIES
Estonia, Latvia, Lithuania
2008
Latvia, Lithuania
2009
Slovenia, Romania, Serbia, Latvia, Lithuania, Portugal, India, Estonia, Ukraine
2010
Finland, Serbia, Romania, Latvia, Lithuania, Moldova, Brazil, Bulgaria, Estonia, Ukraine,
2011 Russian Federation, Cambodia
Sweden, Italy, Bulgaria, Slovenia, Lithuania, Latvia, Romania, Albania, Austria, Moldova,
2012 Russian Federation, Kosovo, Brazil, Hungary, Republic of Macedonia, Ukraine, Croatia,
Georgia, Bangladesh, Bosnia and Herzegovina, Estonia, Greece, Nepal, The Netherlands,
France, Portugal, Canada, Cambodia, Democratic Republic of the Congo, Tunisia,
Indonesia, Cyprus, Armenia, Belgium, Azerbaijan, Turkey, Finland, Algeria, Belarus,
Senegal, Mongolia, United Kingdom, El Salvador, Saint Lucia, Malta, Germany, Thailand
Sweden, Bulgaria, Romania, Albania, Ukraine, Kosovo, Lithuania, Latvia, Brazil, Hungary,
2013 Republic of Macedonia, Croatia, Bosnia and Herzegovina, Hong Kong, Estonia, Mexico,
Greece, India, Russian Federation, Belgium, Canada, Oman, Turkey, Mongolia, Nepal,
The Netherlands, Italy, Colombia, Spain, Luxembourg, Uganda, El Salvador, Lebanon,
Armenia
Sweden, Slovenia, Serbia, Ukraine, Bulgaria, Romania, Lithuania, Italy, Latvia, Albania,
2014 Hungary, Austria, Moldova, Finland, Brazil, Kosovo, Hong Kong, Portugal, Croatia, India,
Greece, Czech Republic, Mexico, Estonia, Georgia, Bangladesh, Republic of Macedonia,
Philippines, Bosnia and Herzegovina, Russian Federation, Oman, Cyprus, Canada,
Belgium, Afghanistan, Switzerland, Belarus, France, Montenegro, Nepal, The Netherlands,
Democratic Republic of the Congo, Indonesia, Cambodia, Singapore, Turkey, Tunisia,
Colombia, Lebanon, Mongolia, Armenia, Azerbaijan, Bolivia, Spain, Luxembourg, Malta,
Senegal, Algeria, Libya, Uganda, Morocco, United Kingdom, Kenya, El Salvador, Nigeria,
Egypt, Saint Lucia, Myanmar, Germany, Thailand, Argentina, Sudan, Israel
Sweden, Lithuania, Ukraine, Albania, Latvia, Hungary, Croatia, Czech Republic, Greece,
2015 Estonia, Bulgaria, Kosovo, The Netherlands, Philippines, Bosnia and Herzegovina, Republic
of Macedonia, Italy, Romania, Russian Federation, Cyprus, Afghanistan, Lebanon, Tunisia,
Colombia, Belarus, Malta, Bolivia, Algeria, Azerbaijan, Libya, Egypt, Turkey, Finland
Sweden, Lithuania, Ukraine, Romania, Hungary, Latvia, Bulgaria, Albania, Hong Kong,
2016 Czech Republic, Greece, Kosovo, Croatia, Estonia, Belarus, Cyprus, Switzerland,
Montenegro, France, Moldova, Russian Federation, Lebanon, Argentina, Republic of
Macedonia, The Netherlands
7
WHO WE ARE
LET’S DO IT! WORLD
It all began in Estonia in 2008 when 50,000 people united to clean up the entire
country in just five hours. Watch the inspiring video about the initial cleanup from
Youtube
Originally the initiative wasn’t planned to become international, but as the approach
proved to be so inspirational and the method effective, the idea started to spread.
Let’s Do It! has been spreading this model – one country in one day – around the
world.
Let’s Do It! is a non-political and horizontal international network that values
cooperation, including policy makers, but our approach is grass-root civic action
and we value our independence.
GROWING INTO A WORLDWIDE CIVIC MOVEMENT
Let’s Do It! World is one of the fastest growing civic movements of modern times.
This is how it has happened.
2008 50.000 VOLUNTEERS
´ 3rd of May 2008 – Estonia was cleaned up in just five hours by 50 000 people
who collected 10 000 tons of illegal waste.
´ The cleanup inspired Latvia and Lithuania, who used the model and organised
2009 their first Let’s Do It! cleanup actions. Latvia gathered 50 000 people, while in
Lithuania 70 000 people came together to clean.
120.000 VOLUNTEERS
´ The first international Let’s Do It! gathering took place to share the model
2010 and know-how. The get-together was attended by activists, who all organised
cleanup actions in the spring of 2010:
ROMANIA UKRAINE SERBIA SLOVENIA
200.000 VOLUNTEERS 1.680 VOLUNTEERS 200.000 VOLUNTEERS 273.000 VOLUNTEERS
INDIA (NEW-DELHI) PORTUGAL LATVIA LITHUANIA
50.000 VOLUNTEERS 100.000 VOLUNTEERS 150.000 VOLUNTEERS 200.000 VOLUNTEERS
8
WHO WE ARE
CORE TEAM
´ In February 2011, a team for the World Cleanup 2012 campaign was formed.
2011 240 VOLUNTEERS
The campaign was led by five employed core team leaders and 240 volunteers,
the aim - to organise a vibrant global cleanup year in 2012. The network of
Let’s Do It! grew to 10 countries.
96
2012 COUNTRIES
3.510.000
VOLUNTEERS
´ 3.510,000 people participated in Let’s Do It! cleanup actions. By the end of
the year, the network had grown from 10 countries to 96 countries.
´ The global gathering of the network’s team leaders took
place in Tallinn, Estonia. The network’s positive pressure on
2013 the core team is to continue and move forward with the Let’s Do It! World
actions. This was the shift from a one off world campaign in 2012 to a more
structured international network.
110 ´ The global gathering of the network’s team leaders took place in Pristina,
2014
COUNTRIES
Kosovo. The Let’s Do It! World’s goal was set, to engage 5% of the World’s
population by 2018. The final goal - A Clean World. The network now consists
of 110 countries.
116 ´ The global gathering of the network’s team leaders is taking place in Riga,
2015
COUNTRIES
Latvia. The network has teams in 116 countries. By now 16 million people
16.000.000 have been engaged in Let’s Do It! actions around the world.
VOLUNTEERS
´ The International Clean World Conference 2016 in Bursa, Turkey, focuses on
organising the World Cleanup Day. The Let’s Do It! World Core Team asks
2016 about the networks readiness to engage in the project and gets a positive
answer. The focus of 2016 is set: recruiting more teams, to expand the
network, to fundraise for the project.
´ The international Clean World Conference 2017 in Tallinn, Estonia is focuses
2017 on spreading the knowledge about practical tools when organising a Cleanup
Day. It’s accompanied by the Leaders Academy, a seminar that offers more
personalised tools to prepare for a big cleanup action.
9
WHO WE ARE
Let’s Do It! has never been only about cleaning up waste. We also aim to unite
the global community, raise awareness and implement true change to achieve our
final goal – a clean and healthy planet. To reach the goal many local Let’s Do It!
campaigns have also created awareness raising campaigns (e.g. the Slovenian
campaign, you can read more from their final report ).
LET’S DO IT! WORLD PLAN FOR A CLEAN AND HEALTHY PLANET
From Let’s Do It! World webpage
In Estonia the officials report that four years after the action, the littering and illegal
dumping problem has decreased by 75%. In Slovenia the attitude towards trash
management changed radically in the whole country and its capital Ljubljana is
now on the way to becoming the world’s first Zero Waste capital city.
In Let’s Do It! World we have entered into partnerships with many other
organisations with similar goals (check out the list of our main partners from our
web page) to be able to better reach our goal of a clean world and to support
members in this.
010WHO WE ARE
LETS DO IT FOUNDATION
The Let’s Do It Foundation was founded in 2011 to organise and support country-
wide cleanup days and is now mostly occupied with helping the World Cleanup
Day 2018 take place. But the foundation is actually much more, being active in
organising projects that focus on social inclusion, democracy and the environment.
In every project we involve both citizens and experts, bringing people together from
different backgrounds. We believe this is the way to get the best results and to
really make a change. And that’s how the Let’s Do It Foundation continues to work
every day to build a better society both in Estonia and across the world.
Look up our projects from our web page
011ORGANISING
THE WORLD CLEANUP DAY
THE NETWORK OF LETS DO IT! WORLD
The World Cleanup Day is organised by the whole Let’s Do It! World network,
where the main actors are national teams and volunteers. Strong national teams,
their ability to prepare the event in a way to achieve the set goals are the key to its
success.
VOLUNTEERS CLEANING
NATIONAL TEAMS COMMITTED TO LET’S DO IT CLEANUP DAY 2018
NATIONAL TEAMS COMMITTED TO LET’S DO IT CLEANUP DAY 2018
MENTORS AMBASSADORS
CORE TEAM OF LET’S DO IT FOUNDATION
CORE TEAM OF LET’S DO IT FOUNDATION
PR & PARTNERS NETWORK KNOWLEDGE
IT & MARKETING
PR & &PARTNERS
FINANCE DEVELOPMENT
NETWORK TEAM
KNOWLEDGE EVENT
MAPPING MARKETING & FINANCE DEVELOPMENT TEAM MANAGEMENT
MANAGEMENT
BOARD
ADVISORY SUPERVISORY
BOARD BOARD
12ORGANISING THE WORLD CLEANUP DAY
The role of the Let’s Do It Foundation teams in this process is to support the
national teams in preparing for the Cleanup Day and that is how its present
structure is designed. It consists of four teams, every one of them with a specific
purpose:
MISSIONS OF LET’S DO IT! FOUNDATION TEAMS:
IT & Mapping team is:
• Creating a technical solution to support mapping and cleanups (basically a
new World Waste Map but with extended functionality, e.g. enabling also the
registration of volunteers. Read more about the mapping tool from the chapter
Preparing for the cleanup day)
• Building strategic partnerships with technology companies
PR and Marketing team is:
• Creating and implementing the PR and marketing strategy for the World Cleanup
Day and what precedes it (together with international partners)
• Delivering creative solutions, PR messages, concepts, designs and brand logic
to be used for international and national cleanup actions
Partners & Finance team is:
• Fundraising for the activities of the Let’s Do It! Foundation to support the
preparations for the World Cleanup Day
• Finding strategic partners for the foundation in all fields of action (for all teams)
Network Development and Support team is:
• Finding new talents and committed cleanup organisers
• Supporting cleanup leaders
• Providing supportive knowledge through the Mentorship program, Leaders
Academy and Regional seminars (mentors and ambassadors)
• Creating better information flow between national teams and the core team of
Let’s Do It! World
• Gathering and sharing best practices
Knowledge team is:
• Creating the “Keep it clean” plan – how to keep the world clean after the
15th of September
• Supporting the LDIW team and local teams with information about waste
management policies, new trends, trash facts
Event Management is:
• Preparing for the World Cleanup Day (e.g. organising global celebrations, etc.)
13ORGANISING THE WORLD CLEANUP DAY
In addition there are people/positions to support national leaders:
Mentors:
• A personal professional contact person for the national leader helping to
understand the Let’s Do It! model, to find information and give guidance
Ambassadors (appointed in 2017)
• A spokesperson for the Let’s Do It! World movement in a selected region (e.g.
Africa, India) who is helping the national leader e.g. to introduce the initiative to
local and also global level and helping to escalate and empower the
movement regionally.
014ORGANISING THE WORLD CLEANUP DAY
WHAT KIND OF SUPPORT DOES LET’S DO IT! WORLD OFFER?
1. Knowledge transfer by organising the Leaders Academy, Annual Conference
and Regional Seminars. All those events mean workshops, consulting and
tailor-made activities to help leaders and their teams to prepare for the World
Cleanup Day.
2. Mentorship Program during one year. All new leaders will have a designated
and committed contact person who is helping them to understand the Let’s Do
It! model, find information and give guidance – or simply a facilitator to reflect
on upcoming ideas and challenges.
3. Toolkit and Best Practices from the Network. All basic know-how on “paper”
to help get things done faster.
4. Sharing the news and information. By joining the Let’s Do It! World every
team becomes part of our international network, and one of the fastest growing
environmental movements in the world (according to the United Nations
Environmental Program). Our already existing channels give you the chance
to share your success stories, media materials; to learn from other countries
and raise your visibility, etc. And by getting in touch with other similarly minded
people and organisations you will have the chance to create cooperation
projects on your own.
5. Consulting, advising about waste management policies, new trends,
trash facts – we can help you get to the right person who can hopefully
answer your questions. NB! However, this is a separate agreement,
because understandably, it’s not possible to have the experts working
for your team full time.
6. Local partnerships support is offered when there is a possibility and
synergy between the Let’s Do It! World international team and another global
organisation. Many such organisations have offices in other countries and
there is a good chance that if they want to support the World Cleanup Day
internationally, they are also interested in cooperating on a local level. This
might make creating sponsorship deals and cooperation easier for you. Make
sure you consult with the Let’s Do It! World Partnerships team before you reach
out to any of our global partners’ local offices. If you have questions, write to
partners@letsdoitworld.org
7. Public Relations and Marketing support - your local campaign will become
empowered by two big international campaigns focusing on waste mapping and
the cleanup day – we also provide you with brand, creative concept and ideas,
campaign materials and designs and tips for strategy. We are keen to promote
your messages about your local waste problem and the big outstanding
015ORGANISING THE WORLD CLEANUP DAY
activities, not just to make headlines in only your country, but to really inspire
the whole world. NB! Coordinating and running a local nation-wide campaign is
the challenge and responsibility for the local teams.
8. Web page. Easy to adapt Wordpress based web-page template that gives you
the tools and designs of the Let’s Do It! website that you can fill with your native
content.
9. Data Visualisation tool. We have an app for IOS and Android phones and
web portal for country administrative tasks, inform volunteers, and
communicate the trash problem. Furthermore we have a separate platform,
World Waste Platform, that collects data from different mobile applications and
visualises it in a combined way. These tools will help you to show to the
politicians, media, possible partners, etc. what the illegal waste situation is in
your country, some specific area and in the whole wide world. The content for
those tools should be created by active citizens globally. Every single action
counts. Start mapping today!
10. Credibility. Through an Official Recognition Letter showing you are a partner
of a global action that is an accredited member of the United Nations
Environment Programme. This will communicate that massive cleanups as a
way to change a country have happened in other countries and it’s possible to
also do it in your country.
016ORGANISING THE WORLD CLEANUP DAY
GLOBAL PARTNERSHIPS
Let’s Do It! already has several great global partnerships and we continue looking
for more strategic partners across all fields of activity who would help the network
in organising the World Cleanup Day.
We suggest for you to contact the local offices of our partners in case you feel the
need for additional know-how in any of those fields. On our web page you can
access the latest overview of our strategic partners and how they are
contributing.
AFTER THE WORLD CLEANUP DAY
Let’s Do It! World has partnered up with several international organisations dealing
with the problem of waste (such as Zero Waste Europe, International Solid Waste
Association, and many others). We intend to bring all the experts and organisations
together to create a plan for how to keep our planet clean and stop the trashing of
it. There are already solutions out there, and in order to change the system, we will
also start communicating and cooperating with decision makers. The aim is to all
live in a waste free world.
OUR VALUES
As with all civic movements the Let’s Do It! World actions are rooted in our basic
values:
Cooperation We are open to everybody: dreamers and doers; all individuals,
organisations and institutions willing to find global solutions to a global
problem. We see cooperation as both an instrument and a goal in itself.
Thinking and acting together can create great deeds and solutions.
Positivity The Let’s Do It! campaign focuses on creating positive change; on
tackling problems and finding solutions; on looking for opportunities to move
on together; to enjoy the process, make it fun and celebrate success.
Ambition to Action We are doing it because we believe the change we want
is inevitable. We believe in our plan to clean the world. Doing gets it done. We
are driven to find new solutions and have the courage to bring great ideas to
life!
In addition don’t forget about honesty, openness and fun! Although they are
already included in our main values we still feel it’s important to bring them out
separately, to reflect them deeply in all our actions.
17ORGANISING THE WORLD CLEANUP DAY
KEEP YOURSELF INFORMED
There are different channels for you to stay informed about the World Cleanup Day:
Visit our World Cleanup Day Webpage: https://www.letsdoitworld.org
Join our Monthly Newsletter that features waste, environment and civic activism
related stories from our network and beyond. There are interviews, tips and
common interest stories that help you understand the problem and find solutions.
Join here: www.letsdoitworld.org/media/newsletter/
Join our information list to freely ask and discuss! This mailing list
(together@letsdoitworld.org) is a chance for us to network, call out for help and
debate about waste related topics, etc. Some teams have asked for advice on how to
keep the event non-political, some have asked about funding options and some have
simply asked to spread some news. All list members can freely post. In order to join
the list, please inform our team by sending an e-mail to info@letsdoitworld.org
Join our Facebook group. This is a open group for Let’s Do It! activists who want
to share thoughts, interesting articles, interact, gather the best ideas or practices,
etc. It’s great for people who don’t like mailing lists but still like to have a global
team feel and sometimes discuss. Find the group here!
Visit our Media page to find press releases, newsletters, news, videos,
information materials and a selection of media coverage. All the goodies are
here: www.letsdoitworld.org/media/media/ You might want to refer to articles about
us in Forbes or The Guardian, etc. Also, check out our Media Bank for photos
about cleanup actions around the world: mediabank.letsdoitworld.org
Find us on social media:
www.twitter.com/letsdoitworld
www.youtube.com/letsdoitworld
www.instagram.com/letsdoitworld
www.facebook.com/letsdoitworld
We have other internal information channels that are a bit more exclusive and
only meant for volunteers and team members of Let’s Do It! If you want to have
a more filtered internal information update, then you might be interested in our
Network News that features summarised short news about the activities of the
Core Team, teams around the world, events, etc. maximum once a week. Write to
Meelika Hirmo from the Network Development & Support team to start receiving
summarised news: meelika@letsdoitworld.org
18PARTICIPATING IN
WORLD CLEANUP DAY
This section gives you a concise step-by-step overview about the essentials when
preparing a Cleanup Day in your country. Descriptions given here are based on the
experiences of national Let’s Do It! teams who have already organised cleanups in
their countries. In most cases a link to more detailed instructions is also available.
When preparing for your own Cleanup Day, we recommend you to complete the
steps in a given order (e.g. find partners, and work on finances before starting with
communications). It’s not that somebody wants you to do it that way, but most of
the cleanups that have succeeded to reach the 5% goal have followed the same
roadmap.
BEING A LEADER
WHAT DOES IT MEAN TO BE A LEADER?
The role of the leader is to coordinate and manage the whole process of
organising a national Cleanup Day, from creating the initial vision, and building
up the team, until overseeing that everything works out well during the actual
019PARTICIPATING IN WORLD CLEANUP DAY
cleanup day. But it doesn’t mean that the leader has to do it all by themself. Being
a leader means being great at building teams and networks, inspiring people to
join the cause and working towards achieving the goals. It’s about finding the best
professionals and people with a special spark to get each task done.
And what is most important – a leader accepts the challenge to strive for a massive
cleanup that takes place in just one day and involves 5% of the population to
pick up trash.
WHO CAN BE A LEADER AND WHAT ARE THE NECESSARY SKILLS?
With the World Cleanup Day we intend to engage whole countries and not just
regions of them. For a leader it means a really ambitious challenge. To be able to
achieve it the following qualities and skills are especially important:
FEEL A DESIRE TO MAKE ARE TEAM PLAYERS AND HAVE EXCEPTIONAL
THEIR LIVING ENVIRONMENT DELEGATORS ORGANISING POWER AND
CLEANER AND BETTER (GOOD LEADERS CANNOT AND A DIVERSE NETWORK OF
WILL NOT DO EVERYTHING CONTACTS
BY THEMSELVES, BUT EASILY
IDENTIFY THE RIGHT PEOPLE
FOR THE RIGHT ROLES)
HAVE PREVIOUSLY EXECUTED ARE CONSISTENT IN THEIR ARE ABLE TO MOTIVATE
LARGE PROJECTS AND WORK ETHIC AND CAN POPLE AND INSPIRE
DEMONSTRATED LEADERSHIP OVERCOME OBSTACLES AS THEM TO ACT
ABILITY THEY ARISE
020PARTICIPATING IN WORLD CLEANUP DAY
A leader doesn’t have to be a person, it can also be a local community
(preferably a registered NGO, because when preparing for your Cleanup Day
you will need a registered legal body to arrange partnerships or to get funding).
Requirements for the community/NGO organising a Cleanup Day are pretty much
the same as for the person, but there are some additional details to keep in mind:
This NGO has to be:
• Apolitical in order to keep its focus on the goal and to bring together everybody
who cares about a cleaner world
• Preferably active in the environmental field or working with volunteers.
Then you already have already some of the necessary knowhow and network to
organise the event.
• Has values that overlap with Let’s Do It! World
• Is well networked on a national level and is able and willing to engage a large
number of volunteers
• Is able and willing to cooperate nationally but also at an international level
021PARTICIPATING IN WORLD CLEANUP DAY
WHAT THE LEADER HAS TO DO?
The following drawing gives you an overview of how the tasks between the leader,
their core team, and Let’s Do It! are divided.
LEADER TEAM GLOBAL SUPPORT
• CREATE INITIAL VISION BUILD UP THE • ATTEND THE LEADERS
• FIX THE GOALS TEAM ACADEMY
• COMMUNICATE ABOUT • WORK WITH YOUR
THE IDEA CREATE THE MENTOR
• START THE ACTION PLAN WITH • GET THE OVERVIEW
ORGANISATION THE TEAM ABOUT THE KNOW HOW
FROM LDIW
GET OVERVIEW
ABOUT THE
• MAP YOUR UTILISATION • GET OVERVIEW ABOUT • ATTEND THE ANNUAL
STAKEHOLDERS THE UTILISATION CONFERENCE
• FIND THE PATRONS CREATE A • CREATE A • GET THE OVERVIEW
• MAKE AGREEMENTS RESOURCES PLAN RESOURCES PLAN ABOUT THE KNOW HOW
WITH PARTNERS • CREATE A RESOURCES FROM LDIW (FUNDRAISING,
CREATE A BUDGET MAPPING)
RESOURCES
BUDGET
• FIND LOCAL • START TO REGISTER • HELP TO MAP THE
AMBASSADORS CREATE THE VOLUNTEERS ILLEGAL TRASH WITH
• FIND LOCAL SYSTEM/ • MAKE THE COOPERATION LEAD OF LDIW
SPOKESPEOPLE APPROACH OF IN THE GLOBAL TRASH • HELP TO MANAGE THE
• FIND LOCAL CLEAN-UP REGISTRATION OF MAPPING IN YOUR GLOBAL MARKETING
MANAGER THE VOLUNTEERS COUNTRY CAMPAIGN WITH THE
• FIND LOCAL • MAKE THE COOPERATION LEAD OF LDIW
CLEAN-UP LEADS AND IN THE GLOBAL PUBLIC • GET THE OVERVIEW
VOLUNTEERS CAMPAIGN IN YOUR ABOUT THE KNOW HOW
COUNTRY FROM LDIW (MAPPING,
• TRAIN THE CLEANUP MARKETING CAMPAIGN)
MANAGERS
As it is almost impossible to teach somebody to be a leader, possibly the best way
to learn is through the experiences of others. Nara Petrovic who was leading the
Slovenian cleanup day on 2011 (a record cleanup still to beat) has described this
inspiring experience writing down his 10 keys for a successful cleanup
22PARTICIPATING IN WORLD CLEANUP DAY
BUILDING UP YOUR TEAM
CREATE AN INITIAL VISION
To start preparing for your cleanup day you need to build up an enthusiastic team
who is really willing to act and to make an impact. As everything starts from the
idea and desire to make the idea to come true, your job as a leader is to create
the initial vision and to formulate the goals that are going to inspire the people you
want in your team.
Questions that might help you in formulating this vision are the following:
• What is the current situation (where and how much trash there actually might be
in your country)?
• What are the biggest challenges in changing this situation?
• How are you willing to change that (who are you willing to bring together for
change, etc.)?
• How is this all beneficial for your country?
ENGAGE PROFESSIONALS IN YOUR TEAM
Your team should also consist of professionals in their field. When building
up your team, don’t hesitate to contact the best experts and most respected
organisations in your county and ask them to join in. All your core team members
should also have strong leading and engaging abilities as they are supposed to
form and run their own teams.
When building up your team, try to find an expert for every post listed below. In the
later stages of your project it might turn out that you need some more posts in your
core team or instead that some posts should be united (e.g. logistics and IT):
• PR and Marketing
• a project manager
• a person for Finances
• a person responsible for partnerships
• a volunteers coordinator
• an IT coordinator
• a logistics coordinator
• a marketing person
When looking for people for your team, keep in mind that in addition to being
professionals in their field they all should really be willing to act on the current
situation in your country. It really is necessary as you need a strong will to make
a change and its going to take a lot of their time during the following years (core
team members end up working full time on the project).
23PARTICIPATING IN WORLD CLEANUP DAY
KEEP GROWING YOUR TEAM
After putting together the initial team it has to start growing. Don’t be afraid of new
people and partners!
LEADER
PR & IT & LOGISTICS VOLUNTEER PARTNERS REGIONAL
MARKETING MAPPING CORDINATORS & FINANCE CORDINATORS
ONE
COORDINATOR
PER COUNTY
ONE
COORDINATOR
PER MUNICIPALITY
ONE
VOLUNTEERS COORDINATOR
PER FLAGSTATION
CREATING THE ACTION PLAN
PREPARING FOR THE PLAN
Creating an action plan is the first teamwork of your core team – involve them all
in this process. As somebody famous once said: Plans are nothing, planning is
everything.
Before starting with any actual planning you need to map some preliminary
information as input. We have prepared some questions to help you in gathering it.
Answering them should precede the actual process of planning and it’s just fine to
come back to them during the process.
24PARTICIPATING IN WORLD CLEANUP DAY
• List possible reasons for your country to join the initiative (e.g. a general
benefit to gain from it)
• List the current situation concerning trash in your country. What are the
main problems and challenges? What are the possible solutions and how
can you contribute to solving them by organising the Cleanup Day?
• Get an overview of the trash problem – where is it the worst? Where are
the illegal dumping sites in your country? Are they in big cities or in the
nature? You can use waste mapping tools (for example: World Cleanup
app/World Waste Platform)
Gathering this information is a good “excuse” to start talking to other people and
organisations and asking them to join in.
SETTING THE GOALS
After gathering the preliminary information you are ready to set your goals – they
will be the starting point of your plan. Although the situation in every country is
different we are encouraging you to think big! With the Let’s Do It! network the
most important goal - engaging 5% of the population of every joining country - is
already there (and there we are really counting on you) but it’s too vague to be the
only one.
When fixing goals for your national Cleanup Day, then conducting a SWOT analysis
could be a good idea. In addition we have prepared a worksheet for you to follow in
case you are not 100% confident about making your action plan. Let us know when
you need it!
CREATING THE ROADMAP WITH A TIMELINE
After setting the goals you now have to come up with the plan for how to achieve
them. To make the plan more structured, divide your main goals into smaller
ones and then describe as precisely as possible the way to achieve them. Those
descriptions should include:
• Description of your actions
• Description of the tasks you can outsource to your partners
• A List of all possible partners (see the next subchapter)
All planned actions should be put on a timeline – when exactly are you doing
what? You don’t have to put exact dates on every single action, but it’s important to
understand what has to be done first, what things have to be done simultaneously,
and how to fit all the necessary actions on your timeline. At this stage every action
should already list the person from your team who is responsible for it.
Ultimately you should have a long list of tasks, with the dates and people
responsible for them. This means that you have your action plan now ready.
25PARTICIPATING IN WORLD CLEANUP DAY
COOPERATION, PARTNERS
WHY ARE COOPERATION AND PARTNERSHIPS SO IMPORTANT?
Even if your team consists of the best experts in your country you will also need
a lot good partners to achieve your goals. After completing your action plan you’ll
see that there is a lot to do to make your Big Day a success. Our experience shows
that it’s good to have as many partners as possible supporting your initiative. The
following list is to help you in structuring your cooperation.
The types of partnerships:
1) To make your own actions stronger (e.g. by engaging media companies in
making the media plan)
2) To carry out the actions (e.g. trash management companies and municipalities
to organise taking away the trash)
3) To make your goals and actions visible (e.g. national newspapers as media
partners)
4) People to help you in approaching people and organisations that you don’t have
a direct connection with, or who have no interest in your initiative but whom you
really need to engage (e.g. trash management companies may not have any
interest in participating)
5) In-kind donations (e.g. for the equipment you need for the Cleanup Day)
HOW TO ENGAGE PARTNERS?
Engage your partners as early as possible. The best way is to approach them
already at the stage of creating your action plan – e.g. when planning the logistics
ask the trash management companies for input or even to join you. Engaging
partners in the stage of planning the actions is a good way to motivate them -
making the plan together you are also setting common goals that everybody can
benefit from.
When convincing partners to join - use different ways to motivate them. For
some helping to make the world a better place might just be enough, but there
is much more that you can offer, e.g. visibility or positive reputation (corporate
responsibility).
WHO SHOULD BE YOUR PARTNERS?
When creating your action plan we recommend for you and your team to
write down next to each task or action a list of all possible partners (people or
organisations) who could help you in completing them. When in the brainstorming
phase list all the names that come to your mind. You will later have time to make a
selection or leave somebody aside if necessary.
26PARTICIPATING IN WORLD CLEANUP DAY
FINANCES
HOW TO PLAN YOUR BUDGET?
There is no doubt that you need finances to organise your Cleanup Day. But
actually pretty much of the preparatory work and the actual Cleanup Day can be
carried out without much money. When preparing you budget try to list everything
that needs to be done or purchased (also small thing like pencils, paper, etc.). The
process should be similar to creating the action plan – but now you need to add a
number to every row that is your action plan. And don’t forget to engage your core
team in the process – they know best what the needs are of their teams.
After finishing this long list, give it a second thought and cross out everything that
instead of purchasing can be done by:
• Partners
• Volunteers
• Or what you can get as in-kind help
If possible, we would recommend you to have the most important people from your
core team also on a payroll because you need them to contribute full time.
We suggest you follow this model of budgeting because:
• the actual cost of your activities will be too high for it to be possible to pay for
them.
• It helps you to prioritise your partnerships and to give them a more specific
meaning.
FROM WHERE TO GET FUNDS?
As Let’s Do It! World is a non-profit organisation, we are unfortunately unable to
fund any local Cleanup Day activities so your budget is up on you. To start looking
for funds make a list of all possible funding sources whose goals match with yours:
• State ministries
• Municipalities
• State funds
• Private funds
• Companies
• Philanthropists
• Co-funding platforms
Before starting to write the applications it’s always good to meet and talk to people
in these institutions – e.g. they can help you to sharpen your focus to meet their
goals, to find additional funders and funds.
27PARTICIPATING IN WORLD CLEANUP DAY
WASTE MAPPING
WHY MAP TRASH?
Mapping the trash is important for many reasons. The main reason for you is to get
a better understanding of where the illegal dumping sites are and how much trash
there is in order to start to plan logistics and coordinate volunteers. But there are
several other ways how mapping the trash adds value to your project. The action
of mapping itself is a great way to engage volunteers and partners in the project
already before the actual cleanup - organise public mapping events, find new
partners, e.g. schools and universities to join, etc. As it is an actual event (or series
of events) with a clear outcome, it’s also a good way to get the media attention for
your project. Also waste maps themselves will be a great visual information source
and therefore attractive for the media.
WHAT DO YOU NEED FOR MAPPING?
New waste mapping software is going to be based on Google maps and you don’t
need any specific IT capability to customise it for your country (In some cases
it might happen that instead of Google maps you have to use a map from your
country’s office responsible for maps). Mapping the trash points is an easy and
fun task - install the app, register yourself in your country, take a photo of trash
with you IOS/Android smartphone, fill out the gaps for additional data:
approximate amount, type (what it consists of), extra information.
The photo with the exact location will be uploaded on the wastemap.
HOW TO ORGANISE MAPPING?
For mapping you need to engage volunteers, local government and
partners. Mapping trash points is simple and fun - anybody with a smartphone
can join. The marketing and promoting of mapping tools/events is the
responsibility of each participating country team (for tips and tricks check the
chapter PR and Marketing).
Mapping is also a great way to start new partnerships and to refresh already
existing ones. There is a vast range of partners that you can approach with the
direct proposal to join you in mapping, e.g.
• municipalities (who have to get rid of the illegal waste anyway)
• hikers clubs (who can make their events more interesting)
• active lifestyle groups
• companies (help them to be more responsible)
• etc. (check out also the preliminary list of possible partners).
To make mapping more attractive and to engage more volunteers make it fun and
positively competitive approach mapping the waste creatively and make it a fun
experience for your volunteers and partners. By making it more fun you are making
it also more attractive for the media who is always interested in fun actions that at
the same time are making the world a better place to be.
28PARTICIPATING IN WORLD CLEANUP DAY
Access here a more detailed guideline for mapping.
VOLUNTEER REGISTRATION AND COORDINATION
Coordination and registration of volunteers will be based on our new mapping tool that
will be launched in spring 2018. This chapter will be updated after this. At the moment
it only describes the basics to give you an overview of the process.
Volunteer registration and coordination in this chapter is addressed to the registration
and coordination of these volunteers who will come to clean up the waste on the World
Cleanup Day. It is very important that volunteers are taken care of during each step of
the project, from registration to the end of the cleanup day, practice respect and empathy,
as these are the people who actually come and make your project happen.
HOW TO PREPARE FOR IT?
The volunteer coordinator in your core team has to have a previous experience in coordinating
huge amounts of volunteers (a military background for instance). This person should also know
the legislation, data protection and safety rules about involvement of lots of people.
Volunteer coordination team responsibilities are the following:
• Registration of volunteers
• Logistics of volunteers
• Communication with volunteers (this team will get the biggest amount of phone
calls and e-mails!)
• Sharing volunteer information with other teams
• Safety of volunteers
• Data protection
• Managing special cases manually
• Keeping track on registration data
• Collecting offline registration data
WHY AND HOW TO REGISTER?
The main reason to register volunteers is to be able plan the logistics (to connect volunteers
and the trash points). But not only, by registering them you will know if you have managed to
involve enough people (or you have to put more energy in campaigning for people to join the
initiative) and after the event it enables you to easily report your numbers.
For volunteer registration, an online registration form will be available through the mobile tool.
Specific user guidelines will be given after the launch of the mapping tool in spring 2018 If there
are areas in your country where people have little or limited access to the internet you have
to figure out other means of registration, e.g. public libraries, local shops, municipalities offices,
etc. And add later the collected number of participants to your database.
29PARTICIPATING IN WORLD CLEANUP DAY
SAFETY
An important issue that you need to focus your attention on is the (volunteer) safety
during the Cleanup Day. Although the volunteers act on their own risk it’s important
to prepare them correctly (what to wear, to take a reusable bottle of water, to
inform them that they act on their own risk, etc.) and try to avoid possible external
risks (list, assess and minimise them). Again – involve local partners (e.g. police,
rescue board) in assessing and minimising them. Also medical treatment should be
available in all flag-stations and phone numbers of doctors on call also available.
The Estonian Rescue Board will generate overall safety instructions specifically for
a cleanup day and available in several languages. Once it will be ready, the link will
be provided.
Access here a more detailed guideline about volunteer registration and
coordination.
LOGISTICS
WHAT YOU NEED TO PLAN?
You will need to plan logistics both for volunteers (where they have to be, how they
move from one place to another) and for trash (how to get collected trash from
nature to sorting/processing locations).
When planning logistics there are some other issues you have to ensure in addition
to transporting trash from nature to waste plants. First you have to agree with
the waste management companies on how to determine the amount of trash
collected and it has to be done in tonnes. If trash management companies are
unable to weigh the collected trash you have to come up with some other way to
assess the amount of it. Important is, that you have reliable data of the amount
of collected waste in tonnes in the most easy way. It’s a good way to describe the
impact of your cleanup day locally and this number will also be used in the global
communication.
Secondly you should create a plan on instructing people how to analyse the
collected trash – how many different types of trash have been collected? And
what amount of this collected waste can be recycled? And for last but not least
it’s important to create a protocol on collecting data about the amount of collected
trash and the number of people cleaning on the cleanup day. You have to create a
system how this information reaches you as quickly as possible to be able to report
it to the press.
HOW TO PLAN LOGISTICS?
While volunteer logistics can mostly be planned by your own team, then for
planning logistics for trash you will need a vast range of partners. As waste
management systems differ depending on the country, you need to know how it
works in your country. It is important in order to plan trash logistics properly and
30PARTICIPATING IN WORLD CLEANUP DAY
to get to know who are the partners you need to involve (e.g. trash management
companies, transportation companies, waste sorting plants, etc.). To get to know it
you should turn to your local municipalities. Local municipalities should be involved
in your logistics system anyways as this is their everyday job.
LOGISTICS
TEAM
WASTE WASTE
SORTING MANAGEMENT
PLANTS COMPANIES
LOGISTICS
MUNICIPALITIES
COMPANIES
GOVERNMENT RECYCLING
AGENCIES COMPANIES
MILITARY TRANSPORTATION
ORGANISATIONS COMPANIES
HOW TO COORDINATE THE LOGISTICS?
Most of the information that is needed for coordination of logistics you will get
from the Mapping Tool: mapping data (where the trash is and in which amount) and
volunteer registration data (how many volunteers are needed for cleaning up every
trash point).
SUSTAINABILITY
When planning the logistics, keep in mind that where possible, different types of
trash should be collected separately by the volunteers. When trash is collected
separately it’s important to make sure that waste management companies
also collect the waste according to different type. It makes the logistics more
complicated but is important in achieving the goals.
Access here a more detailed guideline for planning logistics.
31PARTICIPATING IN WORLD CLEANUP DAY
PUBLIC RELATIONS AND MARKETING
WHY DO YOU NEED PR AND MARKETING?
PR and marketing are important tools for you to transmit your ideas and values
to people and get the ones you need (state departments, municipalities, big
companies, newspapers, NGOs - actually all your possible partners) to support
your initiative.
To bring people along and to really make them enthusiastic they have to
understand:
• What are you doing?
• Why are you doing this?
• What do you want to change?
• What do you want them to do? How to join?
You are able to answer those questions when the backbone of your project is
already strong. That is also the reason why these tips are in the end of the toolkit.
HOW TO PLAN YOUR PR AND MARKETING?
Communication activities throughout the whole project are:
1 ´ Internal communication of the project (volunteers, core team members)
2
´ Preliminary 3
information
´ Raising the trash 4
5
(informing and
meeting with local issue in public
´ Marketing and
6
municipalities, (starting the waste
mapping and PR campaign to
waste management invite people and
´ Communicating
companies, illustrating the real about the results,
trash problem in organisations to ´ Follow-up
stakeholders, the Cleanup Day success stories,
preparing the your country, going interesting communication
public nation wide) (including local of the Cleanup
local and regional media, nation-wide findings or facts,
press for future etc. during the Day and
media, all partners communication of
cooperation) and the whole Cleanup Day
(making sure all the “Keeping the
nation) world clean plan”
the country is well
informed, thanking (what happened to
everyone who the trash picked up,
helped to make it how is your country
happen) and the world a
cleaner place now?
what’s next?)
BEGINNING OF THE PROJECT END OF THE PROJECT
32PARTICIPATING IN WORLD CLEANUP DAY
1. Internal communication of the project (volunteers, core team members)
2. Preliminary information (informing and meeting with local municipalities, waste
management companies, stakeholders, preparing the local and regional press
for future cooperation)
3. Raising the trash issue in public (starting the waste mapping and illustrating the
real trash problem in your country, going public nationwide)
4. Marketing and PR campaign to invite people and organisations to the Cleanup
Day (including local media, nation-wide media, all partners and the whole nation)
5. Communicating about the results, success stories, interesting findings or facts,
etc. during the Cleanup Day (making sure all the country is well informed,
thanking everyone who helped to make it happen)
6. Follow-up communication of the Cleanup Day and communication of the
“Keeping the world clean plan” (what happened to the trash picked up, how is
your country and the world a cleaner place now? What’s next?)
Although the most intense communication activities will take place towards the
end of the project, you should start preparing the plan much earlier. You will need
to reach all your stakeholders and partners, not just press and volunteers. It’s
important you don’t only inform your partners, but engage them – that requires
more time than simply informing.
It’s clear you need a communication professional in your team – most likely
even several talented experts with a wide range of contacts and experience.
However, for planning PR and Marketing we recommend you to partner up with a
professional company (or even several of them) - let them be the ones who help
you to prepare the campaign from scratch. Treat them like team members, because
it will create a better synergy and understanding.
You will probably need help with:
• Advertisement space (you want the advertisement space for free and in all the
right strategic places to stand out – there are several companies who focus on
that)
• Creative event management (to engage people offline and get them on board)
• Media relations (to make sure that local newspapers, nation wide radio and TV
stations, online media, and regional channels cover your event intensively and
from different angles)
• Social media help (you need to do campaigning and “out of the box”
communication also via social media, simply posting and sharing is not enough)
It’s possible that some other areas of PR and/or Marketing need to be addressed
by engaging other organisations or top level experts.
PR & Marketing is a very wide area these days and there are companies, that
focus only on design and web solutions, media relations, event management,
planning advertisement, producing commercials, social media, etc. Do some
research on who are the best in your country and approach them with your
cooperation offer.
33PARTICIPATING IN WORLD CLEANUP DAY
Be positive when preparing your messages. It’s not uncommon that environmental
organisations are using strong statements and fear as a motivation for action. The
idea is to shock and get attention, however – we need much more from the people
we address. We don’t need a click or a signature under a petition, we need them to
come to a cleanup.
The Let’s Do It! World model is built a bit differently. We have decided to build our
movement on cooperation, not on opposition. Be wise with shocking and try to
inject positive activism.
Try to build your campaign keeping in mind the following key words:
• cooperation & partnerships
• positivity & action
• fun & innovation
• honesty (do not lie or exaggerate!) & focusing on solutions (it’s not about naming
the villains)
Be clear, be simple and visualise the problem but remember – very often the
people who are to “blame for” the trash problem, are the ones you actually need to
engage and involve. It is very hard to motivate them to join when you shame them
in public. Give them the opportunity to become a hero instead.
34PARTICIPATING IN WORLD CLEANUP DAY
ENGAGING PARTNERS FOR SPREADING YOUR MESSAGE
Partnerships are important throughout the project, and in this section they become
significant not only for helping you to spread your message but also in reducing the
budget.
Example: When a big telecommunication company has decided to support you with
10 000 Euros, they can also use their client base to invite their customers to the
cleanup day. This means using their social media channels, printed letters, SMS
notifications, TV advertisement, official web page, their media communication,
etc. They are able to give you a much bigger reach than your own social media
channels and media relations alone.
NATION WIDE CAMPAIGNING
You need an extensive campaign all over your country to engage 5% of the
population. This means, you’ll need to reach the majority of the population
(because not all who hear about it will join). And although nowadays social
networks are working really well for organising events and engaging people, you
should not only rely on them (and you should use them wisely).
To spread your message use all the possible mediums:
• TV and radio (local, regional, nationwide) for both, ads and communication
(news, interviews, stories)
• Newspapers & magazines (local, regional, nationwide) for both, ads and
communication (news, interviews, stories)
• Outdoor advertisement
• Events & Happenings (being visible in other big events, cooperating, organising
your own events)
• Online channels & social media (news, ads)
• All communication channels of your partners (lists, internal web channels,
clients, newsletters, web page, social media channels, etc)
To pay for all of this (creating ads for all those different mediums and to publish
them) would mean having an enormous budget for marketing. But if you start
preparing everything well in advance it should be possible to get the most of it for
a reduced cost or even for free, as your campaign is a non-profit action creating a
positive impact for the whole society (e.g. most TV channels have “free” minutes for
these kinds of ads but you have to make the agreements well in advance).
In addition to being visible, your campaign also has to be reliable and for that only
correct facts are not enough. To be more reliable you should engage well-known
people and respected companies from your country to spread your message and to
speak up about the problem and support you.
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