|
Criteria for Selecting a Demonstration Site
The following criteria for selecting a site demonstration house have been developed with specific goals to help ensure positive public perception of West Virginia's Weatherization Program and the citizens it serves.
Locating a suitable house site is the most important, and often the most difficult, piece of organizing a site demonstration.
The house should be located in a very easily accessible location in a city (or town) to make travel as easy and quick as possible for the identified legislative leaders and/or majority of guests. Approximately 10 people (no more) should be able to view the demonstration. This is a focused demonstration, not an agency Fair.
Main criteria
Owner occupied, with elderly resident(s) where at least one was employed when younger, receiving Social Security, high fuel bills (or high-energy burden) also helpful. House should be relatively neat and respectable, with a client that is willing to have about 10 people come by for an hour to look at the work and not be upset by the distraction.
One-story home ideally (although two-story is okay) with full basement, which has a forced air furnace heating system with accessible duct work in the basement so guests can first go in living space to see blower door and duct diagnostics, and then to in basement to see furnace efficiency testing, carbon monoxide testing, see how duct work will be repaired, etc. The furnace must be the primary source of heating.
Attic or sidewall needing insulation: a crew will be actively performing this work in one location while staff is explaining and demonstrating audit approach, diagnostic equipment, and procedures to guests in second location.
It will also be very helpful to have:
A front porch or carport to use for gathering to stage opening introductions and overview (and in case of rain). Note: crews should be prepared for inclement weather and will bring tarps to set up around truck and work crews. The porch is for guests. Crews will also have snow shovels.
Adequate parking for guests in yard or on street.
Planning Timeline Examples
To download Ohio's Demonstration Timeline example, right click the following link and save the file to your computer. Then open Word and open the document to read and modify. (
OhioExample.doc [27 kb])
Read Michigan's overview on the steps to follow to complete a demonstration house.
West Virginia On-Site Demonstration Step-by-Step Working Timeline
1 - Agency Executive Director is contacted by state Weatherization office. Executive Director agrees to host an on-site demo and assigns a
point person
to lead the demo organization and follow-through (
very important to successful planning process
). Mutually agreed upon goals for demo event are discussed between agency and state staff.
From this time forward, agency point person is responsible for seeing that all of the following steps are carried out:
2 A
- This is often the most difficult step! Point person works with agency weatherization coordinator and crew locates a suitable house for the demo with criteria list from the state -- state staff and point person double-checks criteria at site.
2 B
- A mutually agreeable date is set for demo, with agency executive director or executive assistant contacting legislator (often we've set the date to accommodate a key local legislator's personal schedule).
Other legislators are then contacted, names are dropped of who is also being invited, these invited guests are given that day and time the Key legislator has agreed to.
Morning demo times have worked best for busy policymakers and for the press: 9 or 10 am. (Their agendas change as the day ages so snag them early.) The demo will take less than one hour so we suggest you recommend the demo start no later than 10 or 10:30 am (although obviously we can do it whenever it is convenient for the legislator). This time also works well for crews they are set up the day before and are working when guests arrive.
Always follow up on your initial phone call... do not wait too long to hear back from invited guests or their staff... be assertive! Agency Executive Directors or Executive Assistants have sometimes had to call the Legislator's secretary or appointment secretary back three or four times.
3
- After the initial contact with guests for the penciled-in date, at least three weeks or more before event, local agency executive director or executive secretary or administrative assistant again calls guests to confirm invite date, and follows up with letters of invitation and details, directions (and map), etc.; Agency Board President or representative is also invited.
4
- The state Weatherization office arranges news coverage of the event, develops press packets, coordinates with assignment editors, etc.
5
- A week before the event, or the Monday before the event, the local agency again calls each of the invited guests to remind them of the event (this step has been recommended to us by members of the legislature! -- and it is key, keep reminding us they tell us).
6
- State Weatherization office develops information packets for the guests - packets include an agency brochure or summary sheet of programs (this is something the agency will need to prepare or update ahead of time).
7
- Local agency generates press release on event (optional) some agencies feel that pre-event coverage may encourage uninvited guests! Such a pre-event press release allows the local agency to assure that specific information is provided to the public (reporters attending demo may or may not include all details provided in post-event coverage).
8
- The afternoon before the event state weatherization staff meet with the host agency Executive Director, Executive Assistant, and Weatherization Coordinator to review agenda, guest list, last minute trouble shooting; -- state staff member visits job site with crew.
9
- The morning of the event 7 am: crew and state staff representative go to job site and get set up and organized (including preparation for rain/snow protection if necessary)
10
- Host agency staff, state staff, etc. gather at demo site approximately 45 minutes before demo/guests and press are scheduled to arrive meet with homeowner, and organize to greet guests and media; one staff person is assigned to work with media nametags are typically provided for everyone.
11
- Promptly at designated start time (if key guest has arrived!), demo begins and follows pre-organized agenda. The local agency crew, while not participating in the actual demo conversation, is working in the background insulating attic or sidewalls and performing diagnostics. In order that Legislators from all parts of the state hear the same message, state staff provides running commentary on standard use of diagnostic equipment. Crew supervisor and/or state staff provide heating system diagnostic demo.
12
- Demo ends promptly on or before scheduled wrap-up time (very important to keep under 1 hour). Be sure to plan for a staff person to take a picture of legislators and officials with weatherization crew. (Good for crew morale and for future PR.) Client may also like to have a picture taken with guests.
13
- Day of event or shortly thereafter: state and agency staff organizing event evaluates on-site demo experience.
14 -
Host agency executive director follows up with letters of thanks and pictures to guests for attending. A letter of thanks is also sent to client for allowing demo activity in their home (include picture, if taken). Copies of pictures of crews with guests should also be sent to each crew member along with a letter of thanks from executive director for a job well done!
Invitation Tip List
When preparing your invitation list and identifying public officials, remember that crowd control is crucial for a successful on-site demonstration. A group of no more than 8 to 10 people is ideal to stage a demonstration in a client's home. Keep this in mind as you organize your invitation list.
In multi-county agencies where only one demonstration is planned, you may want to focus on either:
The State legislative representatives and County Commission President from the site demonstration county only. Experience has shown that legislators typically do not attend events out of their constituency area unless possibly an important public official is attending.
Or, key legislative members and key county commission representatives from throughout the multi-county area.
While not all people invited will be able to attend, do not invite more people than the demonstration site can accommodate. All invitees will need to be reminded two or three times.
A sample letter is provided as a model for your personalized letter. Go to
Sample Letter #4.
You should invite
Agency Board President or designee
U.S. Congressperson for the majority of your service areas (they may send a representative). Contact his/her Appointment Secretary and explain the event early on to increase chances of participation.
U.S. Senators for the State (while they rarely respond or attend with representation, this is still an important invitation).
State Senator for the local county where the on-site demonstration is occurring.
State House of Delegates Representative(s) for the local county/area district where the on-site demonstration is occurring.
County Commission President for the county where the on-site demonstration is occurring.
If appropriate, a key utility representative.
We have found that it is very important and helpful for your office to again call your guests the Friday or Monday before the event. This is a follow-up call to remind them of the date and time, certify that they have the directions and know where the site is, answer any questions, reassure staff that the demo will NOT run over one hour. Typically such busy people have very heavy schedules, short memories, and may forget otherwise!
Weatherization Site Demonstrations
Background
In 1996, West Virginia's Office of Economic Opportunity, in conjunction with the West Virginia Community Action Directors Association, created an on-site demonstration model. The plan was to identify homes that were being weatherized and strategically invite public policymakers and the media to attend the demonstration. The showcases were a component of a public information campaign/leveraging project and were designed to effectively provide Weatherization information to local, state, and national policymakers. The intention was to allow the guests to experience first-hand the client's circumstances, observe the energy diagnostics in use, and understand the program operation.
This model has been adopted and modified by agencies in Ohio, Michigan, and other states. In 2001, a site demonstration was conducted in Atlanta, Georgia, by a representative team of 7 Weatherization technicians to symbolize the 5 millionth home weatherized. For more information, see
5 Millionth Home Event
Check out the
January/February 2002 issue of Home Energy magazine for an article on Weatherization site demonstrations, titled "Weatherization Show and Tell," by Payson Tilden or the
September/October 2006 article titled "Weatherization Struts its Stuff," by Robert Adams.
Planning Phase
West Virginia's demonstrations were hosted by local agencies under the assumption that localized events would be most effective with elected officials, as it would allow them an opportunity to interact with their constituency. The events were orchestrated at the state level, providing consistent guidance for the local agencies with regard to a "Weatherization Demonstration" image.
The State Weatherization Office contacted local agencies and requested that they host a demonstration. Once a site was established, the state invited the media and created information packets both for the media and guests attending the demonstration.
Additionally, there were several other suggestions for successful execution of an on-site demonstration. Each demonstration was held to less than an hour in length and limited to no more than 10 attendees. This was in respect to the policymaker's busy schedules and the belief that smaller groups offered an opportunity for the guests to concentrate on the demonstrations without the interference and distraction of a crowd. The demonstrations also focused only on Weatherization to ensure that the policymakers were left with a complete understanding of the Weatherization Program.
The demonstrations were technical in nature and the events were not allowed to become an "open house" or an event for non-Weatherization personnel and Board members. Agency staff was typically limited to the Board President, Executive Director, Weatherization Coordinator, and the Weatherization crew. Some agencies planned a staff demonstration at a later date. Strict adherence to these guidelines not only provided an organizational framework, but also assisted the agencies in shaping the public's perception of Weatherization.
The press was selectively invited, since this was not a press conference. Often the press can have a disruptive presence as they try to get camera angles or snag the best sound bite. Newspaper coverage normally had the best, most lasting effect and provided ample space and time for a full Weatherization explanation. Typically, only one television station was invited as their cameras proved particularly distracting.
On-Site Demonstration
The site criteria specified an elderly homeowner and a neatly kept, one-story house with a full basement. Normally the home would have a forced-air furnace heating system, accessible ductwork in the basement, and be in need of attic or sidewall insulation. The guests would be introduced to the homeowner, then hear an overview of the Program on the national, state, and local levels. Guests were shown blower door and duct diagnostics, furnace efficiency testing, CO testing, duct work repair, and window sealing. Throughout these demonstrations, the Weatherization crew would blow insulation into the attic and sidewall. Carbon monoxide testing and blower door diagnostics always proved to be an attention-grabber with the guests.
Site demonstrations were typically held during the heating season and a 45-minute time limit was imposed. Morning demonstrations (10:00 a.m.) were the norm, and this proved most convenient with the homeowner, the Weatherization crew, and the policymakers. Bad weather plans were always in place and often included a front porch or a tarp to protect the guests from the elements. The Weatherization crews were stocked with snow shovels to clear walks for the homeowner and guests in the event of snow.
For the demonstration, all Weatherization staff prepared for guest arrival 30 minutes before the scheduled start time. One staff person was the media contact and distributed media packets. One staff person provided name tags and state and local information packets to guests. The Weatherization crew previewed the house on the preceding day, and arrived early for set-up. Surprisingly, most guests arrived early, and did not stay late, thanking organizers for keeping the promise of brevity.
Click here for the steps to complete a home demonstration.
Results
During the first fall/winter season, West Virginia hosted 10 on-site demonstrations with considerable success. At least one State Senator or State House of Representatives member attended each demonstration. County Commissioners were often on-site, and three of U.S. Congressman Bob Wise's energy aides visited a Weatherization home. After a good report from his energy aide, the Congressman attended a demonstration. All policymakers expressed surprise at the sophistication of the Program and the advancements made over the years. They commended the diagnostic approach, attention to health and safety, and the proven cost-effectiveness of taxpayers' investment. Many guests even asked how they could have these tests and measures performed on their own homes. These events strengthened the agency's press and media contacts and provided state and local agencies with positive news coverage. The demonstrations were highlighted in newspapers, television, and public radio. Within the Weatherization ranks, the demonstration experience was a tremendous morale booster for staff at all levels.
Conclusion
Well-executed on-site demonstrations have yielded results on all levels and they have produced contagious enthusiasm within West Virginia's Weatherization network. Overall, these events have proven so successful that there should be an effort to replicate them across the nation. A coordinated effort, which features on-site demonstrations, can uncover the nation's best-kept secret and show the country how Weatherization Works!
Content updated on 9/15/2006
|
