GCDC Host Pre- Application Packet

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1 GCDC Host Pre- Application Packet The objective of the Pre-Application for Hosts is to give you enough information to make an informed decision on what it takes to host a Great Cloth Diaper Change (GCDC) event. Should you choose to proceed with the Application for Hosts, our desire is that you know what the expectations are along with having a good idea of the effort involved. The second objective of the Pre-Application process is to give you the ability to identify and team up with other like-minded cloth diapering enthusiasts in your area to explore the possibility of co-hosting a GCDC event. Based upon what we learned last year, the benefits of working together far outweigh working alone. Just a few of the benefits include: Co-Hosts can divide the workload (not so overwhelming for one person) Co-Hosts can divide expenses A combined effort is more likely to reach the Guinness minimum of 25 participants Co-Hosting creates synergy and goodwill within the local cloth diapering community well beyond the event itself We also want to make sure you are connected with other GCDC hosts via the host Facebook page. Dates To Remember! Mid January: Official 2012 GCDC Host Application available online February 29: Deadline to apply to host an event April 16 21: Real Cloth Diaper Week April 9:30 am Pacific Daylight Time: The Great Cloth Diaper Change PLEASE advertise 30 minutes prior (i.e., 9am PDT) to ensure that your participants arrive on time and you have time to check them in - - but hosts need to be sure to start the ACTUAL change at EXACTLY 9:30am PDT

2 Guinness Requirements If you participated last year, you re a pro! If you re new to the GCDC, here s a summary of the requirements (in order to qualify for the Guinness World Record there is no wiggle room here). Each location needs to have a minimum of 25 participants (each participant must be 18 or older) Baby being diapered must be 39 tall or shorter The clean diaper must be 100% reusable and commercially available The event needs to be in a location that is accessible to the public There needs to be a dedicated area that is only accessible to the participants, the babies being diapered and the witnesses. This area needs to have a defined entrance and exit that is monitored One of the acceptable methods for keeping track of the number of participants needs to be used There needs to be one independent witness for each 50 participants + one overall witness. Each witness must provide a written statement documenting the event (number of participants, guidelines were followed, etc) There needs to be photographic documentation of the event (before the change and after the change) which becomes the property of Guinness The photographer(s) need to sign a document (schedule three) releasing ownership of the pictures/video submitted to Guinness Each host location needs to sign a document (schedule two) releasing ownership of evidence submitted to Guinness

3 Pre-Application Process for Hosts Summary of pre-application activities Determine if you will cohost or host event on your own Determine location of your event Develop webpage for the Find a Location to link to Join the GCDC Host Facebook page Begin to dream about the details of your event. Other than following the Guinness Guidelines, this is your event. You are free to make this as big or as small as you desire. Search for possible cohosts Please check the map for another pre-applicant in your area. Contact them about the possibility to host together. If there is not another pre-applicant listed in your area, please add your information to the map. password clothrocks Please follow the directions on the site. Now is the time to collaborate with other organizers in your area. Determine your event location Once you have determined the cohosts, find a specific location at which you can host your event. Review the Guinness Requirements to choose an appropriate location. Create website for your event Create a specific online page that the Find a Location tab on the GCDC website will reference your specific GCDC event once you complete the host application and are listed as a location. Here are some suggestions for creating your online presence: EventBrite Weebly Facebook Join the GCDC Host Facebook page Join at: Please follow this link and request to join. This is a perfect forum for sharing ideas about your events!

4 GCDC Host Application Once you have identified your co-hosts and location and understand the Guinness requirements for hosting, you will be able to complete the official GCDC Host Application. We are working to make the application process electronic and automated. We trust those of you who hosted last year will appreciate advancements in this area! The application process will be live in mid- January. The deadline for applying to be a host will be February 29, This is what you can expect of the application process. Quiz You will need to take and pass a simple online quiz. Study this document to prepare. Forms You will need to fill out and sign (electronically) an (1) application and a (2) release of liability form. In order to fill out the application form, you will need to know who you are co-hosting with (if applicable), along with the location of your event. The 2012 Find a Location map will only include the zip code, city and state, and it will reference your GCDC online page. Your online page will describe your event in greater detail, including cohost names and the exact event location. Fees There will be a nominal fee to be a host, which will be collected via PayPal. This fee exists to cover the overhead associated with the GCDC event (including the application to Guinness World Records, website host fees, domain name fees, fees, echo sign fees, USendIt fees, etc). Any monies remaining after overhead costs will be considered a donation to the Real Diaper Association (RDA) whose mission is to help families choose and use reusable cloth diapers. The fee schedule is as follows: $10 for one or more individual (no businesses) $30 for one business $50 for two or more businesses Once you complete the Host Application process: Your location (zip code, city, state, and website URL) will be added to the Find a Location map You will receive access to download the detailed Manual and Welcome Packet for hosts plus other useful links and information You will receive the link to be included in the NEW 2012 Facebook page for hosts. New For 2012 Real Diaper Week, April 16 to 21, 2012 Cloth diapering enthusiasts (we) will facilitate cloth diaper awareness and advocacy events around the globe. Each day the focus will be on a different topic which will include ideas for

5 organizing a blog carnival, speakers, meet ups and activities. The week will culminate with The Great Cloth Diaper Change. As an organizer, it will be up to you to determine how much you can get involved in Real Diaper Week (RDW). Participation in RDW is not a requirement of Guinness. Also, please feel free to call it Real Nappy Week, Real Cloth Diaper Week, or Real Cloth Nappy Week in place of Real Diaper Week. We want everyone to be able to use it in such a way that it appeals to their local audience. We are aware that some refer to disposable diapers as real diapers. Together, we can work towards showing the world the true meaning of REAL diapers/nappies! Publicity at the national/international level (hopeful but not confirmed when this packet was written) Although we strongly believe that the strength of the GCDC is at the grassroots (local) level and that change will happen at the grassroots (local) level, we are researching hiring a publicist for the event. The thought and intent behind this is that if we can achieve media attention on a national/international level, it will only serve to enhance the efforts made at the grassroots (local) level. A historical model of this concept can be found with the original Earthday (1970). Through a combination of media attention and grassroots advocacy, Earthday marked the beginning of the modern environmental movement. Maybe the GCDC 2012 will mark a significant rise of the modern cloth diaper becoming the diaper of choice for modern families. Data base for hosts to locate manufacturers willing to donate product; for swag bags, raffle prizes, auction items, etc. Although we would like each host to look to their local community for support and collaboration, the reality is (based upon 2011), in many cases, hosts contacted cloth diapering manufacturers outside their locality, seeking give-aways, etc. It is not a requirement of the GCDC hosts to have swag bags, raffle prizes or auction items but as a host, you will have access to a data base which will include the manufacturers that have agreed to contribute to the GCDC events by providing product. It will also include the details associated with the contribution.

6 FAQ s What is the day and time of The Great Cloth Diaper Change, 2012? Saturday, April 21 at 9:30 am Pacific Daylight Time (we advertise 9:00 am but the whistle for the change actually happens at 9:30). Each time zone will need to determine the correct time for their area so each diaper change happens simultaneously. Can I choose a different day and/or time? No, in order to be counted toward the Guinness World Record, all the diaper changes need to happen at exactly the same time. Is it worth the effort to break the Guinness World Record? Good question. We think it is. It seems to create a level of excitement and buzz among some participants and the media. What are the benefits of co-hosting? Expenses can be divided. Work load can be divided. Reaching the Guinness minimum of 25 participants is more likely. This is also a nice opportunity to get to know fellow cloth diaper enthusiasts. How much money can I expect to pay to host an event? As a host of a GCDC event, you can expect to pay the registration fee (see fee structure). Optional additional out out of pocket expenses could include rental of a location (and liability insurance if it is required by the site and you are outside of the United States), printing of certificates, flyers, registration forms, cost of swag bags, food, etc. In 2011 many hosts partnered with like minded local businesses resulting in minimal out of pocket expenses and in some instances increased donations to the RDA (see next FAQ for details). Are swag bags and giveaways required? No. It can be similar to any other play date, just add cloth diapers. Your local event is what you make of it. No matter how small or how big, you will still be doing your part to inform others about the benefits of cloth diapers. If you do plan to do bags, you can expect to pay to least $1.00 per bag, plus shipping. The contents of the bag could be between $0 and?? depending upon the contents of the bag and whether you seek donations or fund the contents yourself. Will donations be collected for the RDA in 2012? Yes, we are requesting each host suggest that each participant make a donation to the RDA. This is not mandated but serves as a suggestion. The monies received go toward continued support and education about cloth diapers. In 2011, some hosts invited local, like-minded vendors to attend the GCDC and donated the booth fees they collected to the RDA. We thought that was awesome! Will I receive more detailed information than this packet? Oh yeah! The manual and welcome packet that hosts will receive once they ve completed the online application process (see above for details), will include more detailed Guinness Guidelines, sample press releases, sample certificates of participation, talking points and much, much more!