Event & Project Support <Type B: Selected Project>

Required Report Items

● If you have multiple activities or events within your project, please write a separate “Post-Event
Report” for each individual event and a "Project Review" after your project is done. Project
groups that will only hold one event throughout the duration of their project will only need to
submit a “Project Review.”
● There is no set report format.
● Please be as detailed as possible. There is no word limit.
● Reports must include all of the information below. If possible, add any additional details that
will provide a better understanding of the event contents and outcomes.
● Include photographs of the event in your report. It is also possible to put event photographs in
a separate Word document and submit it with your report.
● All core members should have a meeting to reflect on their project before writing the “Project
Review” to ensure that all members’ opinions are properly reflected in the report.
● After you have finished writing the report, make sure that all core members have a chance to
read it and agree with the report contents before submitting it.

Organization Name Lifeline

Project Name Lifeline
<Post-Event Report Contents>
1. Event Proposal→ Attach the final version of your event proposal

February 1st Event Proposal

2. Event Review
(1) Implementation Report: Detail pre-event preparations, management on the day of the
event/post-event . Include the event schedule and relevant event information (date, number
of participants, amount, etc.)

February 1st event schedule

Lifeline Event Post-Event Report

The recent Lifeline event was successfully conducted, bringing together volunteers and children for a
day filled with engaging activities and meaningful interactions. The event took place at thewelfare
home on February 1st and saw the participation of [Insert Number] volunteers and children. The
objective was to create a fun and interactive environment while fostering cultural exchange and
teamwork among participants.
Pre-Event Preparations

Leading up to the event, a detailed orientation session was held online on January 28th at 9 PM JST.
During this session, volunteers were briefed on their roles, safety guidelines, and the event flow.
Additionally, pre-program surveys were conducted to gather insights on participants' expectations and
any special requirements. The day before the event, a final briefing was conducted where volunteers
rehearsed the event flow, reviewed their specific tasks—including decoration and gift distribution—
and practiced reflective activities. Final instructions and logistics were communicated through Line.

Event Day Management

On the event day, volunteers arrived at the welfare home between 14:30 and 15:00 for setup and a
final briefing with the welfare home manager. The event officially commenced at 15:00 with a
country-specific quiz, where volunteers provided clues about their country of origin, and the children
enthusiastically attempted to guess the correct answers. This was followed by the Tail-Capturing
Game from 15:30 to 16:10. In this activity, participants wore cloth or ribbons around their waists as
"tails" and engaged in a friendly competition to capture each other’s tails. The game encouraged
teamwork, quick thinking, and movement, making it an enjoyable experience for all involved.

Following the game, a treasure hunt was conducted from 16:10 to 16:40. Volunteers hid numbered
papers around the hall, and children eagerly searched for them, later exchanging them for gifts
corresponding to their numbers. This segment added an element of excitement and anticipation to
the event. The day concluded with a closing session from 16:40 to 16:55, where all participants
gathered for final remarks, a group photo, and a Lifeline Journal activity to reflect on their
experiences.

Post-Event Considerations

Throughout the event, volunteers adhered to the guidelines, including the policy on not uploading
pictures of children on social media without proper coverage of their faces. Additionally, volunteers
were requested to place their phones in a designated area for the duration of the event to ensure full
engagement. Transportation costs details were collected from the volunteers at the end of the event.
Participants who resided in the APH area coordinated their travel with Haruka, meeting at Lawson,
while those from downtown met at the Daisan Futo Iriguchi parking lot near CoCo Curry Ichibanya.

(2) Event Goals Assessment: Assess the degree to which you were able to achieve the goals you set
for your event. (Maximum Points: 10) Include reasons. Be specific.

The Lifeline event successfully met its objectives, earning an overall achievement score of 9.5 out of
10. The event was designed to provide an engaging and interactive experience for the children while
ensuring smooth coordination and adherence to guidelines among volunteers.

A key goal was to encourage meaningful interaction between volunteers and children through well-
structured activities. This was effectively achieved with the country-specific quiz, Tail-Capturing Game,
and treasure hunt. These activities encouraged teamwork, cultural exchange, and active participation.
The children responded enthusiastically, and their high level of engagement demonstrated the
effectiveness of the event structure.

Another important objective was ensuring that volunteers adhered to event guidelines, particularly
regarding privacy and phone usage. In the previous event, a few volunteers were still using their
cameras at times despite prior instructions. However, this time, we addressed the issue through a
more thorough pre-event briefing, emphasizing the importance of respecting privacy rules. As a result,
this was no longer a concern, with all volunteers following the guidelines and placing their phones in
the designated area at the start of the event.

Logistically, the event was well-coordinated, with volunteers arriving on time, setup completed
efficiently, and activities running according to schedule. The pre-event briefing and communication via
Line played a crucial role in ensuring that everyone was well-prepared. Transportation arrangements
were smooth, and all volunteers reached the venue without delays.

The only minor challenge encountered was that, towards the end of the event, a few volunteers felt
tired due to the highly active nature of the activities. Since this event required continuous movement
and high energy levels, some participants experienced fatigue. In future events, we could consider
incorporating short breaks or slightly adjusting the pacing to help maintain energy levels throughout
the program

(3) Overall Planning & Management Assessment (Including safety measures, etc.):
(Maximum points: 10) Include reasons. Be specific.
The overall planning and management of the Lifeline event were highly effective, earning a 8 out of
10 rating. The event was well-organized, with clear communication, structured activities, and proper
safety measures in place to ensure a smooth and enjoyable experience for all participants. We had
two coordinators coordinating transport with volunteers who were coming from APH and with
volunteers who were residing downtown so it was effectively managed

One of the strongest aspects of the event was the pre-event planning and coordination. The online
orientation session and final briefing ensured that all volunteers understood their roles,
responsibilities, and event guidelines. Clear communication through Line helped address last-minute
concerns and provided volunteers with the necessary details, such as transportation arrangements,
event flow, and safety instructions. The schedule was well-structured, with activities planned to
maintain engagement and enthusiasm throughout the event.

Safety measures were effectively implemented. Volunteers were instructed on how to interact with
the children appropriately, and privacy guidelines regarding photography and phone usage were
strictly enforced. Unlike the previous event, where some volunteers still used their cameras at times,
this time, all participants followed the guidelines, ensuring that no privacy concerns arose.
Additionally, volunteers were briefed on emergency procedures and reminded of key safety protocols
before the event started.

Logistics and on-the-day management were efficient. Even though it was raining on D-day and we
were afraid if we could make it on time due to the delayed buses, Volunteers arrived on time, and
setup was completed smoothly. Coordination with the welfare home staff ensured that all necessary
preparations were in place, including organizing the event space, distributing materials, and
confirming the timing of each activity. The transportation arrangements were also well-handled, with
volunteers from different locations meeting at designated points and arriving at the venue without
issues.

(4) Assessment of Event Costs & Funding: (Maximum points: 10). Include reasons. Be specific.

The overall cost efficiency of the Lifeline event was excellent, earning a 9.5 out of 10 rating. The event
was successfully executed with minimal expenses, as most materials were either pre-owned or
provided by volunteers.

One of the key cost-saving factors was that there was no need for major purchases, except for ribbons
for the Tail-Capturing Game and small items for the treasure hunt. These were essential for the
activities and contributed to the engagement and excitement of the event. Haruka efficiently handled
the procurement of these items, ensuring everything was purchased two days before the event,
which helped avoid any last-minute issues or delays.

While the event was cost-effective, future planning could explore sponsorships or donations for small
materials like game props and gifts, further reducing expenses. However, given the minimal purchases
required and the smooth management of funds.

(5) Personal Development Goals Assessment: Assess the degree to which the members managing the
event were able to achieve the personal development goals they set for themselves. (Maximum
points: 10). Include reasons. Be specific.

The personal development outcomes for both volunteers and children were highly positive, earning a
9.5 out of 10 rating. One of the key goals of the Lifeline event was to create an environment that
encouraged personal growth, confidence, and interaction for both the children and the volunteers
managing the event.

A significant highlight was the participation of two new children who had never attended previous
events. Their engagement demonstrated the welcoming and inclusive atmosphere created by the
volunteers, ensuring that even first-time participants felt comfortable and involved. Additionally, we
observed notable progress in one particular child who had previously been very quiet and hesitant to
speak. This time, he showed gradual improvement in communication, participating more actively
than before. This small but meaningful change reflects the positive impact of consistent interaction
and encouragement from volunteers.

For the volunteers, this event provided an opportunity to develop skills in teamwork, event
coordination, and leadership. The improved adherence to guidelines—such as ensuring no
unauthorized use of cameras—showed that volunteers had successfully internalized and enforced key
responsibilities. Additionally, the physically engaging nature of this event required volunteers to
manage their energy levels, adapt to dynamic activities, and stay engaged despite fatigue, which
helped build resilience and teamwork

<Project Review Contents >

1. Project Proposal→ Attach the final version of your project proposal. February 1st Event
Proposal
2. Project Review
(1) Implementation Report: Detail pre-event preparations, management on the day of the
event/post-event . Include the event schedule and relevant event information (date, number
of participants, amount, etc.)
※A brief event summary will be sufficient for this section if you conducted multiple events during
your project and have already submitted Post-Event Reports for each individual event.

Lifeline Event Post-Event Report

The recent Lifeline event was successfully conducted, bringing together volunteers and children for a
day filled with engaging activities and meaningful interactions. The event took place at thewelfare
home on February 1st and saw the participation of [Insert Number] volunteers and children. The
objective was to create a fun and interactive environment while fostering cultural exchange and
teamwork among participants.

Pre-Event Preparations

Leading up to the event, a detailed orientation session was held online on January 28th at 9 PM JST.
During this session, volunteers were briefed on their roles, safety guidelines, and the event flow.
Additionally, pre-program surveys were conducted to gather insights on participants' expectations and
any special requirements. The day before the event, a final briefing was conducted where volunteers
rehearsed the event flow, reviewed their specific tasks—including decoration and gift distribution—
and practiced reflective activities. Final instructions and logistics were communicated through Line.

Event Day Management

On the event day, volunteers arrived at the welfare home between 14:30 and 15:00 for setup and a
final briefing with the welfare home manager. The event officially commenced at 15:00 with a
country-specific quiz, where volunteers provided clues about their country of origin, and the children
enthusiastically attempted to guess the correct answers. This was followed by the Tail-Capturing
Game from 15:30 to 16:10. In this activity, participants wore cloth or ribbons around their waists as
"tails" and engaged in a friendly competition to capture each other’s tails. The game encouraged
teamwork, quick thinking, and movement, making it an enjoyable experience for all involved.

Following the game, a treasure hunt was conducted from 16:10 to 16:40. Volunteers hid numbered
papers around the hall, and children eagerly searched for them, later exchanging them for gifts
corresponding to their numbers. This segment added an element of excitement and anticipation to
the event. The day concluded with a closing session from 16:40 to 16:55, where all participants
gathered for final remarks, a group photo, and a Lifeline Journal activity to reflect on their
experiences.

Post-Event Considerations

Throughout the event, volunteers adhered to the guidelines, including the policy on not uploading
pictures of children on social media without proper coverage of their faces. Additionally, volunteers
were requested to place their phones in a designated area for the duration of the event to ensure full
engagement. Transportation costs details were collected from the volunteers at the end of the event.
Participants who resided in the APH area coordinated their travel with Haruka, meeting at Lawson,
while those from downtown met at the Daisan Futo Iriguchi parking lot near CoCo Curry Ichibanya.

(2) Project Goals Assessment: Assess the degree to which you were able to achieve the project
goals in your project proposal. (Maximum Points: 10) Include reasons. Be specific.
The Lifeline event successfully met its objectives, earning an overall achievement score of 9.5 out of
10. The event was designed to provide an engaging and interactive experience for the children while
ensuring smooth coordination and adherence to guidelines among volunteers.

A key goal was to encourage meaningful interaction between volunteers and children through well-
structured activities. This was effectively achieved with the country-specific quiz, Tail-Capturing Game,
and treasure hunt. These activities encouraged teamwork, cultural exchange, and active participation.
The children responded enthusiastically, and their high level of engagement demonstrated the
effectiveness of the event structure.

Another important objective was ensuring that volunteers adhered to event guidelines, particularly
regarding privacy and phone usage. In the previous event, a few volunteers were still using their
cameras at times despite prior instructions. However, this time, we addressed the issue through a
more thorough pre-event briefing, emphasizing the importance of respecting privacy rules. As a result,
this was no longer a concern, with all volunteers following the guidelines and placing their phones in
the designated area at the start of the event.

Logistically, the event was well-coordinated, with volunteers arriving on time, setup completed
efficiently, and activities running according to schedule. The pre-event briefing and communication via
Line played a crucial role in ensuring that everyone was well-prepared. Transportation arrangements
were smooth, and all volunteers reached the venue without delays.

The only minor challenge encountered was that, towards the end of the event, a few volunteers felt
tired due to the highly active nature of the activities. Since this event required continuous movement
and high energy levels, some participants experienced fatigue. In future events, we could consider
incorporating short breaks or slightly adjusting the pacing to help maintain energy levels throughout
the program

(3) Overall Planning & Management Assessment (Including safety measures, etc.): (Maximum points:
10)
Include reasons. Be specific.
The overall planning and management of the Lifeline event were highly effective, earning a 8 out of
10 rating. The event was well-organized, with clear communication, structured activities, and proper
safety measures in place to ensure a smooth and enjoyable experience for all participants. We had
two coordinators coordinating transport with volunteers who were coming from APH and with
volunteers who were residing downtown so it was effectively managed

One of the strongest aspects of the event was the pre-event planning and coordination. The online
orientation session and final briefing ensured that all volunteers understood their roles,
responsibilities, and event guidelines. Clear communication through Line helped address last-minute
concerns and provided volunteers with the necessary details, such as transportation arrangements,
event flow, and safety instructions. The schedule was well-structured, with activities planned to
maintain engagement and enthusiasm throughout the event.

Safety measures were effectively implemented. Volunteers were instructed on how to interact with
the children appropriately, and privacy guidelines regarding photography and phone usage were
strictly enforced. Unlike the previous event, where some volunteers still used their cameras at times,
this time, all participants followed the guidelines, ensuring that no privacy concerns arose.
Additionally, volunteers were briefed on emergency procedures and reminded of key safety protocols
before the event started.

Logistics and on-the-day management were efficient. Even though it was raining on D-day and we
were afraid if we could make it on time due to the delayed buses, Volunteers arrived on time, and
setup was completed smoothly. Coordination with the welfare home staff ensured that all necessary
preparations were in place, including organizing the event space, distributing materials, and
confirming the timing of each activity. The transportation arrangements were also well-handled, with
volunteers from different locations meeting at designated points and arriving at the venue without
issues.

(4) Assessment of Project Costs & Funding: (Maximum points: 10). Include reasons. Be specific.
The overall cost efficiency of the Lifeline event was excellent, earning a 9.5 out of 10 rating. The event
was successfully executed with minimal expenses, as most materials were either pre-owned or
provided by volunteers.

One of the key cost-saving factors was that there was no need for major purchases, except for ribbons
for the Tail-Capturing Game and small items for the treasure hunt. These were essential for the
activities and contributed to the engagement and excitement of the event. Haruka efficiently handled
the procurement of these items, ensuring everything was purchased two days before the event,
which helped avoid any last-minute issues or delays.

While the event was cost-effective, future planning could explore sponsorships or donations for small
materials like game props and gifts, further reducing expenses. However, given the minimal purchases
required and the smooth management of funds.

(5) Personal Development Goals Assessment: Assess the degree to which project members were able
to achieve the personal development goals they set for themselves. (Maximum points: 10). Include
reasons. Be specific.
The personal development outcomes for both volunteers and children were highly positive, earning a
9.5 out of 10 rating. One of the key goals of the Lifeline event was to create an environment that
encouraged personal growth, confidence, and interaction for both the children and the volunteers
managing the event.

A significant highlight was the participation of two new children who had never attended previous
events. Their engagement demonstrated the welcoming and inclusive atmosphere created by the
volunteers, ensuring that even first-time participants felt comfortable and involved. Additionally, we
observed notable progress in one particular child who had previously been very quiet and hesitant to
speak. This time, he showed gradual improvement in communication, participating more actively
than before. This small but meaningful change reflects the positive impact of consistent interaction
and encouragement from volunteers.

For the volunteers, this event provided an opportunity to develop skills in teamwork, event
coordination, and leadership. The improved adherence to guidelines—such as ensuring no
unauthorized use of cameras—showed that volunteers had successfully internalized and enforced key
responsibilities. Additionally, the physically engaging nature of this event required volunteers to
manage their energy levels, adapt to dynamic activities, and stay engaged despite fatigue, which
helped build resilience and teamwork

(6) Learning Assessment: Detail at least three things project members learned by doing this project.
The Importance of Clear and Reinforced Guidelines – One of the major improvements in this event
 was ensuring that all volunteers strictly followed the guidelines regarding privacy and phone usage. In
previous events, some volunteers still used their cameras despite instructions, but this time, a more
detailed briefing effectively resolved the issue. This reinforced the importance of clear
communication and repeated reminders to ensure all participants understand and follow the rules.
Balancing High-Energy and Low-Energy Activities – This event required constant movement, and
while it was engaging, some volunteers experienced fatigue towards the end. The team learned that
for future events, it would be beneficial to balance physically demanding activities with slower-
paced ones or incorporate short breaks to maintain energy levels for both children and volunteers.
Creating a Supportive Environment Encourages Growth – The event demonstrated how a safe and
encouraging atmosphere can help children develop confidence. The participation of two new
children and the noticeable improvement in a previously quiet child highlighted the long-term impact
of consistent and positive engagement. This reinforced the value of maintaining patience,
encouragement, and inclusivity in all future Lifeline events.

Feedback Received From the Volunteers :