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planning manual for the archives
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- Subject: planning manual for the archives
- From: Kathie Brosemer <kathie@cleannorth.org>
- Date: Thu, 06 Jun 2002 08:09:58 -0400
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This is to post a plain text version of our planning manual for this event. kathie
Bring Out Your Dead!
How to hold a Computer Recycling and Reuse Event, make lots
of friends, do a great service for your community, and make
some money for your group, all while having a heck of a lot of
fun!
By Chris Peredun
Clean North
Summer 2001
Contents
1. Introduction
Why should we have a Computer Recycling Event?
2. What You Need
Must Haves, and Nice to Haves
3. Step - By - Step
3.1 Form a Committee
3.2 Computer Recyclers - who will take your junk?
3.3 Find a Facility
3.4 Establish a Media Contact
3.5 Recruit Volunteers
3.5.1 Volunteer screening
3.5.2 Volunteer scheduling
3.5.3 Volunteer appreciation
3.6 Flow - how people and materials will move through your space
3.6.1 Receiving systems
3.6.2 Technical organization
3.7 Technical Details
3.8 Sales and Pricing
3.9 Sponsors and Businesses
3.10 Legal and Safety Concerns
3.10.1 Wiping hard disk drives
4. Timeline and Workplan
4.1 Preparation Timeline Recap
4.2 Job Descriptions
5. Results
5.1 Participants Feedback
5.2 Statistics
Appendices
Wish List Request Form
Specifications Sheet and Disclaimer
Floor Plan
Flow Chart
6. Introduction
Why should we have a Computer Recycling Event?
Over the past ten years a major source of hazardous waste that has entered our landfills has
been computers and their components. It is estimated that twenty thousand tonnes of computers and
computer parts enter Canada's landfills each year. These computers contain heavy metals which enter
the water, contaminate land, and possibly cause adverse health effects to humans and wildlife. It has
been acknowledged that some type of computer recycling program should be undertaken by all
communities to deal with this growing problem. Some jurisdictions are considering Take Back
legislation requiring manufacturers to accept their product after its useful life, but this type of legislation
will likely be far in the future in Ontario.
The computer market is undergoing so many changes so quickly that computers sometimes
seem to be obsolete as soon as you buy them. As newer computers become faster and more powerful,
the older systems lose their usefulness to their former user and often are stored in large numbers.
Business in particular finds a three year life to be about the maximum for a piece of computer hardware,
as software upgrades require bigger and faster hardware.
Individual computer users often do not throw out their old systems, but instead keep them
because they are attached to them, still have a use for them, or are not willing to part with such a large
purchase. In some cases users find it difficult to believe that such an expensive item has become
comparatively worthless on the market, so quickly. When the computers are too old for any use
whatsoever, or break down to a point beyond economical repair, they are still not thrown out by their
owners, who feel they can't throw the computer out because "it might still be useful" or "it's just too
big". Most of the computers sold are still in houses or businesses today for these reasons.
Each computer contains many pounds of non-biodegradable PVC (polyvinyl chloride) plastic
and several ounces of toxic heavy metals, including lead, mercury, and cadmium. Computer monitors
contain anywhere from six to eight pounds of lead each, with amounts increasing with the size of the
screen. Once the glass screen is broken, the lead is able to be washed away by rainwater and enter the
environment. If these substances are allowed in landfills, they can leach into the groundwater supply and
poison entire webs of life.
Computers can be recycled in two ways. One way is to refurbish old computers that are
useless or no longer work but can be repaired. These computers could then be sold or donated to
charities or needy individuals. A second way is to take the scrap computers, ones that are either
obsolete or in complete disrepair, and have them shipped to a computer recycling depot so that the
plastics, heavy metals, and precious metals could be salvaged to reduce the amount of this type of
waste that enters the landfills. Many communities have small scale volunteer efforts going on to reuse
computers from businesses, often with retired persons or hobbyists refurbishing systems and donating
them to needy children or schools. Other communities accept old electronic equipment through
Household Hazardous Waste Depots.
Clean North, part of the Ontario Environment Network, in Sault Ste. Marie, Ontario, has
developed an innovative program incorporating the reuse and recycling aspects of the best of these
other programs. The Bring Out Your Dead (B.O.Y.D.) Computer and Electronics Recycling Event
was first held in May 2000 and was a great success. Not only were computers repaired and donated to
several charities, but they were also sold to the citizens of Sault Ste. Marie with profits going to Clean
North to support other environmental projects. In addition to computers, other electronics such as
photocopiers, VCRs, and cameras were collected, as well as button batteries and inkjet printer
cartridges. Several large truckloads of electronics equipment have been sent for recycling because of
our events.
Since the first event, we have continued with twice-yearly BOYD events. Numbering them
according to computer software release terminology, we have carried out version 1.0, 1.1, and 2.1
events. The improvements to the third event in June 2001 justified a new release version number, and
triggered the development of this how-to manual. We have learned enough about how to do these
events that we thought we needed to share it. Since then we've done this twice more, for a total of five
events as of summer 2002.
Any community group can carry out a Computer Reuse/Recycle Event. You can make money
for your projects, attract new volunteers, and have a very good time doing this. It is surprising how
much fun people have when they work hard at an exciting project, and your event will revitalize your
group.
7. What You Need
Must Haves, and Nice to Haves
For your first Computer Swap Meet it would be advised that you begin a minimum of three to
four months prior to the event. Good times to hold a recycling meet are in the spring or fall, where
temperatures are moderate and fewer members of the community are on vacations. To successfully
hold a recycling event, you will need:
8. A recycling organization to accept the non-working systems. A small list can be found in the
Computer Recyclers section 3.2 below.
9. A facility location and the date of the event.
10. Publicity - start as soon as you have both #1 and #2.
11. Volunteers - lots of them, with lots of different skill sets (see below).
12. Equipment - power bars, extension cords, tools, and boxes are needed
13. Good signs - To ensure that everyone including the volunteers knows where the specific areas
are and what they are dedicated to, informative signs can be placed.
These are the minimum requirements for a recycling event. While an event can be put on with these,
some other recommended additions are:
14. Business sponsors.
15. Food for the volunteers - this will encourage them to return for another event.
16. Internet access - for either downloading drivers or public access for demonstrations.
17. Presents for supporters and volunteers.
3.0 Step - By - Step
3.1 Form a Committee
The first thing that should be done is to form a planning committee. Tasks can be further divided
among this group later, but the important factor to establish is working together towards the common
goal of organizing and putting on a recycling event. This committee should meet on a regular basis to
keep each other up-to-date on any changes in:
plans
location
potential sources of computers
general information
"wish list" contents and charities
as well as deciding on:
a facility
date
floor plan
Members should include a secretary to keep track of everyone and all the details, someone in charge of
the facility, a media contact, a volunteer recruiter, and technical details planners/supervisors. As the
time for the event draws nearer, the committee should meet more frequently to ensure a smooth swap.
3.2 Computer Recyclers - who will take your junk?
How to find a recycler? The fastest way (and the cheapest when your long distance charges add up) is
to post your needs on http://www.recycle.net. This is a trade site for recycling firms and brokers, and
your posting is free for 30 days. Give contact information and the fact you're looking for a recycler for
a load of computer scrap, and you'll be bombarded with replies. Once you sort out the replies from
the Indian subcontinent (more below) you will still have a few in North America you can get in touch
with and negotiate what they will and won't accept, whether they'll pay you, and whether they'll pay
the freight bill. Good luck!
Generally speaking, the better you sort and pack, and the more control you promise over the content,
the more likely you'll find a recycler willing to accept your load, and maybe even pay the freight. You
might also negotiate with a local freight hauler to ship your load on a backhaul when they would have
been sending an empty truck, and you can get a reduced rate or even, for some publicity, a freebie
from the shipper.
One very important detail: where the stuff will be heading. There have been some very grim reports of
North American electronic scrap ending up in China, India, or Pakistan, in some electronic boneyards
with terrible environmental impacts. Stories describe piles of insulated copper wire being burned in
open pits to remove the pvc insulation and salvage the copper. Burning pvc, of course, produces
tremendous amounts of dioxin in a thick black smoke that covers the landscape. Plus, many of these
operations employ children to sift through the junk, toxic heavy metals and all.
Determine from your recycler that all the material you send will be staying in North America. It's best
to work with a recycler that actually strips the materials at their own shop, rather than a broker who
agrees to take it and resell it. Keep several of these people on the line until you get a firm declaration
from one of them that this will be handled properly.
Here are a few Canadian recyclers. We don't make any declarations here about whether these people
will handle your load responsibly - you must do your own homework on this one.
Gestion Ecosys Inc.
9625 Cote-de-Liesse
Dorval, Quebec
H9P 1A3
514-636-9625
Contact: Bruce Hartley
http://www.ecosys-pc.com
Hi Tech Recycling (Canada) Limited
495 Champagne Drive
Downsview, Ontario
M3J 2C6
416-636-7420
Contact: Adam Freedman
http://www.hitechrecycling.com
Ontario Waste Exchange
888-845-9038
fax: 416-778-5624,
Contact: Viive Wark
http://www.owe.org
Rider Computer Services
Unit 32, 2480 Cawthra Road
Mississauga, Ontario
L5A 2X2
905.306.1961
Contact: Colin Tave
http://www.rider.com
* Clean North has used Rider Computer Services and HiTech Recycling in the past.
3.3 Find a Facility
A proper facility is critical to a good recycling event. You can't do this outdoors - you need
protection from weather and vandals and you need reliable electricity. The facility should be a well-
known location, and easily accessible to the population. Determine what empty commercial facilities
exist within the city and who manages or owns them. It is best to find an unoccupied building, so that
systems can arrive early and cleanup can take place a few days before the event. Once this has been
done, the Facilities person should contact the manager(s) or owner(s) to see if they could use their
facilities for the event on a mutually agreeable date. If the owner is unsure of whether the property will
remain vacant, it is advisable to have a backup location in mind.
Our five events to date have taken place in a city ice rink (the ice was out), an empty
commercial building, a church hall, and two different empty stores in the big mall. We were most
comfortable in the church hall (food service space and washrooms were excellent, and the place was
spotless so we didn't have to clean up beforehand), but the commercial building had two rooms,
making it easier to separate sales and technical areas. It seems that no matter what barriers you use,
there are some people who arrive and insist they should be permitted to roam your technical areas.
The mall was terrific because of exposure - we could put up signs a week in advance and people
noticed them. Also the mall had lots of tables to lend, pallet jacks, and very nice security people.
A good space would have about 1000 square feet of floor space if 200 people are expected to
attend. This amount of floor space would have to increase as the number of businesses renting space
increases as well. Ideally, the sales floor should be separated from the tech area by walls, but if the
facility only has large, open areas, partitions can be created with room dividers, stacks of chairs, or
overturned tables. The building should be serviced electrically, have washrooms, and heat or air
conditioning depending on the season in which the event will take place. A loading dock at the back of
the room makes loading your recycling truck at the end of the day considerably easier. Windows at the
front are an asset, as are telephone and the potential for obtaining Internet access.
It would also be wise to begin to determine where extension cords, power bars, tool kits, multi-
meters and tables could be obtained from. It is extremely important to have a good supply of electricity
to both the computer testing area and the sales area to ensure that all will have power. The disassembly
area does not need and should not have power. As a precaution, the facilities volunteer should have a
key to the fuse box or circuit breaker box.
Approximately one week before the event, schedule a work party to clean the place and make
it presentable to the public. Restrooms should be cleaned out, signs should be posted, and partitions
should be formed (if necessary). The power grid should be laid out and all cords should be firmly taped
to the floor to avoid injury. Plan for another work party to clean up once the event is finished. The
facility should be left cleaner than it was before. This will help your chances of securing the same
location for your next recycling event.
3.4 Establish a Media Contact
If no one knows about your recycling event, no one will be there. To promote public awareness
of the event and distribute media advisories, a media contact is necessary. An ideal individual is one
who is comfortable with public speaking, has several methods of spreading the word to target
audiences, and is able to take phone calls on a daily basis.
During the three or four months before the event, the media contact would be required to
compile a list of advertising outlets within the community. It is important to get specific contacts,
telephone numbers, addresses, fax numbers and e-mails. Media outlets that should be canvassed
include television stations, radio stations, and local newspapers. Some local environmental organizations
also have webpages or BBS's which could be used as advertising space. Posters can be placed at
businesses (with the owner's permission, of course). Don't forget public BBSs, Community Access
Cable TV stations, church and employee newsletters, and computer stores.
As soon as a date, location, and recycling depot are established, the media person should begin
reaching contacts and exciting them about the event. Television, radio and newspaper interviews should
be held to maximize the number of people receiving word about the event. Drop off your poster to
your media contacts, to make sure the details are close at hand. A phone number or other contact
information should be provided for questions and requests by non-profit organizations for the donation
of a system from the wish list (wish list form is in the Appendices). It is extremely important at this time
to keep the media contact informed on any changes of plans or items accepted, as the week preceding
the event there are dozens of calls regarding where, when, and what items will be accepted and sold.
3.5 Recruit Volunteers
To run your recycling event, you will need a veritable army of willing volunteers in many
different skill areas. Technicians are a must, as are sales associates. Experienced technical supervisors
are also required. High school computers students are often willing to help with these types of events,
as they gain valuable volunteer hours towards their diploma and put their talents to work. "Runners" for
parts and systems are a helpful addition, and help to keep technicians focused on their tasks instead of
frantically scrounging for parts; also, the runners can help remove the junk systems and parts
periodically. Admissions people to stamp hands and collect donations are also required, and "floaters"
can wander about the floor and assist technicians or salespeople as needed. A large number of
salespeople are required, and while technical expertise can be gleaned from the technicians as needed,
some basic knowledge is required. Salespeople should be the most cheerful of the volunteers, as they
are who the public interacts most with. A receiver or triage expert is also an excellent plan for
streamlining the acceptance procedure. The receiver should be a trained technician who can make snap
decisions on the condition of a piece of hardware, the chances of it reselling, and what should be done
with it. Finding candidates for these jobs is work for the recruiter.
About one month prior to the event, the recruiter should determine where regular volunteers
and volunteers with computer technical experience might be acquired. A good start is the local college
and university, as well as a local bulletin board service (BBS). It may be worthwhile to work in
conjunction with the media relations person to put a call out for volunteers in the community with this
type of experience.
3.5.1 Volunteer screening
While "the more the merrier" holds true for the most part, some volunteers may have
undesirable personality traits that are not wanted at the event. A volunteer who monopolizes a large
number of parts can severely hamper the flow of the whole event, and a superior, elitist attitude can
sour the atmosphere of the technical area, or worse, spread onto the sales floor, where positive
attitudes are a must. Worse yet, some potential volunteers will refuse to adhere to your safety rules,
believing they are too knowledgeable to have to follow rules for "others." A simple orientation and
screening process designed by trusted technical supervisors will weed out any volunteers with
"attitude". Simple questions regarding the position a volunteer wishes to work at can be posed, such as
"Tell me what you can about this," or a sample problem such as "What's wrong with this computer?"
and observing their actions. From these procedures, volunteers can be assigned to the area where they
will be the most useful. A screening event can be held one or two weeks before the actual recycling
event. Volunteers can fill out a sheet with their name, email address, emergency contact, phone number,
and position applied for. After the orientation and screening is completed, volunteers can be called and
assigned their positions.
3.5.2 Volunteer scheduling
A work party should be scheduled for the week before the event, if necessary, to clean and tidy
the rooms which will be used, clean washrooms if needed, and generally spruce up the place. At that
time the technical supervisors can also lay out power cords and tape them down, and other volunteers
can place signs.
Volunteers should be present at the facility during the two or three days preceding the event to
accept used computers, organize them into piles and attempt to repair any equipment that is
salvageable. The working computers should be placed on the sales floor. Donation receipts might also
be given out to any organizations donating computers that are still in working order and are sold. At this
point in time, the charity "wish list" should be filled as much as possible. Organizations wishing for
donations of computers can enter their requests on a "wish list" and they will be filled as possible.
On the day of the recycling event, it is important that the volunteers and businesses involved at
the start of the event arrive an hour to two hours prior to opening to ensure that everything will run
smoothly and that everything is in order.
It is well to schedule a second shift of runners and truck loading volunteers to arrive near the
end of the day. People who have been there since the beginning of the day will be very tired, and the
arrival of fresh crews will do much to boost lagging spirits. The recycling truck will be loaded and the
place cleaned up much faster, too.
3.5.3 Volunteer appreciation
Most volunteers are satisfied with the feeling of having done something right for their
community, but generosity towards them is always well received and greatly increases the chances of
their returning and helping with future events. Supplying food and drinks for the volunteers is an
excellent idea.
Since your event will be running at a fairly constant pace, catering lunch for the volunteers
should be considered. When doing this, food allergies and preferences and restrictions such as kosher
or vegetarian, must be taken into consideration; this can be brought up at the volunteer orientation. If
catering is not possible, consider having the volunteers leave for lunch breaks in shifts, rather than
having the event slow to a crawl while the bulk of the technical support crew leaves, or having to deal
with the issues created by food and drink near computers (which as a general concept is not a good
idea!)
Volunteers, especially your new technical volunteers, appreciate being permitted to scavenge at
the end of the event and take home any leftovers that were not sold or repaired. Clean North also
permitted volunteers to purchase items off the sales tables for half-price (with the exception of parts that
were in demand, rare, or on the wish list) at any time during the event. Volunteers should not be
allowed to take home dangerous items such as broken monitors or microwaves.
Presents for volunteers are also nice. At our events we hand out Clean North buttons, which
serve to identify our volunteers and help us make certain stray visitors don't come back into the
technical area. These buttons are keepers for the volunteers. In addition, for the most recent event we
purchased split ring key rings and jewelry jump rings in advance of the event, and one volunteer spent
some time creating RAM key rings from the useless 1 MB RAM scavenged from systems. Each
volunteer took a key ring home - they were obviously pleased.
3.6 Flow - how people and materials will move through your space
Once you have selected a facility, a floor plan and flowchart of the recycling event should be
drawn up. A well-laid out event will allow easy access to the sales floor for customers, as well as a
direct route from the area where computers are brought in to any of the three technician areas. A floor
plan and flowchart of Clean North's third B.O.Y.D. event can be found in the appendix.
To help customers find their way around the event, signs should be created. These can range
from simple arrow "Computer Recycling Event This Way" to colour-coded signs at each location,
describing what goes where. Signs for the technical area are also a good idea to keep traffic flowing
properly and systems in some sense of order.
There should be an admissions gate at the entrance to the event. This will allow you to gather
statistics, hand out suggestions forms to customers, and collect admission fees. Admission should be
charged - this adds to the trade fair aspect you should be promoting in order to attract businesses, and
reinforces the understanding that waste disposal and recycling is not free. A door prize, perhaps
donated by one of your displaying businesses, is a good idea to give people the idea of a chance to win
something when they pay their entrance fee.
3.6.1 Receiving systems
An excellent way to streamline the acceptance and repair of systems and parts is to use a
colour-coding scheme. As soon as a part is brought in, it is examined by a "receiver" and assigned a
green, yellow, or red sticker. Items that have potential for resale are given a green sticker, tested, and
brought to the sales floor or set aside for wishlists. Yellow stickers are for unknown items or incomplete
systems; these are sent for disassembly and use as parts for other systems. Irreparable, dangerous, or
very old and obsolete items receive a red sticker and are sent directly to the junk pile.
3.6.2 Technical organization
The technical area should be divided into five general areas:
Testing - Any "green" parts or systems are sent here for testing and preparation for sale.
Separate test stations should be established for systems, monitors, drives, printers, keyboards, and
Macintosh equipment. This streamlines the processes.
Disassembly - "Yellow" systems go here to be stripped down for useful parts. The parts are then sent
to the respective test areas.
Recycling - "Red" junk, the Ataris, dot-matrix printers, and Commodore 64s, can simply be piled on
the floor and periodically removed to the truck for recycling.
Parts Storage - Boxes or trays can be used to sort the useful parts to be used by Rebuild or drawn off
for sales as parts.
Systems Rebuild - Using parts and nearly-complete systems, the Systems Rebuild technicians build
working systems and place them on the sales floor. Limit the number of stations for this work or your
technical crew will all want to do this, and end up competing with each other for scarce parts.
3.7 Technical Details
Once a large base of technicians has been established, the procedures for your recycling event
should be explained in detail. In order to have a successful reuse component to your event, you need a
successful technical area. Without it, you're just collecting materials for recycling.
Establish a standard for what types of computers and electronics will be accepted and repaired.
For safety purposes, microwave ovens and broken monitors were not permitted to be repaired at the
Clean North B.O.Y.D., due to the dangerous potential electricity stored inside them. These items were
immediately placed in the junk pile. Monitors and power supplies should never be opened for repairs
or investigation at a recycling event, and any volunteer who does not comply with this prohibition must
be asked to leave immediately. The capacitors contain dangerous amounts of electricity, even when
they are unplugged. Due to their high power drain, UPS (Uninterruptible Power Supplies) should not be
tested, as they may overload circuit breakers.
Many new users wish to get on the Internet, and most 486-based computers are perfectly
capable. In the first three events we held in 2000-2001, we accepted 486 and above PCs for
refurbishing. Systems older than this were placed into the junk pile. The 486 and Pentium systems
contained many useful parts, while the 386s had limited parts potential and were typically placed into
the junk pile. More obscure systems must also be considered, such as Macintoshes. Macintosh and PC
parts are generally not interchangeable, but it helps to identify a Mac expert in your technical crew, as
some customers will want the Macs that arrive.
Monitors can be tested by simply plugging them into a system running Windows or Linux and
tuning the contrast and brightness knobs. 9-pin monitors can only display 16 colours at most and thus
should go straight to the "junk" pile, as should proprietary Unix monitors with the five screw-type
cables and dumb terminals. By changing the desktop resolution from Windows or Linux, the maximum
resolution of the monitor can be determined. 640x480 is "VGA" resolution, and 800x600 is "SVGA";
monitors above this resolution have rarely been seen at past recycling events.
Keyboards and mice are always useful for either sale on their own or as parts of a complete
system. Make sure that the correct type of keyboard and mouse is paired with the proper system.
Keyboards have either a large, 5-pin "AT" connector, or a small, 4-pin "PS/2" connector. Mice can be
either flat 9-pin "serial" or "PS/2" like a keyboard. A test system for keyboards can simply be a
working system with nothing more than a command prompt to type out the letters and check the
response. Make sure to acquire the fitting to convert PS/2 to AT in order that one system can be used
to test both types of keyboards. Mice are generally not tested, just sold "as-is" - if a Windows system
is available, mice can be easily tested through the Control Panel applet.
RAM can be tested in the same system as keyboards and mice. If possible, find a system that
accepts both 30-pin RAM and the newer 72-pin RAM. Put one module in at a time - if the system
doesn't boot, the RAM is defective. RAM cannot usually be repaired.
Hard drives can be tested by booting from a boot disk and formatting them completely with the
"format c: /s" command; the formatting program will find any bad sectors on the drive. It is up to the
buyer to perform a more lengthy examination using ScanDisk.
Accessories and peripherals such as printers and scanners are typically difficult to repair on-
site, due to lack of replacement parts and drivers. Printers can be tested by copying a text file to LPT1
or whichever port the printer is connected to. If the printer accepts the text, it can be considered
working and placed on the sales floor. Winprinters, or printers requiring special Windows drivers, are
nearly impossible to test without a Windows system and installation CD present. They could be sold "as
is" or for a low price, or simply discarded. If an Internet connection is available, drivers may be
downloaded.
Before bringing systems to the sales floor, they should be completely wiped of all data,
applications, and especially operating systems. To avoid legal issues with the "transfer of rights" of
software, ensure that the entire drive is blanked before bringing it to the sales floor. The DOS command
interpreter "Command.com" can be installed solely for the purpose of demonstrating the functionality of
the system. The buyer is responsible for finding and installing their own software to run on the system.
Sometimes customers drop off software and manuals along with their systems - this software should be
placed on a "free" table, once again to avoid transfer of rights problems caused by selling.
3.8 Sales and Pricing
Aside from the "no software included" stipulation, there is the issue of returns and refunds.
While your volunteer technicians may be excellent, there may be some errors that are not evident in the
time frame they are working on the system. All systems and parts sold at your event should be sold "as-
is"; if a system has a problem when the buyer brings it home, they can return it before the end of the
event for a full refund. After this period, there is no warranty stated or implied - this will prevent most
buyers from calling your organization after the event is finished and requesting technical support. Here's
where having local computer businesses on hand to display their products/services can be helpful.
A price list should be drawn up, based on the current market pricing. A quick survey of
computer stores and the technical volunteers can produce an accurate and fair idea of what should be
charged for each item. Naturally, prices are negotiable depending on circumstances, quantity of item
purchased, and the relative supply and demand for items. If you have requests for donations to
organizations or charities, remember to set aside systems and parts for them. A pricelist we used in
June 2001 is in the Appendix, but naturally, prices will have changed by the time of our next event.
This needs to be re-done each time.
The final step before bringing a system to the sales front is to fill in a pre-printed information
sheet. This sheet should contain all known data about the system, including but not limited to:
CPU speed and type (486DX, 33MHz)
Amount of RAM and type (8 MB, 30-pin)
Size of hard drive (120 MB)
CD-ROM speed (Double-speed)
Peripherals (33.6 modem, Sound Blaster)
Keyboard and mouse ports (PS/2, PS/2)
Monitor included and type (14" SVGA)
If the technical people fill out these sheets in detail it will help the salesperson explain the system
to a customer, and a customer to decide which system they want to purchase. On this sheet there
should also be the written understanding of the return and refund policy, which can be signed by the
buyer at the time of purchase. A copy of the spec sheet and disclaimer we used can be found in the
Appendix.
3.9 Sponsors and Businesses
Sponsors and supporters include the facility owners, media friends, and others who help with
your event, such as by providing an internet access, electrical cords, food and drink for volunteers, sign
materials, folding tables, bins for parts, carts, safety gear, testing devices, door prizes, or trucks or vans
used to pick up computer equipment if you provide this service. Perhaps a shipping firm will be
needed to get your truckload to the recyclers (some recyclers will provide shipping, but if not, you need
to obtain this, and if it's free or discounted, the trucking firm contact is your best friend). A thank you
letter on your letterhead, after the event, is absolutely required for the people and firms who help you
carry this off. You might consider taking out a newspaper ad thanking your supporters, or writing a
letter to the editor naming them.
Clean North created a little souvenir which we gave to our supporters. We recycled old
writeable CDs into a wall hanging for office decor, labelling the CD as though it were a software release
(Bring Out Your Dead version 2.0, release date June 2, 2001, compatible with Windows, MacOS,
Linux, and all known operating systems... etc.). With tiny drill holes for jump rings, these could be
hung on office bulletin boards, and were popular with our supporters.
Businesses may be interested in purchasing floor space at your event. As well as exposure to
many prospective customers, businesses can hand out cards and receive support calls after the event is
finished. Local Internet providers can often be valuable sponsors, and may offer funding in exchange for
a placement of their advertisements at the recycling event. If you anticipate needing an Internet
connection for either driver downloads or public access and education, you may be able to strike a deal
with a local service provider in exchange for advertising space.
Begin contacting businesses well in advance - at least two months, more for larger companies.
Once they have confirmed their position and paid, they may begin setting up their floor space in the
week preceding an event. Private sellers may also wish to purchase space - this could be offered at a
discounted rate.
3.10 Legal and Safety Concerns
As previously touched upon in the Technical Details section, there are certain safety issues
involved in putting on a computer recycling event. All volunteers should be required to sign a waiver of
liability before being allowed to work with the systems.
The greatest danger in the computer swap comes from electrical shocks. To prevent these
events from occurring, certain parts should not be tested or repaired by any volunteers, nor should
they be permitted to leave the event with a volunteer.
Monitors contain dangerous capacitors
Power supplies contain capacitors and the danger of improper repair
UPS (Uninterruptible Power Supplies) have large batteries within them
Aside from these dangerous parts, there are the hazards of dropping heavy systems, injury from
improper lifting of heavy equipment, and cuts from sharp edges or broken parts. A first-aid kit should
be kept on hand at all times, and any injuries (no matter how minor) should be reported to the
supervisor at once.
3.10.1 Wiping hard disk drives
Before any hard drives or computer systems are brought to the sales floor, they should be
completely blanked of all software and files. Some agencies will have been remiss in removing
confidential information from old systems, and you don't want to be caught in the middle if confidential
files remain on hard drives for a new user to see. Technicians should bring in "boot disks" to boot the
system from there and wipe the hard drive(s). This can be done by simply typing "format c: /s" at the
DOS prompt. This will format (wipe) the C drive and add the system files ("/s") necessary to boot and
load a new operating system of the buyer's choice.
3.11 Loading
We have, believe it or not, suffered under several different truck loading schemes. Being ignorant of
truck loading, we assumed the trucking company knew what to do, and we've ended up with some
tense moments from people at the other end of the line receiving our stuff. Here's what we've learned:
DON'T just throw stuff onto the truck! You will break monitors, which is dangerous, you will
hopelessly tangle the cords, making unloading at the other end a nightmare, and you won't be able to
sort and itemize your load, setting you up for unpleasant ramifications from your recycler. Believe it or
not, we did this, twice. Once because the trucking company did it.
DON'T try to stack it all on pallets and stretch-wrap it. The equipment will be of all shapes and sizes,
and won't stack neatly. Pallets will sway and teeter dangerously and leave your loading volunteers with
sleepless nights imagining the condition of the load on arrival. Yes, we did this once, too.
DO - get some big appliance boxes and pallets, and stretch wrap and a hand-dispenser. Put appliance
boxes on pallets, and use a big marker to number the boxes. Fill each box with one kind of item, i.e.
one box with cases, another with monitors, etc. Keep track of numbers of pieces going into each box.
When full, stack a few rectangular shapes on any extra space on the pallet, run a few layers of stretch
wrap around it, and put it on the truck. You can stack extra pieces of equipment, or small cardboard
boxes full of bits and pieces, on top of such a pallet once it's on the truck.
Twenty four pallets fit on a big transport truck. Just so you know.
18. Timeline and Workplan
4.1 Preparation Time Line Recap
Here is a suggested time line that can be followed leading up to a recycling event.
Three to Four Months
Form the organizing committee
Begin searching for a potential facility
Compile a list of potential business sponsors
Find a recycling depot
Begin publicity as soon as the above are completed
One to Two Months
Search for organizations with retired hardware
Send out a call for volunteers
Design a floor plan and flowchart for your facility
Organize a screening procedure
Contact larger businesses
Two Weeks
Screen the potential volunteers
Contact smaller businesses and make private sellers aware
Establish a technical outline of parts accepted and positions
Create a tentative price list
One Week and Less
Clean out facility and prepare it for public presentation
Allow businesses to begin setting up shop
Lay down power grid and secure all wires
Finalize price list and technical outlines
One to Three Days
Volunteers should be present and beginning to work on systems
Signs should be posted
Facility should be completely cleaned and presentable
4.2 Job Descriptions
Event Supervisor - The Event Supervisor oversees the entire event. Any serious changes in plan must
be reported to him or her at once.
Technical Supervisors - There should be only a handful of supervisors. They ensure that safety rules
are being followed, reassign volunteers as needed to cover bottlenecks, answer questions, and give
extra assistance where needed.
Salespeople - Salespeople should have basic technical knowledge, but interpersonal skills are a greater
asset. They can always call a tech to the sales floor if needed.
Runners/Gophers - Runners/gophers help move systems in and out of the event, transfer parts from
one area to another, and assist in loading the truck at the end of each event.
Admissions - The admissions people are in charge of collecting admissions fees, stamping hands for
reentry, and handing out comment sheets/draw slips to customers.
Technicians - The common goal of all technicians is to return as much working hardware to the sales
floor as possible, and thus return it to the community. The number of technicians should be determined
by the estimated number of computers to be brought in for repairs and sale.
Floaters - Floating volunteers should be able to fill in any of the above positions (with the exception of
supervisor) with some level of proficiency. This gives supervisors some flexibility to respond to
bottlenecks and make the event more efficient.
Receivers - The receiver is the one who must decide where a part or system will go when it is brought
in. This person must be able to quickly analyze the condition of incoming hardware and make a snap
judgement on its destination.
19. Results
5.1 Participants Feedback
For better events in the future, you should provide a chance for customers to give feedback. A
simple comments form at the door can be sufficient, and works quite well if combined with the door
prize slip. Note on the slip that people must answer all questions to be eligible. From the suggestions
Clean North has received at previous B.O.Y.D. events, here are some useful tips to follow to ensure a
pleasurable experience for all involved:
If possible, try to have the event span several days. Often by the time news of the event has
reached potential customers, it is finished. Definitely have plans for a "next time" to tell all your
callers the following week!
Don't hold back good parts to make a decent system. Customers typically are looking for a
deal, and some will want to buy parts to fix their old system rather than buy a whole new
system. This applies especially at the beginning of the day, when parts are scarce; however,
don't sacrifice perfectly good systems for decent parts.
If someone is buying a lot of heavy equipment, have a volunteer give them a hand with taking
the equipment to their vehicle. Better yet, have carts on hand.
An educational display on the actual recycling of computers helps customers to understand the
need for your recycling event, and can increase support for your group.
"More, more, more" seems to be a popular comment - more variety, more time, more space,
more computers, more parts; basically "more" anything is good.
Never underestimate climate control. If customers are comfortable, they are more likely to stick
around and see something they like.
Have volunteers available to answer questions "as soon as" they are asked. If a customer needs
assistance, a salesperson should be helping them. If there are no salespeople available, a
"floater" or idle technician from the back can be called up. To cut back on the volume of
questions asked, make sure everything is properly and clearly labeled.
Obscure or not, questions will be asked about everything. Be prepared to field queries about
any type of hardware, and try to have all of your bases covered by the technicians.
A single "guru" is helpful, but not nearly as much as a cluster of individuals with varying areas of
knowledge.
5.2 Statistics from previous Clean North events
June 2000 event
Grand Total - 138
Clean North event before? Yes - 20 / No - 74
Did you:
Shop - 55 (40%)
Drop off - (28%)
Both - 15 (11%)
Loonies' Worth? Yes - 98 (71%) / No - 10 (7%)
October 2000 event
Grand Total - 322
Clean North event before? Yes - 36 / No - 182
Did you:
Shop - 161 (50%)
Drop off - 72 (22%)
Both - 44 (14%)
Loonies' Worth? Yes - 240 (75%) / No - 25 (8%)
June 2001 event
Grand Total - 169
Clean North event before? Yes - 56 / No - 107
Did you:
Shop - 98 (58%)
Drop off - 32 (19%)
Both - 21 (12%)
Loonies' Worth? Yes - 142 (84%) / No - 7 (4%)
Specifications Sheet - organization's "Computer Swap"
Specifications: Pricing:
CPU (Type & speed)
_______________
__________
HDD:
_______________
__________
RAM (Number x size):
_______________
__________
Monitor:
_______________
__________
CD ROM Drive
_______________
Modem
_______________
Case/Power Supply (AT)
Check:
Keyboard
Mouse
Other (specify)
Total
__________
Understanding:
1. I understand that organization doesn't guarantee that the equipment they turn over to me will
work for what I want to do. organization volunteers have tested it and found it to be working
at the time of the computer recycling event, but they cannot guarantee that it will work later.
2. I understand that organization cannot turn over software without licenses and that it may be
difficult to obtain appropriate software for older computer equipment.
3. I understand that organization is not able to provide help with hardware or software issues
that may arise after this equipment is turned over to me.
4. I understand that I have until time on date to return this equipment for refund, and after that
time no refunds are possible.
Signature of purchaser:___________________________________
organization:___________________________________________Date:___________________
Sample Floor Plan and Flowchart
<insert> BOYD floor plan & flowchart </insert>
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