Exec Retreat '14 - Optimized Event Communication

SECTION 67 EXEC RETREATAUGUST 2014

Optimized Event Communication

Within Your Chapter

Planning and Promoting Events

Allow the chapter at large to have a say in events Ask for ideas on leadership/fellowship/service events

Via open surveys , committees, or during CAPS Confirm interest in a specific event / type of event

For example: Fewer members may be interesting in attending the annual

corn maze fellowship from one year to the next. You may have more brothers who can drive to out of the way

service opportunities that were previously harder to reach. A brother may know about a cool fellowship opportunity that

otherwise would’ve been missed.


Make sure to give the chapter at large appropriate notice. Smaller events = At least 1 week notice OR announce at the

chapter meeting prior to the event (depending on the event type)

On-campus or within walking distance No restrictions or minimum number of attendees Event lasting 30 minutes to an hour

Larger events = At least 2 weeks notice, if possible! Require a certain number of attendees/drivers Have to travel a longer distance Event lasting 2-3+ hours

Major chapter events = At least a month, if possible! National Service Week, Formal, Recruitment Week, Ceremonies,

etc. If you want a majority of the chapter to participate, get it on

everyone’s calendars early on!


Use multiple avenues of communication to reach everyone APO Online Event Chapter Email listserv Chapter Group Text Chapter Facebook Group Announcements at Exec Board / Chapter Meetings

Customize each post/email for each platform. Include an event logo or fun image Refer brothers to check their email with a text or Facebook post

Space your posts/emails and don’t constantly bombard brothers with the multiple copies of the same reminder in a single day.


Keep it as clear and concise as possible. Most events only require a few key points.

What is it? When + where is it? Why attend? What to wear/items to bring. Who to contact with questions.

Exceptions: events like recruitment week, formal, ceremonies. These require a lot of event-specific details, a schedule of

events, and other relevant points.


Stay on top of upcoming events in need of PR. Listen during Exec Board for what other officers may need Ask officers to contact you directly with what they specifically

need and when they need it Don’t leave everything to the last minute! If you run into issues,

recruit help from your committee/brothers who volunteer

After the event, thank brothers for assisting & attending. Shout out for your committee/planning team Announce an MVP for a major event at the next chapter meeting

Someone who gave 110% in helping to plan and implement the event Try to give a fun award or certificate

With Other Chapters

Planning Interchapter Events

Start early! Every chapter’s schedule can fill up quickly with important events.

Brainstorm a number of possible events Joint service, fellowship, and leadership opportunities. Offer a variety to the other chapter

Be flexible. Times, dates, and exact event details may need to change to suit both chapters better.

Communication with your fellow Section Reps/other chapter officers is key!

Keep your Exec Board in the loop Don’t just tell them something is settled! Offer them two or

three options to pick from, in case there’s an event you missed in planning or an emergency date change pops up.


Plan around each chapter’s schedule.Start of Semester Classes:

Alpha Gamma Phi: August 18th

Alpha Zeta: August 27th Alpha Zeta Kappa: August 18th

Delta Theta: August 25th Pi Omega: August 16th

Theta Theta: September 1st


Plan around each chapter’s schedule. Orientation Week Recruitment Week Homecoming Ceremonies Major Service Projects CAPS Other individual events

Check APOonline and ask your fellow Section Reps for these mid-semester events!


Plan around each chapter’s schedule.Fall Break:

Alpha Gamma Phi: October 13-14 Alpha Zeta: n/a Alpha Zeta Kappa: October 13-14 Delta Theta: October 6-7 Pi Omega: October 13-14 Theta Theta: October 16-19


Plan around each chapter’s schedule.End of Semester Classes:

Alpha Gamma Phi: December 5th Alpha Zeta: December 12th Alpha Zeta Kappa: December 6th Delta Theta: December 8th Pi Omega: December 5th Theta Theta: December 12th


Keep the chapter-at-large involved. When planning, take ideas from brothers on chapters and

types of events they’d like to have. Make sure the chapter-at-large can support this event.

Ask brothers about non-APO events that might keep people on campus during the event!

Keep them posted on planning updates at meetings. Don’t note all details, but let them know that it’s still in the

works. (ie: Hey, we’re still working on an event with Delta chapter!

It’s going to be a fellowship happening next month. Get excited!)

Tell brothers the final event details at the next meeting after you’ve finalized things with both chapter’s Exec Boards.


Things to Consider When Planning: Do you have enough drivers? Can enough brothers attend?

Especially if you need to meet a certain number for a group discount!

How much time will this event require, in terms of travel time + the actual event?

Is money going to be an issue? Are there any funds available to offset costs? Will brothers have enough time to save up money?

Ask brothers about non-APO events that might keep people on campus during the event! However, remember that it’s probably next to impossible to

have every brother attend. Focus on avoiding major things that are taking huge numbers of brothers away from the event.

(SPECIFICALLY FOCUSING ON SERVICE ORGANIZATIONS)

With Other Organizations

Planning Service Projects

Know who you’re dealing with. Is this someone your chapter has worked with in the

past? Leverage past experience in your favor.

(ie: We really enjoyed visiting last spring and working in the horse barn. We’d love to return on a bi-monthly basis and help out more often!)

Talk with brothers who have attended the service site in the past. Specific requirements for volunteers? Specific days they are not open?

The situation at the site may change from year to year. Always ask and see if anything has changed recently!


Know who you’re dealing with. Is this a new contact you’re trying to build a relationship

with? Reference how you heard about them.

(ie: We heard about you from a brother who interned at your facility over the summer! Our organization would love an opportunity to send volunteers during the school year!)

Establish why you’re interested in volunteering at this site. (ie: Many of our members are looking for ways to get involved

with local animals. We’d love to get involved with x Animal Shelter!)

Tell them a little about who we are and what we do. We are a co-ed service fraternity with (#) of members

searching for opportunities to volunteer in the community. We regularly volunteer at a number of service sites and are

seeking another place to volunteer.

Planning Service Projects : Calling v. Emailing

If you only have 1 option, work with what you have. If you have multiple options:

Think about what you want to communicate. If you need to discuss a lot of detailed information, think of

emailing. If you want to establish a personal connection, think about calling.

Think about your personal strengths. Are you better at talking about your ideas or writing them down?

Think about the organization. Some organizations may prefer email or even have a contact form

on their website. Others may prefer more traditional modes of contact.

Ask the site manager how they would prefer to be contacted in future communications.


When calling: Clearly state your name, your organization, and why you’re

calling. (ie: Hello! I’m Mary Bidwell from Alpha Phi Omega Section 67. I’d like

to speak to [name] about volunteering at [site].) Write down the organization’s name, the name of the contact

person, and other pertinent information to have handy while talking.

Have a pen/paper nearby or a blank computer document open to take down all relevant details.

Remember the basics: speak clearly + slowly, avoid slang, and thank the speaker for their time.

Make a plan to follow up with the site. (ie: I’ll call back in two days, after my chapter has time to discuss the

best day to visit your site.) If you reach a voicemail account, always remember to leave your

name, organization, reason for calling, and a phone number.


When emailing: Clearly state your name, your organization, and why you’re

emailing. Include an informative subject line Be professional. Avoid shorthand/txting language. Try to keep the message short and to the point. Maintain a positive tone in your email – don’t try to

communicate sarcasm or other emotions, since it could easily backfire.

Remember the basics: double-check your message before sending, have proper grammar/spelling/punctuation, and thank the individual for their time.

Include a signature at the end of your message with your name, contact information, and university / APO affiliation


Once you’ve made plans for an event and confirmed plans with your chapter.. Follow up with the organization a few days prior to the

event. If they require an exact count of volunteers, confirm how

many people are attending. Let them know if there are any changes to your initial estimates.

Confirm all details of the project What you’ll be doing When to arrive How long it

lasts Location of event Available parking Miscellaneous

details If you absolutely have to cancel, let them know AS SOON

AS POSSIBLE. Do not wait until the morning of the event! Be respectful of the organization’s time.


After the event If it was a one-time event, thank the coordinator + site for

working with your chapter a few days afterward. Send a written thank you note and have chapter members sign

it. Send a emailed thank you note using a company like

PaperlessPost (https://www.paperlesspost.com/) If you’re interested in returning or making this a more frequent

site to visit, express that in your letter!

If it was a semester-long project, thank the coordinator + site for being a great site to work with at the end of the semester. Just like above, send a thank you note (either digital or written) Talk about members’ experiences over the course of the

semester

https://www.paperlesspost.com/



Exec Retreat '14 - Optimized Event Communication

Technology

Transcript of Exec Retreat '14 - Optimized Event Communication