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2015 Fall Join Scout Night Campaign A Unit Guide for Successful Scout Enrollment

Vision & Purpose Page 1 Rebranding & Retooling Page 1 New Initiatives Page 2 Timeline Page 3 Prepare for New Families Page 5 Role of Unit Leadership Page 5 Role of Join Scout Night Campaign Coordinator Page 6 Marketing Page 6 #scoutSHARE Incentive Items Page 8 Sample Join Scout Night Event Agenda Page 10 Sample Parent Orientation Meeting Agenda Page 11 Summary Page 13 Key Contacts Page 13

Vision & Purpose

Vision: To recruit every eligible youth in the Buckeye Council by mobilizing volunteers and providing the required resources to effectively grow Scouting membership

Purpose: To create designated opportunities for prospective Scouts and their families to join a new or existing local unit. The goal is to increase the number of youth and parent volunteers served through the Scouting program in a particular community.

Rebranding & Retooling

• New branding of Join Scout Night (JSN) for 2015 is designed to help volunteers, parents, chartered organizations, staff, and the community-at-large gain a sense of ownership and pride in helping to grow local Scouting at all levels.

• New and improved resources will be available to help recruiters successfully invite youth and their families to join, involve them immediately in quality activity, and inspire them to keep Scouting a part of their lives.

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Key Elements to all JSN Events

• Every youth who comes to a Join Scout Night event should fill out a youth

application to ensure all critical contact information is captured. • Each family should submit the prorated registration fee at the Join Scout Night. • Individuals coordinating and speaking on behalf of Scouting should be the most

qualified. They should be trained and well prepared. • Join Scout Night events at the school (formerly School Night) should be kept to

30-45 minutes. A separate Parent Orientation Meeting should be held within one week following the enrollment to help introduce new families to the unit.

• Events at the school should only be held on a Tuesday, Wednesday or Thursday evening, and never the day after a major holiday, such as Labor Day.

• Every application filled out must be signed by the parent and unit leader. • All applications must be turned in to the unit’s campaign coordinator or other

district representative within 24 hours of the Join Scout Night event. • Boy Talks in the school should not be conducted on a Friday, as it may cause a

young man to lose excitement over the weekend.

New Initiatives for 2015

Recognizing that the methodology we have employed to recruit youth each fall will no longer gain the results needed, the Buckeye Council membership committee has overhauled the process. These changes are outlined below and reflected in the detailed backdating document attached. Rebranding – the fall recruitment campaign title is being changed to “Join Scout Night” from “Fall Roundup” to eliminate the word school. Signup nights will still take place whenever possible at the school, but we recognize that our ability to conduct them there will be continuously diminishing. Charter Organization Involvement – we will better engage our chartered partners to educate them on their ownership of their scouting programs and gain their support for recruitment. This will come in the form of their oversight of adding a unit level membership chair to their committee, as well as hosting additional recruitment events at their location. Parent Power Packets – rethinking our grassroots, mom to mom, and peer to peer marketing efforts which have always been surface level at best, we have developed a new tool to equip parents and youth to talk about Scouting. We will mail Parent Power Packets directly to every Cub Scout family in the council that will include several tools to engage their networks about Scouting. In addition to the supplies, there will be a letter with a call to action, and a description of the incentive they can earn.

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Operation #ScoutSHARE – to motivate parents and youth to invite their networks to join Scouting, we will give away four 1-day passes to Cedar Point for your family for 2016. To earn a chance to win the incentive, parents and kids will have multiple ways to enter the drawing by engaging in grassroots marketing. Hanging a flyer, posting a yard sign, posting on social media, etc will all earn an entry. If a youth is recruited as a result of their efforts they will earn 25 entries. This will be outlined in an exciting fashion in the Parent Power Packet that will arrive in every home. Tight Timeline – to better capitalize on promotional efforts, create excitement, and ensure enough time to recruit youth through follow up efforts, we will have a tight, three week window for all first round Join Scout Nights. These must be scheduled on Tuesday, Wednesday, or Thursday night during the weeks of 8/24, 8/31, and 9/7. All JSN events must occur at the local elementary school. Volunteer Engagement – to best multiply our efforts and effectively deploy resources we will recruit a full volunteer team of Campaign Coordinators (1 for every 3 packs), as well as a Join Scout Night chair at the council level and in each district.

2015 Sample Timeline

Unit: 123 Join Scout Night Date: 8/25/2015

Days Date Action Owner

-70 6/16/2015 Council Join Scout Night Kickoff Council Membership

Committee

-60 6/30/2015 Secure 100% JSN/Boy Talk Dates, Times, and Locations District JSN Chair and Executive

-60 6/30/2015

Secure 100% of Chartered Organizations Support for Recruitment (church talks, billboards, bulletins, newsletters, email blasts, etc) District Executive

-21 8/4/2015 District Join Scout Night Kickoffs District JSN Chair and Executive

-21 8/4/2015 Promotional Supplies Distributed District JSN Chair and Executive

-21 8/4/2015 Parent Power Packets arrive to all registered Cub Parents Council Membership Committee

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-14 8/11/2015 Email Blasts / Unit Social Media Promotion / Website Usage Unit Leaders and Parents

-14 8/11/2015 Yard Signs Go Up / Hang Posters Unit Leaders and Parents

-14 8/11/2015 Scouts hand out buddy cards Scouts

-14 8/11/2015 Utilize Chartered Partners to help promote (church talks, billboards, bulletins, newsletters, email blasts, etc)

District JSN Chair and Executive

-7 8/18/2015 First Day Flyers Distributed District Executive

-7 8/18/2015 Unit promotes at School Open House Unit Leaders and Parents

-7 8/18/2015 Distribute buddy cards, plant yard signs, place posters on bulletin boards etc at all local Sports Fields

Unit Leaders and Parents

-2 8/23/2015 Robocalls District Executive

-1 8/24/2015 Boy Talk Occurs / Flyers Distributed / Stickers Distributed District Executive

0 8/25/2015 Current registered Scouts wear uniforms to school Scouts

0 8/25/2015 Join Scout Night Takes Place Unit Leaders and Parents

2 8/27/2015 Applications submitted to Unit Coordinator Unit Leaders and Parents

4 8/29/2015 Youth are Registered District Executive

7 9/1/2015 Parent Orientation Unit Leaders and Parents

14 9/8/2015 New Parents receive Welcome Kit Council Membership Committee

21 9/15/2015 Second Chance Join Scout Night Unit Leaders and Parents

45 10/9/2015 New Parents receive welcome follow up Council Membership Committee

Prepare for New Families

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Units with an excellent track record of membership development and retention have one thing in common – they are prepared to receive new youth into their program. To ensure your Unit is prepared, the following steps should be followed:

1. Ensure strong, trained recruitment leadership (see Role of Unit Leadership below).

2. The unit program calendar is prepared for the upcoming 2015-2016 program year.

3. Know how much it costs your unit per youth, per year by creating a budget for all new and existing families.

4. Involve existing parents to create a welcoming environment, where new families can learn about Scouting. Host a separate Parent Orientation Meeting within one weeks of the Join Scout Night event (see a sample Parent Orientation Agenda below).

5. Hold the first unit meeting within two weeks of the Join Scout Night event.

6. Conduct a Second Chance recruiting event in late September/early October, following the same steps as before.

Role of Unit Leadership

The recruiting of Scouts and leaders happens at the unit level and in the communities where people live, work, and play. While the Buckeye Council and the district membership teams will support each unit in their recruiting efforts, each pack will be responsible for the following:

• Maintain constant communication with the unit’s volunteer Join Scout Night Campaign Coordinator assigned to assist.

• For Packs, make a commitment to conduct a Join Scout Night enrollment at the local elementary school on one of the pre-approved dates.

• Confirm JSN event dates (see Enrollment Selection Sheet) with the Join Scout

Night Chair or district professional no later than June 30, 2015.

• Distribute yard signs to current unit members, asking them to display the signs in high visibility areas from August through October.

• Attend the Join Scout Night Kickoff in local district.

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• Recruit enough current leaders to conduct a well-organized recruiting meeting that follows the council plan.

• Turn in the new member applications to the volunteer Join Scout Night Unit

Coordinator within 24 hours of the JSN event.

• Distribute incentive items to new Scouts during the parent orientation meeting.

• Coordinate the registration and participation of families at district and council events offered during fall 2015.

• Inform new leaders of online and in-person training opportunities.

Role of the Join Scout Night Campaign Coordinator

To help the unit be successful in recruiting new members, each district is committed to recruiting district volunteers to assist the unit leaders and parents. The volunteer Join Scout Night Campaign Coordinators will help the unit by:

• Contacting the unit leaders prior to the recruiting meeting to review the plan. • Participate in the unit recruiting meeting, the parent orientation meeting, and

the second chance opportunity, as needed. • Assist new families in completing application forms. • Collecting applications, fees, and sign-in sheets from the unit leadership to turn

in at the District Report Headquarters. • Delivering incentive items to the pack leadership.

Marketing Yard Signs Display the yard signs in high traffic areas in your neighborhood and near the school you recruit members from. Flyer Posters You can put up posters anywhere – school, daycare centers, community centers, grocery stores, restaurants, bowling alley, etc.

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School Newsletters Write an article for your school newsletter, spotlighting Scouting and all the activities and good things your unit is doing to make an impact in your local community and at your school. Be sure to include pictures Church/Chartered Organization Bulletins Work with Chartered Organization leadership (Chartered Organization Rep and Institutional Head) to be sure all play a role in recruiting success. Encourage the chartered organization to publish your announcement in the church bulletin or newsletter the week prior to your recruiting meeting. School Open House This is a great time to have a booth set up to show off Scouting and explain what your unit does best. The open house should not replace your Join Scout Night recruiting events, but should be used to encourage people to attend and enroll. Buddy Cards Cards your youth can distribute to their friends at school with the date, time and location for your recruitment night. These will be available for Cub Scouts, Boy Scouts, Venturers, and even parents! E-mail Invitations (parent to parent) Ask the families in your pack to send an email invitation to all of their friends that have Scout age children. People like to join organizations where they know other people. An email message helps them understand that their friends are involved too. Here is a sample:

My son is Scouting in (pack/troop/crew) ____ that meets at _________. Our sign up night for new families is on ___________ at _____________. Scouting is really fun and our whole family enjoys it. It would be great if you were a part of it too. Scouting is not only fun, but it also teaches the boys great lessons about teamwork, leadership, and lifetime skills. I hope you will stop by and learn more about our Scout unit. Let me know if you have any questions I can help with.

Social Networking

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Ask parents who are on Facebook, Linked-In, Twitter, Instagram, etc. to update their status to talk about your unit’s website and the JSN event, or simply send them to your unit’s page on www.BeAScout.org, or visit www.buckeyecouncil.org for more details.

#ScoutSHARE & Incentives

One of the major changes to this year’s campaign is the implementation of the new #ScoutSHARE initiative, which outlines a call to action for all members of Scouting and local communities to create awareness and bring new families to our movement.

By sharing about Scouting and inviting others to join and be a part of the adventure, you can win 4 one day passes to Cedar Point for your family for 2016! All you have to do to enter a chance to win is complete at least one, but hopefully hundreds, of the items below between August 1st and October 31st. Each ScoutSHARE is worth a certain number of entries to the drawing which will be held on November 7th. One winner will be drawn from all entries and notified by phone and email on November 7th as well as posted at www.buckeyecouncil.org.

Eligble ScoutSHAREs

Hang a flyer with details of pack’s Join Scout Night date at a public location 1 entry These ScoutSHAREs must be verified

by emailing a photo to scoutshare@buckeyecouncil.org by 10/31/15

Post a yard sign (available from pack leader) with pack’s Join Scout Night details in a visible spot 1 entry

Post on facebook, twitter, or pinterest about your involvement in Scouting and invite others to contact you to learn more, or invite them to a specific joining event

1 entry per day

For twitter, must include hashtag #scoutSHARE and tag @buckeyecouncil1 For facebook, must tag Buckeye Council page and include #ScoutSHARE For pinterest, pin a photo of Scouts in action with #scoutSHARE Sample posts can be found at www.buckeyecouncil.org/scoutshare

Hand out enclosed invitation/referral cards to youth and invite to join Scouting. Every new youth who submits an application with your invitation/referral card attached

25 entries

These ScoutSHAREs must be verified by a new youth application submitted with completed invitation/referral card attached by 10/31/15

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Rocket Into Scouting

Every new Cub Scout that joins between August 1st and September 30th will receive a free Estes Model Rocket! The rockets will be distributed by Campaign Coordinators and District Executive staff upon recepit of completed and paid applications for new youth. When the new Cub Scout and his family attend the Parent Orientation meeting, the pack leaders can present Rocket to the new Cub Scouts.

Sample Join Scout Night Event Agenda

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Before the meeting (20-30 minutes) Assigned to____________________

A. Set up tables and chairs as needed (appropriate seating for outdoor event) B. Make sure all materials and equipment are on hand.

• Join Scout Night Recruiting Kit • Youth and adult registration applications • Boy’s Life mini-magazines • Parent Orientation Guides (Packs Only) • Pens • Unit Checkbook • Current Unit Information Page • Current Unit Budget

Welcome & Introductions (5 minutes) Assigned to____________________

• Lead the Pledge of Allegiance • Scout Oath & Law • Key Leader Introductions

What is Scouting? (Basic Version—10-15 minutes) Assigned to______________

• Youth development program that builds character & confidence in

youth participants—existed in America since 1910 • Family-oriented; all members of the Scout’s family encouraged to

participated when/where possible. • Fun with a purpose—youth will have fun while learning critical

leadership skills. • Leadership structure of unit • FAQs and Answers • Etc.

Youth/Adult Registration Assigned to____________________

• Discuss youth and adult registration fees, insurance, and Boy’s Life option.

• Review the purpose of registration and answer any questions. • Collect all applications and fees.

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Reminder announcements Assigned to____________________ • Parent Orientation meeting • Other key upcoming dates

Closing Ceremony Assigned to____________________

Sample Parent Orientation Meeting Agenda

Before the meeting (20-30 minutes) Assigned to____________________

C. Set up tables and chairs as needed. D. Make sure all materials and equipment are on hand.

• Rosters from recruiting meeting • Youth and adult registration applications (for any new families) • Boy’s Life mini-magazines • Parent Orientation Guides (Packs Only) • Ceremony and games equipment • Pens

Parent Orientation (15 minutes) Assigned to____________________

A. Opening • Lead the Pledge of Allegiance • Scout Oath & Law

B. Unit Programs & Fundraising

• Discuss the unit’s plans for the future, mentioning some of the more

exciting activities. • Discuss the upcoming fall events and distribute registration forms. • Impact of Popcorn sale as a fundraiser.

C. Have the boys go to another room for games and activities. (Packs Only)

Leadership (15 minutes) Assigned to____________________

A. Unit Leadership Needs

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• Don’t ask for volunteers in this group setting yet (most people do not volunteer when asked this way). In consultation with the Chartered Organization, the unit committee will need to determine who the best candidates are. Those candidates should be asked to volunteer individually, preferably before the Parent Orientation Meeting.

• Discuss adult registration fees and uniforms. • Have the unit trainer talk briefly about helping new leaders get

started –Training Requirements, Meeting Resource Guides (available at the Scout Achievement Center)

Den Organization (20 minutes) Packs Only Assigned to __________________

A. At this point in the meeting, the boys can rejoin the group. B. Have families sit together (by age group) and participate in a song or game. C. For dens that already have a den leader:

• The den leader discusses den-meeting dates, times and locations. • Recruits parents to assist with den meetings or serve on the pack

committee. D. For dens that don’t have a den leader:

• Another pack leader will need to guide the discussion. • Discuss possible meeting dates, times and locations. • Talk with individual parents to secure den leadership.

Adult Leader Registration

A. Review the purpose of registration and answer any questions. B. Collect all applications and fees.

Reminder announcements Assigned to____________________ A. Next Unit meeting B. Upcoming training courses C. Fall activity information D. Popcorn sale dates Closing Ceremony Assigned to____________________ After the meeting – enjoy fellowship and refreshments

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Summary

Before the JSN Event At the JSN Event Following the JSN Event • Promote your Unit in the

community (see Marketing) • Create/adjust unit budget • Create/adjust unit calendar • Ensure additional parents

and unit leadership attend the JSN event

• Make sure your unit treasurer is at the JSN event

• Set up date for a Parent Orientation Meeting

• Collect completed application from every youth who attends

• Collect prorated National registration fee

• Follow the JSN script/agenda • Have a planned activity for

interested youth while parents are given details and complete applications

• Distribute Parent Orientation Guides (provided)

• Send e-mail to new families (within 2 days of sign up night) with reminder for Parent Orientation Meeting

• Identify new unit leadership, as needed, and introduce training opportunities immediately

• Create a culture of adult and family involvement early in their Scouting experience.

• Conduct 2nd Chance Drive

Key Contacts

DISTRICT JOIN SCOUT NIGHT CAMPAIGN CHAIR PHONE/EMAIL LEAD

EXECUTIVE PHONE/EMAIL

Hetuck Sheryl Stuck 330.833.7796 sheryl.stuck@gmail.com

Jack McLiver 330.580.4272 x 136 jack.mcliver@scouting.org

Chris McIntyre 330.580.4272 x 137 chris.mcintyre@scouting.org

Killbuck Sara Nielson 719.214.1584 snielson616@gmail.com

Josh Cunningham

330.949.7703 josh.cunningham@scouting.org

Sandy Beaver Cindy Mae 304.479.3848 cindymaecindymae@gmail.com Chris Hyde 330.904.2823

christopher.hyde@scouting.org

Netawotwes TBD TBD Sarah Biltz 330.580.4272 x 130 sarah.biltz@scouting.org

Tuskegee TBD TBD Mindy

Fankhauser 330.580.4272 x 138

mindy.fankhauser@scouting.org