I just had my first recruitment meeting, and it went well. The turnout was lower than I was hoping for, but it seems like everyone is so busy these days with lots of commitments. Thanks to my Tour Consultant, Kylie, I was fully prepared and kicked off my 2016 travel season with a bang! I know that 2016 seems so far off, but when it comes to planning for an international tour, you can never start too early! Are you thinking about having a meeting for students and parents? Wondering where to start? Well, I am here to help!
First, let's talk about WHY you should start as soon as possible:
-The earlier that your travelers enroll, the more months they have to pay off the tour = smaller monthly payments. Who doesn't like that???
-When travelers enroll, they lock in the current price. Thanks to the departure fees, the price of your tour will increase over time. By enrolling, and paying the $95 enrollment fee, travelers can lock in the price, and it will not increase.
-With more members of your group signing up sooner, you will have a better idea about how many chaperones you will need, and will have plenty of time to make those arrangements.
Next, its time to plan your meeting!
1. Pick a date, and location.
-I like to schedule mine several months in advance.
-Can you have it at school? If not find an off campus site willing to host your meeting...a church, a restaurant, rec center, etc.
-Do you need to request any technology, such as a computer, projector, etc.?
2. Talk with your Tour Consultant.
-Let them know the date and location of your meeting
-Ask for more Itineraries and Enrollment Booklets (if you need them).
-Ask if there is a GEA available to attend your meetings and help answer questions.
3.Nomination Form.
-Ask your fellow teachers to nominate students who they feel would be good candidates for traveling on an international tour.
-Use my Nomination Form.
4. Parent Letter.
-I send a letter to each student who was nominated, letting them know about the tour and the upcoming meeting.
-Making sure that the letter gets home and into the hands of the parents is key!
-Start with my parent letter, and edit it as necessary for your tour.
5. Advertise.
-I advertise the meeting all over school.
-Do this only if you are: (1) allowed to by your school administration (2) allowing every student in the school to be eligible to go on your tour.
-See the Recruiting Travelers page for more ideas.
6. Recruitment Meeting Checklist
-Print out my Recruitment Meeting Checklist. It has step by step instructions for planning your meeting.
7. Create meeting agenda.
-Don't reinvent the wheel...use my sample agenda to get started!
-Not sure how to start? Use my sample meeting agenda and edit away!
8. Reminder e-mail.
-About three days before my meeting, I send a reminder to students and parents about your meeting.
9. Meeting day!
-I always arrive early to set up the room, and double check that all the technology works.
-I lay out the enrollment booklets, day-by-day itineraries, and sign in sheet on a table near the door.
-I introduce myself to each attendee and ask them to sign in, and take a copy of each handout.
-If you have a GEA come to your meeting, introduce them at the beginning of the meeting and let everyone know their role.
10. After the meeting.
-The next day, I send out a follow-up e-mail to everyone who attended (thanks to the sign-in sheet, I have their e-mail address).
-I thank them for attending the meeting, and remind them about the sign-up deadline.
-Don't forget to include the link to the tour website so that they can sign up soon!
If you follow those 10 steps, you will be prepared and on your way to a great first meeting! I hope that your meeting goes well! Feel free to contact me if you have any questions!
First, let's talk about WHY you should start as soon as possible:
-The earlier that your travelers enroll, the more months they have to pay off the tour = smaller monthly payments. Who doesn't like that???
-When travelers enroll, they lock in the current price. Thanks to the departure fees, the price of your tour will increase over time. By enrolling, and paying the $95 enrollment fee, travelers can lock in the price, and it will not increase.
-With more members of your group signing up sooner, you will have a better idea about how many chaperones you will need, and will have plenty of time to make those arrangements.
Next, its time to plan your meeting!
1. Pick a date, and location.
-I like to schedule mine several months in advance.
-Can you have it at school? If not find an off campus site willing to host your meeting...a church, a restaurant, rec center, etc.
-Do you need to request any technology, such as a computer, projector, etc.?
2. Talk with your Tour Consultant.
-Let them know the date and location of your meeting
-Ask for more Itineraries and Enrollment Booklets (if you need them).
-Ask if there is a GEA available to attend your meetings and help answer questions.
3.Nomination Form.
-Ask your fellow teachers to nominate students who they feel would be good candidates for traveling on an international tour.
-Use my Nomination Form.
4. Parent Letter.
-I send a letter to each student who was nominated, letting them know about the tour and the upcoming meeting.
-Making sure that the letter gets home and into the hands of the parents is key!
-Start with my parent letter, and edit it as necessary for your tour.
5. Advertise.
-I advertise the meeting all over school.
-Do this only if you are: (1) allowed to by your school administration (2) allowing every student in the school to be eligible to go on your tour.
-See the Recruiting Travelers page for more ideas.
6. Recruitment Meeting Checklist
-Print out my Recruitment Meeting Checklist. It has step by step instructions for planning your meeting.
7. Create meeting agenda.
-Don't reinvent the wheel...use my sample agenda to get started!
-Not sure how to start? Use my sample meeting agenda and edit away!
8. Reminder e-mail.
-About three days before my meeting, I send a reminder to students and parents about your meeting.
9. Meeting day!
-I always arrive early to set up the room, and double check that all the technology works.
-I lay out the enrollment booklets, day-by-day itineraries, and sign in sheet on a table near the door.
-I introduce myself to each attendee and ask them to sign in, and take a copy of each handout.
-If you have a GEA come to your meeting, introduce them at the beginning of the meeting and let everyone know their role.
10. After the meeting.
-The next day, I send out a follow-up e-mail to everyone who attended (thanks to the sign-in sheet, I have their e-mail address).
-I thank them for attending the meeting, and remind them about the sign-up deadline.
-Don't forget to include the link to the tour website so that they can sign up soon!
If you follow those 10 steps, you will be prepared and on your way to a great first meeting! I hope that your meeting goes well! Feel free to contact me if you have any questions!
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