Recruitment Meeting
A recruitment meeting is held to give parents more information about EF Educational Tours, what to expect on a tour, and payment information. Think of this as a "first impression" for your tour. Below you can find the essentials to organizing and executing a great meeting. A great place to start is with my Recruitment Meeting Checklist. You can find a great video from EF embedded below. I always use it at my meetings, it only eight minutes longs and sums up everything nicely. It is a great tutorial to become more acquainted with EF Tours and group travel. Watch it before your meeting, you will be glad you did! Feel free to shoot me an e-mail me if you need clarification, or have any questions about how to run a great recruitment meeting.
Here is what I do to get ready for a Recruitment 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!
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!
| Recruitment Meeting Checklist |
| Nomination Form |
| Parent Letter |
| Sample Agenda |
| Sign in sheet |
