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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!


Click here to watch this video on youtube.
Recruitment Meeting Checklist
File Size: 14 kb
File Type: docx
Download File

Nomination Form
File Size: 13 kb
File Type: docx
Download File

Parent Letter
File Size: 41 kb
File Type: doc
Download File

Sample Agenda
File Size: 13 kb
File Type: docx
Download File

Sign in sheet
File Size: 12 kb
File Type: docx
Download File

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