Checklist for any Information Event
From AFSWiki
Contents |
4-6 weeks Before: Choose a location
*Note: This can also be done in a shorter time-frame, 2-3 weeks before the Information Event
A.Pick a date and time
- Friday and Saturday nights should be avoided. Mondays through Thursdays, beginning at 6:30 or 7:00 is ideal, but go with what local culture dictates. (ex: in some areas it is good to avoid Wednesday evenings)
B.Choose a location
- The location should be easily accessible. Some options to consider are:
- Public Libraries
- Community Centers
- Book Stores like independent bookstores, Barnes & Noble, or Half Price Books
- University/College
- Libraries/Community Spaces (In the past, some have used high school libraries; however it can be difficult to get students from rival schools to attend.)
*NOTE: Most parents and students are not willing to drive more than 30 minutes to attend an Information Event.
*TIPS:
- Reserve the location 30 minutes prior to event start time to allow for set up and 15 – 30 minutes after event end time to allow for clean up.
- Take advantage of the facility’s promotional opportunities (e.g. flyers on bulletin board, info on their calendar).
- Confirm if facility allows food and drink to be brought into the space or if you require a food/beverage permit.
- Confirm facility’s technical capability. Will you have access to a projector? TV with a DVD player?
C.Invite local returnees, hosted students, host families, natural families and volunteers to come as extra resources of information
3 Weeks Before : Publicity
*Note: This can also be done in a shorter time-frame, 2 weeks before the Information Event
A.POST YOUR INFORMATION EVENT ON WWW.AFSUSA.ORG
AFS can help promote your event!
AFS-USA will help you "Get the Word Out!", Post your event with AFS-USA
- This link will take you to the “Get the Word Out” page which will allow you to submit the information regarding your event to the AFS E-Marketing team. The E-Marketing Advisor will send an E-vite and reminder e-mail to all of the current leads and applicants entered in the system in your area. Your event will also be posted on [www.afsusa.org/ AFS-USA.ORG] as well as the Study Abroad Bulletin Board.
B.FLYERS
- Create an Information Event Flyer for your event and distribute at the local high schools and throughout your community.
*TIP
- Ask your local high school counseling center and front office if the school can hang the flyers on bulletin boards around the school and in the library.
C.SCHOOL ANNOUNCEMENTS
Ask the counselors/teachers if you could get the event info read or posted during the school announcements.
D.PRESS RELEASE
Send a press release to the local newspapers 1.5 weeks prior to event.
You can customize the information above based upon what you’ll be offering at your AFS Information Event.
2 Weeks Before: Confirm Venue and Gather Materials
A.Confirm Venue
- Call the venue to confirm that staff are aware of the Information Event
B.Request AFS materials to take to event
- NOTE: if you need additional materials for the event, it is your responsibility to request these materials from sendingmaterials@afs.org. All materials will be shipped ground and under no circumstances will the shipping be expedited, so please plan ahead.
Check the website for:
- Frequently Asked Questions about Study Abroad
- Upcoming Online Information Sessions and pre-app incentives
- Upcoming Fundraising Workshops
- Program close dates
- Scholarship Close Dates
- Specific Country Incentives (NSLI-Y, Congress Bundestag, YES Abroad, etc...)
1 Week Before: Confirm Participants and Creating Signs/ Outline
A.Confirm Participants
- Confirm volunteer, natural parent and returnee participants via e-mail or phone.
B.Create any necessary materials;
- Signs pointing the way to the room
C.Purchase possible refreshments D.Review Tips for Volunteer Preparation for Applicant or New Lead Information Events
The Night Of
- Arrive at facility early enough so you’re not setting up when people start arriving
- Double-check that site people are aware of the event in case people call or ask when they arrive.
- Have the location well marked with pre-made signs, especially in larger places where there is a lot of activity and room for confusion.
- Whenever possible, volunteers and helpers should meet for approximately 15 minutes to twenty minutes prior to get acquainted and discuss the evening to provide a unified front.
- Post Student Interest Form where it visible and ensure that all people who come sign in.
Within 3 Days After
- Keep record of all participants/attendees of event and contact information for future use. Please send a copy of the Sign In sheet to sendingteam@afs.org so their contact information can be entered into the lead management system and they are able to receive e-mails and notifications from AFS.
- Follow-up with students/parents who attended to encourage them filling out a Pre-app.
- Remember to mention to New Leads that they can save $25 off their pre-application fee by using the Promo Code VOLd5Xp9632!
- Thank everyone (including yourself!) for undertaking this important initiative.
See also
- Information Event
- Applicant Info Event
- New Lead Info Event
- New Applicants
- Lead-generating activities
- Supporting Students Newly Interested in AFS
- Contact your Regional Service Center for specific step by step instructions.
