2016 ROCKET INTO SCOUTING...FINAL “JOIN SCOUTING NIGHT” CHECK SHEET 1. Two days before the...

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ROCKET INTO SCOUTING

PROVIDING YOUTH AND FAMILIES THE INVITATION AND INCENTIVE TO JOIN

SCOUTING.

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FALL RECRUITING CAMPAIGN OVERVIEW: For many years, the National Capital Area Council has essentially recruited young people into Scouting utilizing the same methodology. School access and sharing the invitation to join has become more challenging and restricted. Through this updated and dynamic plan, multiple methods of invitation will be shared. Of importance, the night the family comes to join Scouting, the commitment must be made that evening with an application and payment. In exchange, a new incentive program has been funded through Friends of Scouting to ensure a positive link and welcoming event to Scouting. Many other councils have great success with an incentive based recruitment plan, and we are happy to “launch” the campaign locally. Every young person that joins in August, September, and October 2016, will receive a model rocket kit. The kit is obtained at district turn in nights and at the Marriott Scout Service Center and Camp Snyder. Simply bring the completed application and fees, One for one. The overall goal remains the same, INVITE all eligible youth to join Scouting programs with their families. PURPOSE: To enroll Tiger Cubs, Cub Scouts, Boy Scouts, Varsity Scouts, Venturers, and Sea Scouts and their families into Scouting units. Of equal importance, to enlist parents as leaders into the Scouting program, and to organize successful new units. Lions are a pilot program and not available at all Packs, however new Lions also receive a model rocket kit. PLAN: 1. During the first month of school (August through mid-September) every

Scout unit (school site) will conduct opportunities for families to join Scouting programs.

2. The joining opportunities are a formal presentation of a School Coordinator

using the plan outlined in this manual. The goal is for every unit to recruit as early as possible in the new school year to maximize the program year.

3. A School Coordinator, School Commissioner, Unit Organizer (New Unit

Mentor) and Unit Leader will be appointed for each school. The School Coordinator will liaison with the District Executive or his professional mentor on all arrangements with school officials. The School Coordinator should be familiar with the demographics of the school population.

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4. Unit Leaders of Cub Scout Packs and Boy Scout Troops at each school will be asked to participate in the program. Boy Scout leaders have a vested interest in Cub Scout growth as 95% of all Boy Scouts were once Cub Scouts. In many cases, Boy Scout Leaders are ideal to serve as School Coordinators. For middle schools and high schools, the most logical Scout unit for the age group will be the coordinator and conduct the joining night.

PROMOTION:

Attractive printed invitation flyers will be provided and distributed to all

eligible youth in each school.

Electronic Flyers are an additional method to ensure the invitation is widespread. You can scan in your existing flyers or make a special version.

In the event that classroom distribution is not permitted an alternate

promotion strategy will be utilized. Maximize the promotion opportunities. A simple flyer at the counter will not yield much attention.

Flyers will be published with School site joining opportunities and info

on weekly meetings. Flyer Distribution includes a First Day of School Flyer as well as the

promotional flyer announcing the formal Joining Night.

Rallies will be held in schools to personally invite boys to join (classroom to classroom). This distribution, made in every classroom is to be conducted by the District Executive or another member of the professional staff. The staff is always seeking helpers to assist with the distribution.

A Scouting Service Project should be conducted at the school site

during the first three weeks of school. This could be held in conjunction with a Unit first meeting or a unit program roll-out.

Major media and social media publicity will be coordinated by National Capital Area Council. Additional local newspapers, radio, and other forums will certainly aide in your recruitment efforts.

Many schools have an unofficial parents group with Yahoogroups or another listserv style distribution. Be sure to invite all families via this group at the start of school, one week before the meeting, the day before, and the day of the meeting.

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Units should submit a Newspaper article in late July/early August (for August printing). Follow-up to printing time to ensure placement and printing.

Incorporate the use of “Buddy Cards/Invites” and “Leader Cards”. Friend to friend recruitment is still one of the best methods.

Super Saturday Flier Distribution at your local grocery store or large

hardware stores. Ask for extra invitation flyers to be printed for these great public distributions.

PROGRAM: The School Coordinator for each school will be in charge of the following:

1. Attendance forms to be filled out by parents as they arrive (w/ email address).

2. Coordinate the joining opportunity and preside at

the formal Presentation. Ensure a knowledgeable volunteer is prepared for and in attendance at the “Scout School sign-up meeting.”

3. Parents and boys will sit in neighborhood groups

by grade level (Cub Scout and Boy Scout). JOIN SCOUTING NIGHT personnel and neighborhood unit leaders will enroll youth and their families.

New Unit organizers will be on hand to facilitate the organization of new units when needed. They will make sure that a sufficient number of adults are recruited. Training courses will be conducted for new volunteers. “Fast Start” Training is available online. However, please promote and distribute the information for the classroom series that helps to answer more questions, face to face. FOLLOW-UP: Unit Leaders will submit completed applications to the School Night Coordinator that night. The New Unit Organizer, School Commissioner, and/or the District Membership Committee will organize new units as necessary.

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Attendance rosters, the “Council Copy” of ALL applications, and applicable pro-rated fees will be turned in by the School Coordinator as part of his/her report and brought to the District “MISSION CONTROL CENTER” that week. All complete and paid youth applications will be given one model rocket kit per application. The School Coordinator will bring the model rocket kits to the unit for distribution. Timely distribution of the model rocket kits is imperative. The LAUNCH EVENTS are occurring in October and November throughout the council and the youth members were promised the rockets through the invitation and media stories.

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JOIN SCOUTING NIGHT TIMETABLE

NATIONAL CAPITAL AREA COUNCIL

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JOIN SCOUTING NIGHT TIMETABLE

TIMETABLE COMPLETE: APRIL – MAY Spring Round Up focusing on Tiger Cub recruiting for

Kindergarten age boys to 5th & 6th grade boys for Boy Scouting.

MAY Fall Recruiting Orientation for Professional Staff. MAY All District training dates set for new leaders. The

dates, time and place coordinated by Districts through Council office.

MAY Recruit Council “JOIN SCOUTING NIGHT” Chairman. MAY Recruit District “JOIN SCOUTING NIGHT”

Chairpersons. MAY Council “JOIN SCOUTING NIGHT” Orientation

Meeting to be attended by selected council officers and each District’s “JOIN SCOUTING NIGHT” Chairperson, District Chairman, District Commissioner, District Membership Chairperson and District Executive.

MAY 31 All Spring Tiger Cub - Boy Scout applications and

fees are submitted to the Scout Center. JUNE 1 Develop external plan and materials. JUNE 2 Begin recruiting School Coordinators, School

Commissioners, Unit Organizers. Contact Unit Leaders and secure their participation.

JUNE 2-16 The District “JOIN SCOUTING NIGHT” Steering

Committee meeting is held. JUNE 30 Complete all recruiting of training personnel for

District Join Scouting NIGHT personnel (School Coordinator, Unit Organizers, Tiger Cub Organizers, Unit Leaders of Packs and Troops).

JULY 21 Unit news stories are submitted to community

newspapers and other media sources.

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JULY 31 “Join Scouting” Key Leaders Report Meeting - District Chairmen, Commissioner, JSN Chair, DE’s AUGUST JOIN NIGHT ORIENTATION at all District

Roundtable meetings. (Joint Session for all levels) The district orientation meeting includes all School

Coordinators, School Commissioners, New Unit (New Unit Mentors) and Unit Leaders.

AUGUST 10-20 Conduct Unit Kick-off Activity – Distribute JOIN

SCOUTING NIGHT MATERIALS / CONFIRM INDIVIDUAL ASSIGNMENTS.

AUGUST 22-26 The make-up District “JOIN NIGHT ORIENTATION”

Training of School Night Coordinators, School Commissioners, New Unit Organizers (New Unit Mentors). Unit Leaders attend.

AUGUST 27-28 Units distribute Invitation flyers at Super Saturday locations.

AUGUST 29 The Final confirmation with “JOIN SCOUTING

NIGHT” Coordinators, School Commissioners, New Unit Organizers and Unit Leaders is made.

SCHOOL IS OPEN Post yard signs, hand posters in schools, stores,

gas stations.

WEEK BEFORE Distribute Flyers to Schools to help parents remember the date.

3 DAYS BEFORE Conduct Classroom visits, lunch time visits,

afterschool bus lane distribution, pick up lane reminders. Post Facebook messages, send to parent email group.

DAY BEFORE The day before the specific recruiting night at each

school, remind all Scouts that (where permitted) the next day is designated as UNIFORM DAY (all registered Scouts and Leaders should wear their uniform to school and work if possible). Send reminder emails. Visit school pick up lanes.

JOIN NIGHT! Arrive one hour before posted time to make sure

school is open. Set up room. Conduct Join Night.

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THAT WEEK Turn in ALL Applications and fees at District “MISSION CONTROL CENTER”, in exchange for model rocket kits. Return model rocket kits to Unit Leader for distribution.

REPEAT IF NEEDED Sometimes the weather turns, other times the flyers

did not get distributed. Please schedule a repeat night as needed to ensure all families received an opportunity to join. This should be as soon as possible so the new Scouts can still participate in the LAUNCH DAYS.

LATE OCTOBER First area LAUNCH DAYS to occur. Visit the council

website www.NCACBSA.org to find the nearest location to you.

OCTOBER 31 Last day for Model Rocket Kits in exchange for

Applications and fees. EARLY NOVEMBER LAUNCH DAYS continue.

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JOIN SCOUTING NIGHT DISTRICT ADVISORY

COMMITTEE

NATIONAL CAPITAL

AREA COUNCIL

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DISTRICT ADVISORY COMMITTEE JOB DESCRIPTIONS AND TIME TABLE

DISTRICT JOIN SCOUTING NIGHT CHAIR, DISTRICT CHAIR, DISTRICT COMMISSIONER,

MEMBERSHIP CHAIR Attend Council “JOIN SCOUTING NIGHT” Meeting to

be conducted by Council. The District Advisory Committee will meet following the orientation to finalize their Steering Committee Schedule. This Committee will include: District Join Scouting Night Chairperson, District Chairman, District Commissioner, District Membership Chairperson and District Executive.

JULY Begin recruiting “JOIN SCOUTING NIGHT”

Coordinator for each school in district. JULY Conduct District Scouting Night Steering Committee

Meeting. JULY Recruit Training personnel and identify, secure and

promote location for turn-in. JULY “Join Scouting” Key Leaders Report Meeting - District Chairmen, Commissioner, JSN Chair, DE’s AUGUST Lead and conduct District “JOIN SCOUTING NIGHT”

Orientation Training for School Coordinators, School Commissioners, Unit Organizers (New Unit Mentors) and Unit Leaders.

AUGUST Remind School Coordinators that Super Saturday

invitation days are coming. AUGUST 22-26 Lead and conduct make-up meeting for District “JOIN

SCOUTING NIGHT” Training. This meeting is for School Coordinators, School Commissioners, New Unit Organizers (New Unit Mentors) and Unit Leaders who were not in attendance at the initial training.

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AUGUST 29 The Final confirmation with “JOIN SCOUTING NIGHT” Coordinators, School Commissioners, New Unit Organizers and Unit Leaders is made.

AUG - SEPT “JOIN SCOUTING NIGHT” Report Meetings at the

district “MISSION CONTROL CENTER” – Report on status of school coverage in your district.

AUG - SEPT Ensure that every school is covered and has a trained

School Coordinator. The Scouting Professional will follow-up with Schools to ensure that each has:

1. Contacted principal. 2. Contacted Unit Leaders. 3. Distributed display posters, yard signs and

promotional materials. 4. Contacted custodian.

SEPT - OCT Review results and determine where make up Join

Nights are to be conducted. Contact School Coordinator and ask for a make-

up night.

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DISTRICT EXECUTIVE’S

FINAL “JOIN SCOUTING NIGHT” CHECK SHEET 1. Two days before the formal “JOIN SCOUTING NIGHT” meeting, personally

contact all Schools and School Coordinators to ensure that all arrangements have been made. Confirm that unit personnel have completed the promotion for the “JOIN SCOUTING NIGHT”. After completion, give report to Field Director.

2. Secure enough backup personnel at District “JOIN SCOUTING NIGHT”

Report Meeting location. Have backup materials and kits ready for emergencies.

3. After arrival at District MISSION CONTROL CENTER location, call the

Director of Field Service at the Scout Center to check in. 4. Call Council Service Center with periodic reports on “JOIN SCOUTING

NIGHT”. 5. Have the “Total’s Poster” at District “JOIN SCOUTING NIGHT” Report

Meeting to record the results from each school. 6. Serve plenty of refreshments so that everyone can enjoy fellowship and the

victory celebration.

DUTIES OF SCOUTING PROFESSIONAL 1. Serve as a member to the Steering Committee, assuring the success of

“JOIN SCOUTING NIGHT”. See that the District stays on schedule at all times.

2. In conjunction with the Steering Committee, responsible for recruiting all

personnel and ensuring they are properly trained. 3. Responsible for contacting all Schools to make sure they will participate in

the Join Scouting Night plan. 4. Responsible for contacting all Unit Leaders to make sure they will participate

in Scout Recruiting Night. 5. Assign participating Units to various schools, especially schools without an

affiliated Unit.

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6. Coordinate the distribution of all “JOIN SCOUTING NIGHT” materials. 7. Responsible for getting “JOIN SCOUTING NIGHT” materials to the School

Coordinator. Check with the School Coordinator to ensure that unit has completed the promotion strategy.

8. Responsible to fill any gaps if there is a need. 9. Responsible, in conjunction with the District Training Chairperson, to see that

all Fall Scout training sessions are fully scheduled. 10. Determine, in conjunction with the District Chairperson and District

Membership Chairman, where new units are needed. 11. Responsible for assuring that every location is open and covered by a full

Scout Night team on JOIN SCOUTING NIGHT.

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JOIN SCOUTING NIGHT INDIVIDUAL SCHOOL

ORGANIZATION


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INDIVIDUAL SCHOOL TEAM MEMBERS JOB DESCRIPTIONS AND TIMETABLE

SCHOOL COORDINATOR

AUGUST Attend District “JOIN SCOUTING MONTH” Training at

Roundtable. AUGUST Contact school principal in conjunction with the Scouting

Professional to follow up on their support of “JOIN SCOUTING NIGHT” and reinforce the Scouting Professional’s initial contact.

1. Set the invitation distribution for classroom to classroom. Alternatives if denied include lunchtime rallies, school assemblies, recess visits. A flyer alone will not yield much attention.

2. Set the Join Night date and times and make-up date in case of rain.

3. Discuss yard signs, posters, and visiting the school during dismissal.

4. Ask for reminders on the school announcements or closed circuit television.

5. Meet the custodian and provide the date and time of the Join Night.

6. Confirm Unit assistance in promotion and the outcomes of the principal meeting.

AUGUST Attend Unit Kick-off Activity. Make a brief presentation to

Leaders, Parents and Cub Scouts. Secure help for Join Night for application checking and fee payment.

AUGUST 22-26 Attend MAKE-UP District “JOIN SCOUTING NIGHT”

Training (If necessary). AUGUST 27-28 Assist with Super Saturday Flier distribution. SCHOOL IS OPEN Post yard signs, hand posters in schools, stores, gas

stations. WEEK BEFORE Distribute Flyers to Schools to help parents remember the

date. 3 DAYS BEFORE Conduct Classroom visits, lunch time visits, afterschool

bus lane distribution, pick up lane reminders. Post Facebook messages, send to parent email group.

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DAY BEFORE The day before the specific recruiting night at each school,

remind all Scouts that (where permitted) the next day is designated as UNIFORM DAY (all registered Scouts and Leaders should wear their uniform to school and work if possible). Send reminder emails. Visit school pick up lanes.

JOIN NIGHT! Arrive one hour before posted time to make sure school is

open. Set up room. Conduct Join Night. THAT WEEK Turn in ALL Applications and fees at District “MISSION

CONTROL CENTER”, in exchange for model rocket kits. Return model rocket kits to Unit Leader for distribution.

REPEAT IF NEEDED Sometimes the weather turns, other times the flyers did

not get distributed. Please schedule a repeat night as needed to ensure all families received an opportunity to join. This should be as soon as possible so the new Scouts can still participate in the LAUNCH DAYS.





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SCHOOL / UNIT COMMISSIONER AUGUST Attend District “JOIN SCOUTING MONTH” Training at

Roundtable. AUGUST Attend Unit Kick-off Activity. Ensure all items and plans

are understood. AUGUST 22-26 Attend MAKE-UP District “JOIN SCOUTING NIGHT”

Training (If necessary). AUGUST 27-28 Assist with Super Saturday Flier distribution. JOIN NIGHT! Arrive one hour before posted time to make sure school is

open. Assist with set up room. Support School Coordinator.

Review applications for completeness, Help prepare fees for submission.

THAT WEEK Support the District “MISSION CONTROL CENTER” by

reviewing applications, verifying turn in packets. Assist with exchange for model rocket kits.


not get distributed. Please be available for a repeat night as needed to ensure all families received an opportunity to join.





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NEW UNIT ORGANIZER AUGUST Attend District “JOIN SCOUTING MONTH” Training at

Roundtable. AUGUST 22-26 Attend MAKE-UP District “JOIN SCOUTING NIGHT”

Training (If necessary). AUGUST 27-28 Assist with Super Saturday Flier distribution. JOIN NIGHT! Arrive one hour before posted time to make sure school is

open. Assist with room set up. Support School Coordinator.

Recruit sufficient adults to establish New Unit. 1 Unit Leader 1 Committee Chairperson From each grade group: 1 Leader 1 Assistant Leader 1 Member of Committee Recruit additional leaders as needed. Review adult applications for completeness. Prepare fees.

THAT WEEK Contact new recruited leaders to establish follow-up

meeting for unit organization and preliminary program planning. Promote leader training online and classroom style.


not get distributed. Please be available for the repeat night as needed to ensure all families received an opportunity to join. This should be as soon as possible so the new Scouts can still participate in the LAUNCH DAYS.





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UNIT LEADERS JULY 21 Unit news stories are submitted to community

newspapers and other media sources. AUGUST JOIN NIGHT ORIENTATION at all District

Roundtable meetings. (Joint Session for all levels) The district orientation meeting includes all School

Coordinators, School Commissioners, New Unit (New Unit Mentors) and Unit Leaders.

AUGUST 10-20 Conduct Unit Kick-off Activity – Distribute JOIN

SCOUTING NIGHT MATERIALS / CONFIRM INDIVIDUAL ASSIGNMENTS.

AUGUST 22-26 The make-up District “JOIN NIGHT ORIENTATION”

Training of School Night Coordinators, School Commissioners, New Unit Organizers (New Unit Mentors). Unit Leaders attend.

AUGUST 27-28 Units distribute Invitation flyers at Super Saturday locations.

AUGUST 29 The Final confirmation with “JOIN SCOUTING

NIGHT” Coordinators, School Commissioners, New Unit Organizers and Unit Leaders is made.

SCHOOL IS OPEN Work with School Coordinator, usually a person

in the unit, to post yard signs, hand posters in schools, stores, gas stations.

WEEK BEFORE Distribute Flyers to Schools to help parents remember the date.

3 DAYS BEFORE Conduct Classroom visits, lunch time visits,

afterschool bus lane distribution, pick up lane reminders. Post Facebook messages, send to parent email group.

DAY BEFORE The day before the specific recruiting night at each

school, remind all Scouts that (where permitted) the next day is designated as UNIFORM DAY (all registered Scouts and Leaders should wear their uniform to school and work if possible). Send reminder emails. Visit school pick up lanes.

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JOIN NIGHT! Arrive one hour before posted time to make sure

school is open. Set up room. Support School Coordinator with Join Night.

THAT WEEK Turn in ALL Applications and fees at District

“MISSION CONTROL CENTER”, in exchange for model rocket kits. Return model rocket kits to Unit Leader for distribution.

REPEAT IF NEEDED Sometimes the weather turns, other times the flyers

did not get distributed. Please schedule a repeat night as needed to ensure all families received an opportunity to join. This should be as soon as possible so the new Scouts can still participate in the LAUNCH DAYS.





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JOIN SCOUTING NIGHT DISTRICT TRAINING MEETINGS


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DISTRICT TRAINING MISSION LOGISTICS For District “JOIN SCOUTING NIGHT” Steering Committee, School: Coordinators, Commissioner, New Unit Organizers and Unit Leaders PRE-OPENING

Sign in Name tags Distribute booklets

OPENING

Invocation Welcome and Introductions (Express appreciation to those present)

JOIN SCOUTING NIGHT

Purpose/Plan/Promotion/Program/Follow-up “JOIN SCOUTING NIGHT” POSITIONS (Review of Job Descriptions)

School Coordinator School Commissioner New Unit Organizer (Qualifies for William D. Boyce Award) Unit Leaders

SCHEDULE

Review essential dates remaining Review what needs to be done between now and “JOIN SCOUTING

NIGHT” Discuss Classroom Visits as the primary goal, then alternatives Distribute packets, including application forms, report envelope,

attendance rosters and reporting procedures at MISSION CONTROL CENTERS

Role Play Joining Meeting (include Den Organization too!) INDIVIDUAL SCHOOL TEAM MEMBERS MEETING AND FOLLOW-UP

School Coordinator, School Commissioner, Unit Leaders should meet together by school.

Review school demographics, materials and make assignments QUESTIONS CLOSING REMARKS

Final school contacts Personal preparation for “JOIN SCOUTING NIGHT”

ADJOURN

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JOIN SCOUTING NIGHT PROMOTION STRATEGY


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JOIN SCOUTING NIGHT PROMOTION PLANS

Tiger Cub & Scout Recruiting in May Multiple Opportunities to Join Cub Scouting Service Project conducted by Pack for neighborhood school First Day of School Flyer Distribution Scouting Professional and Volunteers will conduct Classroom Visits &

Flyer Distribution Washington Parent and Washington Family magazine advertising Facebook paid advertising driving towards BeAScout website Peer-to-Peer Recruiting materials provided as requested and templates on

website. Participate in District-wide Community Events Positive Scouting news stories submitted by units in neighborhood and

community newspapers Unit displays in August and September at school Open Houses, Church

lobbies Super Saturday Flier Distribution (August 26 & 27) Church Bulletin Inserts Yard Signs – How may would you like! Invitation Flyers for distribution Posters Radio and Television PSAs submitted to major media markets

School Boy Talks where permitted

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UNIT PROMOTION PLAN The Unit Promotion Plan is essential to the success of the Council’s JOIN SCOUTING NIGHT. A unit’s promotional strategy should include the following. Be sure to reference the 50 Methods of Invitation page to see what can be added to your promotional plan this year. JULY Submit a human-interest story to community newspaper

with photographs of Scouts/Leaders in uniform. This story should highlight your unit’s program.

AUGUST Conduct Key Leader meeting to assign Fall Recruiting

Promotional strategies for recruiting new members AUGUST Unit conducts a Good Turn for neighborhood school AUGUST Follow-up with School to enlist their support.

(Posters/announcements /Flag Ceremonies/Flier Distribution/Classroom visits).

AUGUST Follow-up with community newspaper to ensure printing. AUGUST 3-20 Conduct Unit Kick-off Activity – Distribute JOIN

SCOUTING NIGHT MATERIALS AUGUST 26-27 Distribute Flyers at Super Saturday location. AUG - SEPT Assist with Classroom visits and distribute flyers. JOIN NIGHT Assist with the Join Scouting meeting at every school

that feeds your unit. Promote additional families to join and encourage

ROCKET LAUNCH DAYS throughout the council.

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JOIN SCOUTING NIGHT MANPOWER REPORT


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JOIN SCOUTING NIGHT SCHOOL PERSONNEL

__________________________ DISTRICT SCHOOL/FACILITY ACCESS LEVEL (1) Classroom, (2) Lunchroom, (3) Assembly, (4) Other ______ JOIN SCOUTING MEETING DATE/TIME ADDRESS PRINCIPAL TELEPHONE # DATE __________ TIME __________ SCHOOL COORDINATOR TELEPHONE EMAIL SCHOOL COMMISSIONER TELEPHONE EMAIL UNIT ORGANIZER TELEPHONE EMAIL ASSIGNED UNIT(S) UNIT LEADER TELEPHONE EMAIL

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JOIN SCOUTING NIGHT MEETING AGENDA


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INDIVIDUAL SCHOOL CLASSROOM VISITS AUGUST-SEPTEMBER Held during school hours before “JOIN SCOUTING

NIGHT MEETING” PURPOSE: To create an excitement in Scout-aged youth to join

Scouting and to inform them of “Join Scouting Night” PREPARATION: The Scouting Professional or School Coordinator will

coordinate arrangements and will in most instances, conduct the Classroom visits. Unit Leaders can assist with these presentations (if permitted).

To supplement this process, Unit Leaders can arrange to go on closed-circuit TV or announcements to remind the children of the Joining meeting.

RALLY AGENDA - 2 minutes per class maximum DISTRIBUTE INFORMATION FLYERS WHAT DO SCOUTS DO? Examples of activities

ROCKET LAUNCH DAY (Show Model Rocket) Pinewood Derby Camping with Archery, BB Guns, and Hiking (Cater to the age group)

“JOIN SCOUTING NIGHT MEETING” INFORMATION Repeat the (1) Date (2) Time (3) Place at three times, then quiz the class. WHAT TO BRING TO OUR JOINING NIGHT

Must have “ticket” (their parents) Registration fee Need parents and registration fee to register

“BIG FINISH”

(Finish up presentation with another enthusiastic statement on Tiger Cubs,

Cub Scouting and/or Boy Scouting). Every New Scout gets a MODEL ROCKET KIT that can be launched at our LAUNCH DAYS.

WISDOM INDICATES - DO NOT TAKE QUESTIONS – SEE YOU AT THE MEETING!

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“JOIN SCOUTING NIGHT” CHECK LIST (SCHOOL COORDINATOR)

BEFORE YOU LEAVE HOME: ____ Contact District Headquarters by 6:30 p.m.; Phone Number ____ Prepare your pre-opening activity ____ Prepare your Pack organization chart ____ Wear your uniform ____ Review agenda and practice your presentation ____ Take a pocket calculator, easier than a phone ____ Take 20-30 pens and/or pencils ____ Take some change, both bills and coins ____ Take masking tape ____ Take JOIN SCOUTING NIGHT packet of materials WHEN YOU ARRIVE AT THE SCHOOL – 7:00 P.M. ____ Empty your packet and organize your materials ____ Check with other School Team Members, (including Unit Leaders) on their

part of the program ____ Post your Unit organizational chart listing leaders that need to be filled. ____ Assist Unit Leaders with their displays ____ Organize your pre-opening activity, have Order of the Arrow help. ____ Station either yourself or another School Team member at the door to

distribute applications and to welcome families to “JOIN SCOUTING NIGHT”

____ Keep boys and parents in the room ____ Boys and parents should sit together THE GENERAL PRESENTATION ____ Begin promptly at 7:30 p.m. ____ Introduce yourself and welcome everyone on behalf of National Capital

Area Council, Boy Scouts of America ____ Introduce other JOIN SCOUTING NIGHT Team Members and Unit Leaders ____ Follow “JOIN SCOUTING NIGHT” agenda carefully. Be sure to turn in all applications, monies, attendance rosters and report envelopes at your District MISSION CONTROL CENTER.

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“JOIN SCOUTING NIGHT” PRESENTATION OUTLINE

SCHOOL COORDINATOR IN CHARGE GATHERING ACTIVITY

Brain Game Sheet Complete Parent Talent Survey

SEPARATE BOYS AND PARENTS INTO GROUPS (UPON ARRIVAL) Refer to diagram (Use Grade Cards for Packs) Three groups by grade Tiger Cubs grouping

1st grade Cub Scouts grouping

2nd grade 3rd grade

Webelos grouping 4th grade 5th grade

Boy Scouts grouping 6th grade and above Meet with Troop Unit Leaders present

Varsity / Venturing / Sea Scouts can all meet at one table. GENERAL MEETING – 7:30 – 7:45 p.m.

Opening Ceremony – Pledge of Allegiance and explain Scout Sign (Scout Sign made by extending right arm into the air and extend your three fingers)

Briefly state purpose of meeting, tell about Scouting’s opportunities in neighborhood and inform how everyone may participate

Explain how Scouting “does business” o Accomplished through National Capital Area Council which serves

over 47,000 youth, through 20,000 adult volunteers, just like you. o Creates partnership with an institution such as PTA, church, civic

group or group of citizens. We have over 1600 partnerships. o Provides program, literature and other materials, training for

leadership (volunteers and professionals), and major activity schedule including provision of camping facilities

Introduce Unit Leaders o Have Unit Leader speak two minutes to tell about his unit, including

sponsor, size of unit, day, time and place of unit meeting – 2 minutes only. It is too much to get into the annual calendar, etc. The family only needs basic information and to register.

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GENERAL PRESENTATION Parent participation

Great emphasis should be placed on giving each parent the opportunity to join Scouting with his/her son

o Families with sons of Scouting age are the only major resource of Scouting’s leadership

o Program leadership is totally volunteer o Over 20,000 volunteers in the National Capital Area Council o Full support and cooperation of every family is essential to a

successful Scouting program for boys Scouting provides families with an opportunity to have fun together while

participating in a character building program Families can help do their share by serving as:

Unit Leaders, Assistant Leaders or Den Leaders and Committee Members Pledging full cooperation for items such as transportation help for Scout

outings and camping trips Scouting offers one of the finest programs available for youth

Scouting is not in a babysitting business Active parental support is needed

Each of us has talent to share with others

Many hands make light work Take time to be an informed parent Encourage your son in the Scouting advancement program Volunteer and help with time, talent and funds to ensure better Scouting

for your sons and other boys Review JOIN SCOUTING Fee Schedule below

JOIN SCOUTING NIGHT FEE

The pro-rated fee is $2 per month through the end of the Unit’s

charter. Add an additional $1 per month for Boys’ Life magazine.

Please consider collecting Unit dues at a later time, to make

Scouting affordable to join. Unit money earning opportunities will

help families afford Scouting.

REGISTRATION FEE: ____________________

BOYS’ LIFE FEE: ____________________

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SAMPLE LAYOUT OF ROOM FOR PACKS Entrance

School Coordinator 1st Grade Table 2nd Grade Table 3rd Grade Table 4th Grade Table 5th Grade Table 6th Grade Table The above is a sample layout of a typical JOIN SCOUTING Meeting setting. Be sure all tables are clearly marked by grade. As parents and boys enter the room, give them attendance rosters and application forms. Assign them to the appropriate table at this time. Doing this simple task at the beginning will save a tremendous amount of time and organization later. Parents are already seated by grade and the Join Scout Night Registration process can begin. Why is the door in the front of the room? - This will make it easier to greet each new person as they arrive. In addition, at the end of the meeting, each person will need to turn in their completed application and fees by the door.

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HOW TO ORGANIZE AND REGISTER CUB SCOUT PACK GUIDELINES

“Den Organization”

6 to 12 boys per table [Den] Sit at table, facing each other, boys and parents side by side Tiger Cubs [1st grade] should be in separate circle Webelos [4th and 5th grade] should be in separate circle

Appoint temporary chairperson for each group

(Chairperson’s job is to obtain a Den Leader, Assistant Den Leader and Committee Member from the group at table)

Ensure Den Roster Form is completed Collect Parent Talent Survey and turn over to new Den Leader

Explain leader “needs” from organization sheet

Explain leadership positions and what is expected from job description sheet (See Parent Information Handout)

Review training date sheet Read “For Every 100 Youth” or “A Boy’s Eyes” – Page 38 and 39.

Turn groups over to temporary chairperson

Tell chairperson to raise hand when leadership is secured A minimum of THREE LEADERS should be recruited per grade - The Den

Leader, Assistant Den Leader, One Member of Committee. Bring adult registration applications when leadership is chosen Walk away and leave them alone

Recruit Pack level leadership as needed

Cubmaster Assistant Cubmaster Committee Chairperson Additional Committee Members

Den Leaders announce the location, date and time of first Den Meeting Ensure every youth has a complete application and every adult that volunteered completes an Adult Application. Collect with fees.

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HOW TO ORGANIZE AND REGISTER CUB SCOUT PACK GUIDELINES CONT’D

Have parents fill out boys’ applications Applications/Fees are to be turned in to new Leader (first assignment!) Front cover of application goes to parent and boy Den Leader or Unit Leader keeps last copy of Scout’s application All new leaders’ complete adult applications, point out background check

form on page preceding. Ask new leaders to remain with you Mention that Model Rocket kits are distributed at next meeting to all

youth that completed and application and paid tonight. Dismiss other parents and boys Give each new leader a training date sheet and encourage them to attend Set date and place of Unit Leaders Meeting [Purpose of meeting is to plan

program and set meeting date and place] Collect all fees and applications [Place in envelope with attendance

rosters and turn in at District Report Meeting] THINGS TO REMEMBER:

Don’t talk too much, the new parents want basics, the next meeting, how to join.

Parents and boys should be divided into groups upon arrival. Don’t let Den Leaders explain their jobs – you get all problems and no

successes. New leaders will learn essentials of their job at training.

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CUB SCOUT LEADER RESPONSIBILITIES COMMITTEE CHAIRPERSON Conducts monthly Pack Leaders Meeting to help plan program. Ensures that adequate support to run program is given to Cubmasters and Den Leaders by Committee Members. Helps recruit additional leaders as needed. Attends training. COMMITTEE MEMBER Provide support by taking care of records, finances, advancement, activities, membership, etc. Attends monthly Pack Leaders Meeting to help plan program. Attends training. Examples include Pack Secretary, Treasurer, Pinewood Derby Chairman, Blue & Gold Banquet Chair, Outdoor Cooking Chair, etc… CUBMASTER Conducts monthly Pack Meeting. Aids Den Leaders by coordinating monthly program for all leaders. Attends monthly Pack Leaders Meeting. Attends training. DEN LEADER (Tigers 1st Grade, Wolf 2nd Grade, Bear 3rd Grade) Meets weekly for one hour with den of 6-8 boys. Den Meeting is held in Den Leader’s home, school or other suitable place. Den Leader determines time, date and location of Den Meeting that is most convenient for him/her. Attends training. Every Den Leader should recruit an Assistant. Do not let the other parents off the hook with your commitment. They need to help also! WEBELOS DEN LEADER (4th Grade & 5th Grade) Same as Den Leader except works with older Cub Scouts and encourages periodic father/son overnight campouts. (Parents or other adult must attend campouts, with few exceptions.) Attends training. Every Den Leader should recruit an Assistant. Do not let the other parents off the hook with your commitment. They need to help also!

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100 YOUTH

DID YOU KNOW FOR EVERY 100 YOUTH WHO JOIN SCOUTING, RECORDS SHOW THAT: RARELY will one be brought before a juvenile court system

4 will become Eagle Scouts!

20 will become future Scout volunteers

12 will have their first contact with a church

1 will enter the clergy

5 will earn their church award

18 will develop a hobby that will last through their adult life

3 will enter a vocation that was learned through the merit badge

system

1 will use his Scouting skills to save the life of another person

1 will use his Scouting skills to save his own life

SCOUTS ALSO ACCOUNT FOR: 64% of the Air Force Academy Graduates

70% of Annapolis Graduates

72% of Rhodes Scholars

85% of F.B.I. Agents

26 of the First 29 Astronauts

We believe that after reviewing the above information, you will agree with us that Scouting helps your child grow and thrive in today’s society. For 100 years, parents, just like you, have volunteered to make their son’s Scouting program successful. Tonight, we need your help as a volunteer leader.

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A BOY’S EYES “I’d like to be a Cub Scout”… (His eyes were clear and true) “I’d like to learn, and play, and build, Like Jim and Freddy do.” “I know how to use a hammer; I can drive a nail if I try… I’m eight years old, I’m big and strong and hardly ever cry.” I gave him the application And parent-participation sheet. (His eyes were filled with sunshine as he left on dancing feet)

Next day my friend was back again, A dejected little lad. “I guess I’ll skip the Cub Scouts.” (His eyes were dark and sad.) “My mom is awfully busy, She has lots of friends, you see, She’d never have time for a Den, She hardly has time for me.”

“And dad is always working… He’s hardly ever there, To give them any more to do Just wouldn’t be quite fair.” He handed me back the papers With the dignity of eight years, And smiling bravely left me. (His eyes were filled with tears.) Do you see your own boy’s eyes As other people may? How he looks when you’re “too busy” Or “just haven’t time today”? A boy is such a special gift… Why won’t you realize It only takes a little time To put sunshine in his eyes. You say, “I’ll start tomorrow” But tomorrow is far away. He’s a boy for such a short time So won’t you start today?

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Methods of Invitation

The JOIN SCOUT NIGHT is the single largest recruiting drive done in a year. The event is very successful when we get the youth and adults to attend the Join Nights. Studies have shown that the single largest reason why people do not join Scouting is that they feel they were not asked. In a recent National Survey 70% of the respondents said that they had not been asked to join. In order to overcome this barrier, we have identified FIFTY “Methods of Invitation” that can be used to let prospective Cub Scouts and their families know about the Fall Family Join Night Meeting. Research has also shown that the more “Methods of Invitation” used in the process the more success the Pack will see in recruiting adults and youth to join. The council staff is available to support you in at least 9 of those invitation methods: (1) Join Night flyers (2) Join Night Posters (3) school visits (4) yard signs (5) supplies for Super Saturday flyer distribution (6) Additional supplies for a follow-up night (7) Peer to Peer Informational Cards (8) Bookmarks (9) Major media contacts. It is important that you and your Unit identify at least seven “Methods of Invitation” to use during the Fall Recruitment process.

The “50 Methods of Invitation” are: Pack Information Sheet Super Saturday Flyer Day participation Organizational Visits/Scheduling Camp Cards Sales, awareness Invitation Flyers Display Case Wear Your Uniform Phone Calls School Visits Posters Stickers School Marquee Lawn Signs Follow-Up Join Night Picture Board School Lunch Tray Liners Back to School Night Serve School Lunch Just Ask One, peer to peer recruiting Local Newspapers Informational Business Cards Display Boards at Community Buddy Card Patriot Day (Sep 11) Flag Ceremonies Invitation Letter Special Events in the Community Personal Phone Calls/Email Invitation Volunteer for Community Events Promote at Church / Personal Affiliations Church Bulletin Inserts Halloween Candy with information Sports Fields/Recreation Centers PTA/PTO Presentations Parades Principal Visits Popcorn Sales Volunteer Back to School Night Community Marquees Be Involved in School Activities Pack Website Gift Memberships Local Libraries Intercom Announcement Community Access Television Video Announcement Church School Presentations Text Book Covers Business Window/Counter Displays Personal Letter of Invitation Door Hangers

Note: You may also develop your own invitation methods that may work better with the youth in your town or neighborhood. Contact your District Executive with information about additional methods of invitation that worked for you. We look forward to adding more to the list!

2016 ROCKET INTO SCOUTING...FINAL “JOIN SCOUTING NIGHT” CHECK SHEET 1. Two days before the...

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