Open House

The best time to recruit youth to a post is in the fall. At this time, school is starting, and youth are beginning to get involved in extra-curricular activities. By having a post open house, youth get the chance to learn about Exploring and the types of exciting activities in which the post is involved. Below are the steps to planning a successful open house, or view the Open House Program Guide for additional information.

 

A) Have a planning session

• Form an adult planning committee. Leave time for the new officers to give input on program items. Hold this meeting at least 30 days before the Open House.
• Share plans and materials for programming.
• Decide when regular meetings will be held. These typically occur once or twice a month on a weeknight. For example, the first and third Tuesdays of each month from 6:00 to 8:00.
• Schedule an exciting activity that takes place shortly after the open house to encourage youth to join the post.
• Set a goal of the number of new members to be enrolled. Consider unit leadership, program equipment and meeting space.
• Make assignments--Decide who will do what.
• Set a tentative 3 month program calendar. Review and add to the calendar as each month passes. Always stay three months ahead in program planning. This calendar will be distributed to youth at the open house to encourage them to join, so be sure to add exciting activities to the schedule.
• Set the date for the open house and a second-nighter, which will be the first meeting following the open house.

B) Send out Invitations

• About two weeks before the Open House, a personalized invitation is sent to each prospective new member.
• Send the invitations on the sponsoring organization's letterhead so that it isn't mistaken as junk mail.
• Address the letter to the youth and the parents of the youth so that parents get a chance to read it.
• Send letters to children of employees of the sponsoring organization. Click to see a sample letter to employees.
• Send letters to students at neighboring high schools that have indicated an interest in the same career field as the post by utilizing the career interest surveys. The area executive will provide the names and addresses of the students. Click to see a sample letter to students or a sample letter to guidance counselors.

C) Make follow-up phone calls

• A telephone call to prospective members is made a day or two prior to the Open House in order to get a final count and give status to the invitation. People respond to personal contact. Set-up a phone calling team of at least four members to accomplish the task. Use a set script to guarantee all are relaying the same message. Make arrangements with a business that might have several phones or the chartering organization for an evening from 5:30p.m. to 7:00 p.m. Have refreshments and snacks – make phone-calling fun.

D) Conduct the Open House

• Have a well-planned program! Use the suggested agenda.
• Make guests feel welcome. Serve refreshments and make the youth feel like they are really wanted as a member of the program.
• Distribute a schedule of activities for the next three months. Remember, these activities will encourage youth to join the post. Make sure a fun activity is planned within two weeks of the open house. Explain that once youth become involved in the post, they will be able to help with program planning.
• Express the need for parental help with the post and encourage parents to join the post committee.
• Fill out membership rosters and collect money from youth.

E) Conduct the Second-Nighter

• This meeting should be within two weeks of the open house and can be a regularly scheduled post meeting.
• Make follow-up calls to the youth on the roster to remind them about the meeting.
• Follow-up with prospects who could not attend the open house by sending a card or letter and calling them the night before the second-nighter.
• Register new members who could not pay at the open house.
• Include a tour of the facilities and a fun activity.

F) Submit application rosters to the area executive

• Turn in the rosters for new members and their fees as they join the post.