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2017 New Family Engagement

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Packs with an excellent track record of recruiting and retaining members have one thing in common – they are prepared to receive boys into their program. A Pack is prepared to receive boys when the leaders have:

A program calendar and budget for the next year with input from youth and families. Having a unit fundraising

plan in place to keep costs low. Prepared a well-planned Join Night meeting that promotes the benefits of Scouting.

A succession plan to determine the leadership positions that need to be filled and have a plan for recruiting

parents to fill those vacancies. Asked existing leaders to be new leader mentors to give support, information and encouragement.

Developed a plan to contact each of the families after the Join Night to remind them about the parent

orientation meeting. Scheduled den and Pack meetings to start immediately. Follow up with families for boys that didn’t

attend the first meeting. Invited families to participate in a fun outdoor activity. The Challenge 30 activities in the Passport to Adventure

provide some great activities for new Scouts and families.

Built a strong relationship with your Pack’s school is important. A meeting with the school leadership will strengthen relationships and foster support for recruitment. Promoting and securing the school commitment for the BSA Adopt-A-School program should also be discussed.

This guide will help Packs be prepared for a successful fall recruitment by giving step-by-step advice on how to attract and welcome new families into the Scouting adventure.

Starting this fall, Lake Erie Council will be participating in the Lion pilot program, which will welcome kindergarten-age boys into the Scouting family. We have had tremendous interest about offering Lions as an option for our Packs. The pilot program may not be right for every Pack. We are inviting those Pack’s that are interested in piloting the program to submit the request for approval online at http://bit.ly/2h9kpEu. For those Packs thinking about participating in the Lion program, research shows that the most important person for a successful Scouting experience is a good leader. There are two new adult leader positions within the Pack that are directly engaged in the delivery of the Lion program – a Lion Coordinator and a Lion Guide. More information can be located on the Lion pilot webpage - scoutingwire.org/lion/.

BE PREPARED FOR NEW SCOUTS

LION SCOUTS

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Summer Review leadership positions and vacancies

Identify potential Den Leaders for the year ahead

July and Early August Attend a Join Night Kickoff

Confirm five station leaders, floater, and greeter

Confirm with Unit Strength Coach (District Executive) that your Join Night location has/has not been confirmed

Ensure your beascout.org PIN is updated

Develop an individualized Pack Membership Plan

Secure a date and time for a School Talk to be completed at your school(s) if possible

Secure principal/superintendent approval for flyers to be sent home, posters hung in high visibility areas, and yard signs on the school lawn in high visibility areas. NOTE: some Unit Strength Coaches (District Executive) may have done this already – speak with them first.

August-September Execute Join Night Pack Marketing Plan, refer to Pack Recruitment Plan.

Posters

Yard Signs

Marquee Message

Virtual Backpacks

School Newsletters

Local news coverage (print, tv, and radio)

Blitz social media channels

Peer-to-Peer recruiting (bring-a-buddy cards)

Two weeks before your Join Night

Contact the school principal/office staff to confirm details regarding:

Facility usage is in order; access, lights, custodians

Posters and yard signs are highly visible

Confirm school talks and flyer distribution

Week of Joi Night Complete School Talks, distribute flyers, have lunch with Scouts in Uniform, etc.

Send out press release to local media, letters to the editor TOO LATE

Print Pack calendars and information and invitation to Parent Orientation Meetings

Day Before Join Night Gather materials

Confirm adult volunteer attendance

Confirm Boy Scout Troop/District Helpers

Confirm flyers went home to the boys

Confirm building usage

Review plan

TIMELINE

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For years, the Boy Scouts of America have simply recruited new youth utilizing the same method year in year out. Each year the plan was fine tuned to meet current needs of the youth, parents and schools with diminishing returns. Our plan for 2017 is more than just a recruitment campaign for new youth, it’s a plan to increase relationships with our schools, chartered organizations and engagement of the family. The goal of recruiting more youth to join Scouts remain the same, however we need to engage the family to serve today’s youth. Join Scouts is the Passport to Adventure that will last a lifetime. This playbook will act as your guide for planning, promoting, and carrying out a join night event.

GET HELP Many hands make light work, so choose an enthusiastic person to coordinate recruiting as the New Member Coordinator.

SET GOALS How many families do you want to join the Pack? Talk it over with your Unit Strength Coach (District Executive) and utilize the Cub Scout Pack Recruitment Plan as a resource.

GET TRAINED Lake Erie Council offers training for Join Nights – take advantage of them. Additional resources are available online a follow-up to the training.

RESERVE YOUR SPOT Most recruiting happens in the first few weeks of the new school year, so the best Join Nights happen in school, where families are familiar with the surroundings. Packs that can promote their Join Nights at the school’s own back-to-school or meet-the-teacher event do well as families can put it in their calendar. Ask the principal if you can have a table at the back-to-school event and put up signs beforehand.

GRAB THEIR ATTENTION Having a high-profile activity already planned for just a few weeks ahead grabs families’ attention and encourages immediate sign-up – a great opportunity to take advantage of Cub Haunted or other activities offered in the Passport to Adventure where Scouts get all the activities promised in one exciting event.

ORGANIZE VOLUNTEERS Your Pack New Member Coordinator should organize the join night for the Pack, with the additional help of 5 to 6 people to man the tables. It’s best to use parents of current Cub Scouts who can talk from the heart about what Cub Scouting means to their families.

HAVE FUN Keep the event fun and exciting. Speak from the heart and just enjoy the opportunity welcome new families to Cub Scouting.

THE CONCEPT

PLANNING THE EVENT

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Recruiting new Cub Scouts is only half the job – we want to make sure the new families have such a great time enjoying the adventure that they stay members.

Responsibilities: In general, all New Member Coordinators:

Are Pack welcoming ambassadors

Help create and deliver the Pack Membership Plan

Take part in New Member Coordinator training and work with district volunteers

Each Pack is different and has its own needs unique to its membership. The job should be customized to help meet these needs along with the volunteer’s interests and skills. Ideally the Pack Membership Plan should include the following points:

1. Share the benefits of Scouting:

Share your own Scouting story, showing the impact of Scouting on your family.

Use facts and local examples highlighting the fun and value of Scouting to families and communities.

Promote Scouting through social media and other local media, eg newsletters, noticeboards, magazines.

Showcase Scouting by doing Scouting activities at community events and by highly visible service.

2. Coordinate unit recruitment:

Oversee Pack recruitment activities such as Join Night, presentations, and peer-to-peer events.

Appeal to potential Cub Scouts and their families through well-designed and widely distributed invitations shared through social, handouts, and personal invites.

Ensure the Pack’s BeAScout pin is up-to-date and enquiries are immediately followed up.

Work with school and community leaders, particularly in the chartered organization, to improve Scouting promotional opportunities.

3. Guide the joining and welcoming process:

Help Cub Scouts and Pack volunteers to greet newcomers warmly to create a strong sense of welcome and belonging.

Write a Welcome Packet, electronically and in print, to answer questions and give contact details.

Ensure all application forms and money is handed into the Service Center promptly.

Create excitement about the Pack program and encourage families to take pride in Scouting accomplishments.

Ask new families for feedback about how well they have been welcomed into Scouting.

Additional information: http://scoutingwire.org/marketing-and-membership-hub/councils/new-member-coordinator/

The New Member Coordinator (NMC) position has been designed to:

Be a FUN job Form relationships with new families Use a team approach to build on

different people’s expertise/interest Be supported by key Pack leadership Enjoy training, both online and face-

to-face Receive mentoring from the District

Membership Chair and become part of their team

Be visible and easily identifiable at Pack events by their Welcoming smiles and their BSA Welcome logo, worn on their uniform or clothing

NEW MEMBER COORDINATOR

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Key individuals who play an important role in a successful Join Night are:

New Member Coordinator – responsible for the Join Night event Station Chiefs - responsible for running the five stations of the event, ideally experienced parents or leaders

Responsibilities: The Pack Joining Coordinator makes sure everyone is focused on registering new Cub Scouts and adult volunteers, and orchestrates the event.

It is important to start planning early and customize the dates to your Pack’s schedule.

VOLUNTEER RESPONSIBILITIES

Make sure all applications are signed by the Cub Master.

Make sure each application has the correct fees and payment method recorded on it.

Separate application forms – hand in ‘Local Council Copy’ only and place in reporting envelope.

Gather sign-up night materials. Make sure room is left better

than you found it. Contact District Membership

Chair and Unit Strength Coach (District Executive) immediately to update and arrange .paperwork collection.

Have your Welcome Packet ready – program, costs, contact details and meeting times and locations.

Tell your Unit Commissioner and Unit Strength Coach (District Executive) the date and place of Join Night.

Meet with five station chiefs (who are outgoing, knowledgeable, organized, friendly, and responsible).

Coordinate with District Join Night Chair and Unit Strength Coach (District Executive).

Review the task with each Station Chief.

Arrive one hour early.

Make sure stations are set up.

Act as a greeter during Join Night

Be available to answer questions.

Play traffic cop –direct families to next available station.

If back-up occurs, use your best judgment.

Coach Station Chiefs on timing – the whole process should be done in under 30 minutes.

Make sure Station 4 - Check Out - does not get backed up.

Make sure EVERY FAMILY receives a welcoming phone call from their Den Leader, Cub Master or another leader.

Remind new families of any upcoming council-wide activities.

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Families today are overwhelmed with advertising messages. Your Pack needs to use a variety of ways to get the Join Night message across. Building the buzz should start at least six weeks before your Join Night. Schools are your best first line of marketing – but each principal has their own view on what they are happy for you to do in their school. How much access to your school will help you build your ideas to get the word out – some ideas are listed below but you are encouraged to be creative. It is your community – you know it best.

Boys join Cub Scouts for fun and adventure, not to have their character developed

Parents want both fun and character development for their children

Principals and teachers are concerned with results in the classroom

Parents are the decision-makers for their children – stress the life advantages Scouting brings Your Unit Strength Coach (District Executive) can help you with recruiting ideas and resources by using the Pack Recruitment Plan. School Talks School talks are the main way of creating excitement – so they must be done well. Ask your principal if you can go classroom to classroom, or if not use an assembly, to bring the promise of adventure to the children.

The school talk is where excitement is created. The Cub Scout Join Night training will show you how to deliver a great school talk. School talks work best by going class-to-class and giving a five-minute, high energy presentation on Scouting fun. Make sure you thank the school for working with us in developing youth in the community.

Helpful hint: Talk with your Unit Strength Coach if you need help – they may even have set dates to go into a school. These energetic in-school presentations will dramatically increase recruitment success.

For many families, the decision to join your pack will happen online. That’s where our potential Scouts and their parents spend a lot of time.

More than 75 percent of people in the U.S. use social media — Facebook, Twitter, Pinterest, Instagram, etc. — meaning your unit ignores these communication channels at your own peril.

Social media can help you with recruiting, retention, fundraising and communication. The key is knowing how to use it the right way.

The Social Media Playbook has you covered, social media guidelines and social media images you can download and share using your favorite apps and sites. Visit http://scoutingwire.org/marketing-and-membership-hub/unit-recruiting/ for information about #ShareScouting.

PROMOTING THE E VENT

SOCIAL MEDIA

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Units should hold a drop-in Join Night, which are strictly sign-up events. This works best if you have a good window of time, i.e. two hours, for people to attend. Parents simply work their way around five simple stations, and their boy is a Cub Scout. The key to success is planning.

Below is a model of the five-station idea. Be sure all tables are clearly marked and start families at Station 1 as they arrive. Keep the flow moving and do not get bogged down. Join Night Stations Station 1: Welcome and Sign In Station 2: What We Do Station 3: Registration Form Station 4: Check Out (complete applications) Station 5: Questions and Answers

The first stop for a new family. Here they sign in while the greeter provides a brief overview.

Greet every family that comes to your station and ask them to sign in. Give them the Parent Orientation Guide

Explain they will visit five stations which will take about 30 minutes Materials:

Station 1 and Welcome sign

Parent Orientation Guide

Sign-in sheets, pens

This is where you share the excitement of Cub Scouting and your Pack activities. Introduce the leaders and talk about what makes your Pack special. Leave plenty of time and be prepared to answer any questions. Materials

Station 2 sign

Pack calendar with times and locations

Pack and Den Leader contact details

Boys’ Life mini magazines

HOLDING THE JOIN NIGHT

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This is where the application form is completed – families may need help.

Have BSA Youth and Adult Application forms ready and pens available. Take a tablet or laptop for parents wanting to register online at www.beascout.org

Have copies of What Other Costs Are There? and give these out

Answer questions about Pack fees, payment plans and and financial assistance. Include information about the popcorn fundraiser.

Materials: • Station 3 sign • BSA Youth and Adult Applications and pens • Pack leadership handout • What Other Costs Are There? discussion topics (Pack specific)

This is the check-out station, including payment.

Make sure applications are properly completed

Collect the proper fee amount for BSA membership fee ($32 per individual) and Boys’ Life, ($16 if added)

Have a cash float and a credit card processing device for smartphone or tablet

Forms and payments should be collected, signed by the Cub Master, and put in the envelope Materials: • Station 4 sign • Calculator • Envelope for applications and fees • Cash float and credit card reader

The final station – make sure parents know when and where the first meeting is and answer any other questions.

Have as many Scouters as possible to talk about their dens and meet the new families

Answer questions about activities. Materials: • Station 5 sign • Information on Parent Orientation meeting date/time/location

HOLDING THE JOIN NIGHT

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Turn in applications, money, and a copy of the sign-in sheet: Pack leaders and the New Member Coordinators should review and complete applications. Applications, registration fees and a copy of the attendance roster are to be turned in at the district headquarters that night OR to the Unit Strength Coach within 24 hours. Only Packs more than 20 minutes from the district headquarters should be calling in their results. NOTE: While you collected $32.00 for registration and $16.00 for Boys’ Life, the Pack should write a check for total registrations and Boys’ Life for the remainder of 2017 - $8.00 for registration and $4.00 for Boys’ Life. The Pack should hold the remainder of the registration money to be submitted with the recharter, due December 15.

Welcome your new families: Do not wait. Invite all families to first-night den and Pack events the very next week. These meetings are the ONLY chance to make a great first impression, have fun, and involve new parents in the life of the Pack. Den Leaders should make welcome phone calls and send welcome email messages with meeting dates, location, Pack calendars, and any other important information.

Follow up with families who did not sign up: This is where the sign-in sheet comes in handy. Check your applications against the sign-in sheet and call those families that did not join. Address any concerns and offer to drop an application by their home and invite them to the first meeting to see Cub Scouting for themselves.

What to bring:

Sign-in attendance sheets

Den rosters

Applications (online option as well)

o Youth

o Adult

Parent Orientation Guides

Boys’ Life mini magazine

Games and activities for boys

(great Boy Scout activity)

American and Pack Flag

Signs to direct parents to the right room

Pens

Change (Currency)

Pack checkbook (to turn-in registration fees with youth applications) Invitation to Parent Orientation

Credit card payment reader

Pack calendar

Sample youth and leader books

Calculator

Tape

Pack displays

Building use permit

Contact of custodial staff or someone to

call if building is locked

Table tents (Station 1, Station 2, etc.)

Pack Leader Role Info sheet

Lion, Tiger, Wolf, Bear, Webelos Books

Sample Cub Scout uniform

Pictures, crafts, decorations to make room look good and demonstrate Pack activities

Cub Scout yard sign

AFTER THE JOIN NIGHT IS OVER

CHECKLIST

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Challenge 30 provides new Cub Scouts with a year-long promise of adventure and exploration through collecting 30 stamps in their personal Passport to Adventure. Each stamp is earned by successfully completing an activity challenge, and their Pack will boast of their fun program by posting action pictures to community Facebook groups, telling everyone that Cubs #JustDidThis.

What Is Challenge 30? Boys will be presented with a Passport to Adventure at the Join

Nights.

It contains a list of 30 fun activities.

Encompasses ‘big ticket’ items like archery and BB guns as well

as den level or ‘just for fun’ items.

Council events are also publicized on the Passport to Adventure.

NOT a replacement or additional award – good program should

cover the chance to do these things.

Ideally Packs should make full use of Council events as part of

their program.

If Packs are unable to attend a Council event, at least promote

activities for Scouts and parents to attend.

As activities are completed, stamp or sign off the passports for the boys.

#JustDidThis Get ready to log in to your favorite social media channels and blow up your friends’ social feeds because starting today, you can invite non-Scouting friends to join the adventures of Scouting using a new Cub Scout hashtag #JustDidThis. What makes this hashtag cool? Well other than the fact that everyone loves a good hashtag, this new social media campaign will help boost excitement about Scouting!

Take at least one picture while at a Scouting activity/event.

Ensure photo release forms are in order for your Pack, they are part of the BSA

Health Form.

Post the picture to a LOCAL FACEBOOK community group, or other social media

channel.

Also, post to any Pack groups or pages, and any Chartered Organization groups

or pages as well.

With Challenge 30, the focus is on an EXTERNAL group – so we can spread the

word we are here, we are doing activities, we are having fun, we are doing them all year – we are Cub Scouting

When you post to your group, use the hashtag #JustDidThis.

When your Pack has done all 30 and posted pictures, claim a special Challenge 30 patch from your Unit Strength

Coach.

And if your community has more than one Pack – what a great time for some Friendly Photo Competition.

CHALLENGE 30

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Scouting families and prospective Scouting families have asked for it, and now it is here.

Beginning this fall, the traditional paper registration method will not be the only way to join Scouting. The Boy Scouts of America will offer online registration to meet the demand for completing the entire registration process for youth members and adult leaders more efficiently.

INVITATION MANAGER Invitation Manager is a tool on my.scouting.org providing you the ability to add new leads, manage leads, and send joining invitations with an active link to the application form. Instructions can be found on page 12 of the Online Registration Unit Guidebook.

APPLICATION MANAGER Application Manager is a tool on my.scouting.org providing you the ability to review and accept or reject youth applications for your unit. This capability is shared with your other unit Key 3 leaders. Instructions can be found on page 21 of the Online Registration Unit Guidebook.

BE PREPARED – Before unit begins accepting registration through the online system Watch the training videos - www.scouting.org/onlineregistration.aspx.

Review the online registration overview at www.scouting.org/onlineregistration.

If you don’t already have a login account, create one at: https://my.scouting.org/.

Add myscoutingtools@scouting.org to email’s safe senders list.

Update your my.Scouting Tools profile (page 4 of the Online Registration Unit Guidebook) and do the

following:

1. Ensure the proper unit(s) is listed in your profile. If not, please call your council registrar.

2. Ensure your “positions” are listed correctly for each position you hold within Scouting.

3. Verify that your email address is listed correctly. If not, please make the appropriate edits.

Ensure the “Contact Us” info is correct in your unit’s pin in the BeAScout system. To edit pin information, please follow the instructions on page 5 of the Online Registration Unit Guidebook

TAKE ACTION – Once online registration is active for your unit Check your emails for a daily summary of actions to take. If you receive an email it means a lead or

applicant on your dashboard needs a response.

Take action within 24 hours of receiving new leads or new applications. Keep in mind that families

who are excited about joining are waiting for your response.

ONLINE REGISTRATION

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BeAScout is an online site that prospective members can use to find a unit near them. To prepare for your My.Scouting Tools Online Registration go-live, please verify that your BeAScout pin is turned on and that the contact information is current and displays the information you want shown for your unit.

Here’s what you need to do to update your unit's pin - the whole process should take less than 10 minutes:

BEASCOUT.ORG UPDATING

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Recruiting Tools and resources can be http://councils.scouting.org/Council440/Membership.

Flier Requests

BeAScout Website

Recruiting Ideas

Digital print resources

Parent Information Guide

Council Events

Social Media Playbook

Join Night Guidebook

Join Night Powerpoint

BSA Adopt-A-School

Media Releases

Videos

5 Station School Night Tutorial

Contact Information for Local Support ... & More Coming Soon!

ONLINE RESOURCES

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