Chapter Development Class
Far Western District/N COTS - 2003
Quentin “Q” Gates
91 Sudden Valley
Bellingham, WA 98229-4821
(360) 527-3142
[email protected]
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Chapter Development Class
Land O’ Lakes District COTS - 2003
Quentin “Q” Gates
91 Sudden Valley
Bellingham, WA 98229-4821
(360) 527-3142
[email protected]
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How about a B-flat?
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Tell Us About You !
• Your Name
• Your Chapter
• Your Chapter Size
• Years in the Society
• Your Office in 2003 (If not VP-CD)
• Your MAJOR Chapter Concern
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Welcome!
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First hour - The “BIG PICTURE”
Second hour - Recruiting Ideas - I
Third hour - Recruiting Ideas - II
Fourth hour - Retention Ideas
Fifth hour - Goals & Planning
Sixth Hour - Joint Session - Mkt & PR
Seventh Hour - Planning A Guest Night
Eighth Hour - Orientation
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Chapter Administration
• President
• Chapter Development Vice President
• Music & Performance Vice President
• Secretary
• Treasurer
• Any Other Officers that Chapter Desires
– Program Vice President
– Marketing & PR Vice President
– YMIH
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Chapter Officer Roles and
Relationships
• Know Your Job Responsibilities
• Know Other Chapter Officer Duties
• Importance of Sharing and Teamwork
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Four Tips for Teamworking
• Review other jobs… look for overlaps.
• Share your plan and schedule with others.
• Suggest a “Retreat” to coordinate plans.
• Communicate your plan and ask for help.
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Chapter Development VP
Job Description
Responsibilities - Membership Development
• Recruitment Plans
• Orientation
• Maintain Prospective Member Lists
• Non-renewed Member Follow-up
• Chair, Chapter Membership Committee
– Appoint Committee Members
• Interact with District Member Services VP
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Chapter Development VP
Job Description (cont’d)
Responsibilities
– Marketing &Public Relations*
• Interact with District Vice President for Marketing &
Public Relations
• Prepare/distribute Chapter/Society Materials to Public
* (If no separate VP-MKT&PR)
– Provide Chapter Leadership for Membership
Growth, Retention and Marketing
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Chapter Development VP
Society Resources
• Society Operations Manual
– Detailed Job Descriptions
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Chapter Management Guide
Chapter Secretary Manual
Music Leadership Team Manual
Society Web Site
Chapter Counselor (aka Coach)
Each Other
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How about a song?
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Remember this . . . .
• If you think you can... you’re right.
• If you think you can’t... you’re right.
– Henry Ford
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~ Chapter Development ~
Let’s Get Ready To Recruit!
“Singing Is Life!”
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What are you asking someone to join?
• Does Your Chapter Have an Appealing Product?
• Good Singing? - Chorus & Quartets
• Active Chapter Programs?
• Good Administration?
• Fellowship and Activities?
• Are meetings Fun?
• Do your current members like what they have?
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Getting Started - Five Steps
• Develop a Recruitment Team
• Develop a Recruitment Plan with Them
• Coordinate Your Plan with Others
• Train Your Team to Recruit
• Then… JUST DO IT!
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Sources of New Members
• Member Referrals
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Friends / Relatives / Neighbors
Business Associates, Customers, etc.
Church Choir Members
Music, Fraternal & Business Organizations
Others?
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Develop comfortable questions
to engage prospects.
– Who do you know that enjoys singing?
– Did you sing in school?
– Have you had voice training?
– You have a good voice…Where do you sing?
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More Questions...
• Do You Like to Sing?
• Would you like to
improve your Musical
and leadership Skills?
• Do You Enjoy:
– Performing?
– Fellowship?
• Are You Interested in
Attending Our Next
Show?
• Who do you know that
may enjoy this hobby?
• May I Pick you up?
Just Do It !
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Great idea! . . .
Pitch, please.
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Personal Contacts
• Create A Prospective New Member Data Base
– Organized contacts will yield potential members, tickets
sales, sponsors, and support for your chapters.
• How To Contact prospects...
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In Person
Letter
Telephone
E-mail
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Have A List of Prospects...
Have Questions to Ask...
• Contact a prospective member.
• Contact a prospective source.
• Contact a stranger.
The critical MUST is to DO IT!
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Personal Visitations
• In Home Contacts
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SPEBSQSA Materials
New Member Kit
CD/Tape Player
Quartet/Chorus Recordings
Barbershop Video
• Evaluate Singing Interests
• Offer Rides, Show Tickets, Sponsorship
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Other Recruiting Options
• General Advertising
– Radio and Television
– Local News Media
• Targeted Marketing
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Musical Experience
Expressed Interest
High School/College Yearbooks
Show patrons/Sponsors
Other
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Correspondence
• Use Chapter Letterhead
• Professional Appearance for Letters.Cards
• Include Chapter Name, Address, Phone & Contact
• Offer Transportation and Map
• Refer to the Society (& Chapter) Vision Statements
– “The Society is to be an ever-growing fraternity of
barbershop-style singers, leading the cause of
encouraging vocal music in our schools and communities.”
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Telephone Contacts
• Have a Workable Plan
• Develop A List of Questions
• Establish Positive Rapport
• Record Results
• Follow Up As Necessary
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Follow Up Contacts
Immediately After Initial Contact:
• Ask Questions to Confirm Interest
• Offer Transportation Pick Up
• Update Potential Member Master File
• Obtain Names of Other Potential Members
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Recruitment Aids
• Chapter Management Guide
– Chapter 3, Page 13
– Chapter 9
• Other Paper Aids
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Recruitment Messages You Can Share
Sample Newspaper Ads
PK’s Top Recruiting Tips
More New Ideas
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More Recruitment Aids
• Society Web site
• Chapter Web Site
• Brochures
• Stationery
• Artwork
• Cards
• Manuals
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Recruiting is best aided
by a song!
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~ Chapter Development ~
Taking Recruitment to Whole
New Levels
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When a guest visits the chapter.
• Welcome Guest:
– Sign the Register
– Provide Name Tag
– Assign a “Buddy”
– Provide Guest Song Book
– Introduce Guest before Break
– Get Guest Involved in Singing
– Members Interact with Guest
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Level 1 Recruitment Tips
• Chapter Mailing lists
• Telemarketing
• Yearbooks
• Speak at events
• Take it to the street!
• Play an Away Game
• Keep The Whole World Singing
• Former Member Letter
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More Level 1 Tips
• Open House
– The good old-fashioned Open House still brings in the
prospects and makes 'em feel at home.
• Share Your Prospects
– Just imagine ... Every man getting referred to the
chapter which fits his personal needs best. Wow!
• Who Do You Know?
– Sometimes we need a little prompting to remember all
the people whose paths we cross in a given day. This
form can help!
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Even More Level 1 Tips!
• Storefront Display
– Use a storefront display to attract attention to your
chapter.
• Turn Your Radio On
– Make use of the exposure local radio can give you.
• Wanna Sing?
– The “Wanna Sing?” program is designed to get
potential members to attend a regular chapter meeting,
and can be used in conjunction with the Auditions for
Admissions, traditional guest nights, open houses, or
any other recruitment program.
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Level 2 Recruitment Tips
• Fair & Convention Booths
– Local fairs, conventions and community expos can
be a great place to spread the word about your
chapter and chorus.
• Speak at a Community Event
– How can you recruit if no one knows your chapter
exists? Get out there and speak to the dozens of
community groups which are always looking for a
special program!
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More Level 2 Tips
• Analyze Irregular Attendance
• Recruit at Performances
• Use Women to Find Men
• Appeal to Young Singers
• Get Guests/New Members Singing
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Even More Level 2 Tips!
• Holiday Chorus
– Create a Community Men's Holiday Chorus and bring
in singers for a short-term project. A lot of fun, and a
great way to "soft sell" your chapter to potential
members. Download the full four-page Men's Holiday
Chorus brochure (stock #4202).
• United We Sing
– Built on the same concept as the Holiday Chorus with
the focus on patriotic songs and community singing
opportunities
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Level 3 Recruitment Tips
• Auditions for Admissions
– The AFA program is a six-week program designed to
find strong singers for your chapter's chorus.
• Class of 2002
– The Class of '02 is an eight-week orientation program
that emphasizes training in the barbershop style.
• MEmbership Begins With ME!
– A favorite of the 1980s, MEmbership Begins With ME!
is a great program for a chapter with a strong music
team.
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Wow! A Tag . . .
That’s more like it!
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Extension Sites
• Throughout the last 20 years, the number of
chapters has remained constant.
• Breakthrough results are needed to reverse
the downward trend in membership.
• New locations for chapters are needed.
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Working Extension Sites
• Generally uses the combined efforts of the
District Offices and the Society Staff.
• Local contact people may be involved with
proper training.
• Concentrated effort and highly focused.
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New Site Responsibilities
• District officers will
research the sites first.
• Staff will visit the sites.
• Chapter Conselors will be
assigned to sites.
• Integrated Product Team
will service the sites.
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Share the Dream
“There are risks and
costs to a program of
action, but they are far
less than the longrange risks and costs
of comfortable
inaction.”
John F. Kennedy
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Ready for another song?
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~ Chapter Development ~
Retention
“Luv ‘em… or Lose ‘em!”
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Retention
• Why Do Members Leave?
• What Can Be Done About It?
• What Resources Are Available?
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Anticipate Potential Losses
• Members Complain
• Miss Chapter Meetings
• Miss Performances
• Don’t Volunteer for Duties
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Reasons For Leaving
• Available Time to Learn New Music
• Work Commitments
• Not Having Enough Fun
• Expensive Hobby
• Other?
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Do we know why we lose
members?
• Nearly 50% drop in the first year
of membership
• Seven-year itch
• 20-years – time to go
• 40% are inactive
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Lost Member Analysis
• Die - 3%
• Move Away - 5%
• Wooed To Another Interest - 12%
• Product or Service Failure - 15%
– Of these, 65% are lost to Poor Service.
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What To Do About It
• Determine Member Wants/Needs
– Mission Statement
– Preference Survey
• Evaluate What Changes Would Help
– VP-CD Chapter Evaluation
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Contact Missing Members
Increase Personal Recognition
Get Members Involved
Find Ways to Improve Chapter Meetings
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More Keys to Retention
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Thorough Orientations & Periodic Updates
Singing! Less talk more harmony.
“Lifeblood” Chapter Meetings - Variety
Performance Opportunities
A Chapter Job - Get Them Involved
Coaching - Individual & Group
Recognition - Reward Extra Effort
Facilitate Learning - Learning Tapes
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Recognition resources
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Lapel pin
Man of Note
Big Ten Award
BOTY
Hall of Fame
Awards
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Retention Aids
• The Music Leadership Team Manual
– Stock # 4042
– Paragraph 1.2.5 Membership Retention
• Chapter Management Guide
– Chapter 3, Recruiting & Retention
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We pause for yet
another song. . .
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~ Chapter Development ~
Planning,Goalsetting &
Scheduling
Objective: Provide an overview of the
planning process and emphasize the
importance of planning at the Chapter level.
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Overview of Planning Process
• Starts with a need or desire to improve
something.
• The objectives of the PLAN must be shared
with others.
• Everyone needs to understand why the
PLAN is important.
• Requires continual communications about
status and results.
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Planning Your Chapter’s
Success
• Success doesn’t just happen or happen
overnight...
– You’ve got to WANT to achieve success
– You must be thorough in your planning
– You must be patient in your approach
– You must be committed to the outcome
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Planning For Success (Cont.)
• Research Society and District Programs
– Many successful programs already exist.
– Adapt them to your chapter’s needs.
• Dream “BIG” - But Dream “REAL”
• Requires hard work, commitment, and
follow-up
• Plan needs to be documented
• Modify as necessary, but never give up
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How to Plan Effectively
WHAT? - WHEN? - HOW? - WHO?
• Identify “what” you want to accomplish
– Consider several options and alternatives.
– Determine what level of quality is acceptable.
• Determine “when” you want to finish the action
• Examine your resources (people, money,
materials, etc.)
• Identify responsibilities/accountability
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Planning S-M-A-R-T
• Goals & Objectives Should Be:
– S pecific - State precisely what you want.
– M easurable - Numbers avoid confusion.
– A ttainable - Give yourself a chance to win.
– R ealistic - Do you have the resources?
– T ime Bound - Deadlines inspire action.
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Nine Steps To A Plan
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Assemble a Team
Set Membership Goals - “SMART”
Evaluate Previous Drives - Apply Lessons
Brainstorm Ideas for Your Chapter’s Needs
Create A Written Plan
Communicate the Plan to the Chapter
Implement the Plan - Go Recruit!
Orient Guests & New Members
Follow up to Assure Retention
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Don’t Do It Alone!
• Share your dreams and/or concerns with
others.
• Identify important players and get them
involved.
• Discuss options and look for workable
solutions.
• Develop a “group plan.”
• Review, Revise, Implement & Evaluate
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Great idea . . .
Time for a song!
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Marketing and Membership
~ Getting It Together! ~
Marketing & PR Instructor:
Chapter Development Instructor:
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Marketing for Growth
• What is Marketing?
– Internal
• Orientation
• Recognition
• Appreciation
– External
• Referrals
• Advertizing
• Word of Mouth Publicity
• What is Public Relations?
– Importance of good Public Relations Program
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Market Plan
• Objective - What is your Primary Goal?
• Target Audience - Who are you talking to?
• Motivation of your Audience - What Action
do you want them to take?
• Message that Motivates Audience to your
product or service - What is your Slogan or
Theme?
• Channels to deliver your Message - How do
you get your word out?
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Your Challenge
• How Do We Work Together?
– Planning for an Event
– Identify Target Market
– What do the involved parties do to support each
other to achieve the goal?
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Marketing Resources
• Society Web Page
• News Release
• Pattern News Release
• Radio Tool Kit (CD)
• Singing is Life Video
• Interview Guide
• Speakers Guide
• Clip Art
• Barbergraphics
• Sound Clips
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Society Ops Manual
Harmony Market Place
Singing Valentine Manual
Award of Harmony
Membership Related Brochures
Young Men in Harmony
AIC CD
Videos
Chapter Management Guide
Marketing Ideas for the Chapter
Chapter Web-Pages
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Other Resources
• Chapter Officers
• District Officers
• Society Officers
• Outside Contacts
• Trade Professionals
• Students
• Individuals with specific talents and contacts.
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Planning for Growth
• Establish a time line.
• Monitor frequently.
• Rehearse for Perfection.
• Follow-up.
• After Action Review.
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Suggestions and Questions
• Thanks for your participation.
• Your input and suggestions for future
presentations are greatly appreciated.
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How about a B-flat?
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Chapter Development
The Successful Guest Night
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The Planning Stage
Who’s Included on the Planning Committee?
•VP Chapter Development
•VP Marketing & PR
•The Chapter President
•VP Music & Performance
•The Chorus Director
•Program/Hospitality Chairman
•Treasurer
Who else needs to be on the team?
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The Planning Meeting Agenda
1. Why Do We Want a Guest Night?
2. Identify Target Prospects
3. When is the Best Time and Where?
4. What Needs to be Done and When?
5. Who Will Assist? - Greeters, Buddies
6. How will the Event be Promoted?
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Planning a Guest Night
• What do I include?
1. Singing
2. A name badge for each guest
3. Singing
4. Music for each guest
5. Singing
6. Did I mention “singing?”
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I Get the Idea… Sing What?
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“The Old Songs”
“Keep The Whole World Singing”
Gang-sing old favorites - Use pre-printed lyrics.
Rounds are Fun!
Easy Tags
Free ‘N Easy Selections
Any Barberpole Cat selection
Appropriate Seasonal Songs
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What Else Do I Need?
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Good Refreshments
Give-aways
Music is good!
Register
A good emcee
A quartet
A good location
Members’ attendance
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Remember… Invite Guests!
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Who do your Members Know?
Former Members & Past Guest Registers
Chapter Mailing List
Old Year Books
Community Newspaper
High School / College Music Teachers
Local Talk Radio & Spot Ads
Speak at a Community Event
Public Performances
Sweet Adelines / Harmony Inc.
Christmas Card Lists
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Check List
• Music Team ready?
• Chapter Officers all on the same page?
• Chapter Members briefed and ready?
• Members will be wearing Name Badges?
• Have Name badges for the Guest?
• Guest sign-in sheet?
• Chapter informational packets?
• Guest Music Books?
• Refreshments?
• What else needs to be on the check list?
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The Guest Night
Treat Them Like Guests in your Home
• Follow the Plan - It’s NOT a Rehearsal
• Answer All Questions Honestly
• Treat Each Guest as an Individual
• Give Him the Opportunity to Sing in a Quartet
• Ask Each Guest to come back next week.
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FOLLOW- UP!!!!!
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Sharing Ideas
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Hmmmm.. . .
Let’s Sing One Now
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Chapter Development
The Successful Orientation Program
• Chapter Expectations of Members
• Prospective Member Expectations
• Ongoing Orientation
• Dues Programs
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Why is Orientation Important?
 50% of our new members don’t rejoin after their first
year of membership. Why?
 Retention starts the moment your prospective new
member first hears about your Chapter.
 Image is everything and that first impression tells the
whole story.
 Quality Singing attracts Quality Members.
 Orientation keeps them involved in the process.
 Orientation = Retention… It’s that simple.
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Orientation… Key to Retention
• Tells the new member what he’s joined.
• Gets him on an equal footing with the rest
of the chapter members.
• Offers him a chance to become fully
engaged much more quickly.
• Encourages him to share his new-found
hobby with his friends… to Recruit!
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Successful Orientation
Tells it like it is…
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Don’t promise things that aren’t possible.
Don’t paint pictures that aren’t accurate.
Have a written process or procedure and follow it.
Provide handouts about the Society, District, Chapter
Chorus.
Bring new members up to speed as quickly as possible,
without affecting the group.
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What does he need to know?
• His Voice Part
• Music Basics
• Qualification Procedures
• Schedule of events
• When he can sing in public
• Chapter, District & Society
Organization & History
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Effective Orientation Program
CHAPTER - Week 1
 Brochure or Flyer about the Chapter
– Vision/Mission Statement and Goals
– Special Awards
– History
– Performance Requirements
– Attendance Requirements
– Dues Program (Chapter – District - Society)
– Music Education Program
– List of Chapter Officers and Committee Chairs
– Current Picture of Chorus
– Chapter Web Site
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Effective Orientation Program
DISTRICT - Week 2
• Brochure or flyer about the District
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History
Music Education Programs
Events Schedule
List of District Officers
District Web Site
Contact your District VP of Marketing & P.R. if you need
more information about your district.
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Effective Orientation Program
SOCIETY - Week 3
• Brochure about the Society
(Introducing SPEBSQSA
pamphlet)
– History
– Code of Ethics
– Music Education Programs
– Events Schedule
– Society Web Site
– View Society Videos
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Effective Orientation Program
CHAPTER EXPECTATIONS - Week 4
• Attendance Policy
• Chorus Rehearsal Preparation
(Words, Notes, Stage Presence..)
• Riser Discipline
• Financial Commitment (In addition to dues)
• Time Requirements
• Dues Plans
Ask Your Prospect to Apply for Membership!
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Music Orientation Program
 These classes can be done weekly prior to rehearsals.
 Will vary depending on the size and experience.
 When a new member meets the qualifications or
standards of the Music Team he is recognized.
 Society Music Leadership Team Manual outlines a
Fundamental and Basic Music Orientation & Educatio
Program for new members.
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They Joined to Sing…
Music Orientation/Education Program
– Vocal Placement / Audition
– Warm-up Exercises
– Basic Craft Classes
• Sight Reading, Vocal Technique, Woodshedding
– Repertoire Learning (Make sure they have all the music.)
•Teaching Tapes/CDs
•Individual Taping while Chorus Sings
– Individual Presentation Coaching
– One-on-One Section Leader Training
– Quarteting / VLQ Experience
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EASY DUES PROGRAM
FOUR EASY WAYS TO PAY DUES
1. Easy-Dues Auto-draft:
Convenient, low monthly payments.
2. Easy-Dues Installment :
New members join for just $10, and
get 6 months free!
3. Easy-Dues Annual Payment: Simple &
Straightforward.
4. Easy-Dues Escrow :
A "Pay-As-You-Sing" Chapter Option.
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Constructive Input
 Don’t wait for him to leave to find out that you have a
problem.
Use new members to track how you are doing.
– How can you improve their musical experience?
– What will help them enjoy their hobby more?
 Don’t let... “This is the way we’ve always done it”…
be the reason for not making needed changes..
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DOES ORIENTATION END?
• How can your veteran members benefit?
• Do you keep your members updated?
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Schools & Clinics
Other Chapter Shows
Conventions and Contests
New web sites of barbershop interest
New Society and District Programs
Outside Chapter Coaching & Vocal training
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Orientation Resources
• Member card
• Initiation Ceremony
• Complimentary Convention
Registration
• New Member kit
• Re:Members
• Other Chapter Programs
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What Else is Available?
• District schools
• District conventions
• Quartet opportunities
• Harmony College
• International & MidWinter conventions
• Harmony Hall
• Staff services
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ADDITIONAL DISCUSSION
SHARING IDEAS
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Remember this . . .
No one ever came to a chapter meeting to make a
deliberate mistake. When we take time to orient, we
eliminate mistakes, establish the value of the
organization and ensure that our members will
never want to do anything else when they could be
barbershopping. We fulfill our obligations to them.
Ev Nau
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The Song’s the Thing…
Fred Waring
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A Final Thought . . .
It is not the critic who counts; not the man who points out
how the strong man stumbled or where the doer of deeds
could have done them better. The credit belongs to the
man who is actually in the arena, whose face is marred
with dust and sweat and blood; who strives valiantly; who
errs and comes short again and again; who knows the great
enthusiasms, the great devotion; who spends himself in a
worthy cause; who, at best, knows the triumph of high
achievement, and at the worst, at least fails while daring
greatly.
Theodore Roosevelt
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