Chapter Development Class Far Western DistrictN COTS 2003

1
Chapter Development Class Far Western District/N
COTS - 2003

• Quentin Q Gates
• 91 Sudden Valley
• Bellingham, WA 98229-4821
• [phone]
• qgates_at_juno.com

2
Chapter Development ClassLand O Lakes District
COTS - 2003

• Quentin Q Gates
• 91 Sudden Valley
• Bellingham, WA 98229-4821
• [phone]
• qgates_at_juno.com

3
How about a B-flat?
4
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

5
Welcome!

• 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

6
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

7
Chapter Officer Roles and Relationships

• Know Your Job Responsibilities
• Know Other Chapter Officer Duties
• Importance of Sharing and Teamwork

8
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.

9
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

10
Chapter Development VPJob Description (contd)

• Responsibilities
• Marketing Public Relations
• Interact with District Vice President for
  Marketing Public Relations
• Prepare/distribute Chapter/Society Materials to
  Public (If no separate VP-MKTPR)
• Provide Chapter Leadership for Membership Growth,
  Retention and Marketing

11
Chapter Development VP Society Resources

• Society Operations Manual
• Detailed Job Descriptions
• Chapter Management Guide
• Chapter Secretary Manual
• Music Leadership Team Manual
• Society Web Site
• Chapter Counselor (aka Coach)
• Each Other

12
How about a song?
13
Remember this . . . .

• If you think you can... youre right.
• If you think you cant... youre right.
• Henry Ford

14
Lets Get Ready To Recruit!
Chapter Development

• Singing Is Life!

15
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?

16
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!

17
Sources of New Members

• Member Referrals
• Friends / Relatives / Neighbors
• Business Associates, Customers, etc.
• Church Choir Members
• Music, Fraternal Business Organizations
• Others?

18
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 voiceWhere do you sing?

19
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 !
20
Great idea! . . .Pitch, please.
21
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...
• In Person
• Letter
• Telephone
• E-mail

22
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!

23
Personal Visitations

• In Home Contacts
• SPEBSQSA Materials
• New Member Kit
• CD/Tape Player
• Quartet/Chorus Recordings
• Barbershop Video
• Evaluate Singing Interests
• Offer Rides, Show Tickets, Sponsorship

24
Other Recruiting Options

• General Advertising
• Radio and Television
• Local News Media
• Targeted Marketing
• Musical Experience
• Expressed Interest
• High School/College Yearbooks
• Show patrons/Sponsors
• Other

25
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.

26
Telephone Contacts

• Have a Workable Plan
• Develop A List of Questions
• Establish Positive Rapport
• Record Results
• Follow Up As Necessary

27
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

28
Recruitment Aids

• Chapter Management Guide
• Chapter 3, Page 13
• Chapter 9
• Other Paper Aids
• Recruitment Messages You Can Share
• Sample Newspaper Ads
• PKs Top Recruiting Tips
• More New Ideas

29
More Recruitment Aids

• Society Web site
• Chapter Web Site
• Brochures
• Stationery
• Artwork
• Cards
• Manuals

30
Recruiting is best aided by a song!
31
Chapter Development

• Taking Recruitment to Whole New Levels

32
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

33
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

34
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!

35
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.

36
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!

37
More Level 2 Tips

• Analyze Irregular Attendance
• Recruit at Performances
• Use Women to Find Men
• Appeal to Young Singers
• Get Guests/New Members Singing

38
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

39
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.

40
Wow! A Tag . . .Thats more like it!
41
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.

42
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.

43
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.

44
Share the Dream

• There are risks and costs to a program of
  action, but they are far less than the long-range
  risks and costs of comfortable inaction.
  John F. Kennedy

45
Ready for another song?
46
Chapter Development

• Retention
• Luv em or Lose em!

47
Retention

• Why Do Members Leave?
• What Can Be Done About It?
• What Resources Are Available?

48
Anticipate Potential Losses

• Members Complain
• Miss Chapter Meetings
• Miss Performances
• Dont Volunteer for Duties

49
Reasons For Leaving

• Available Time to Learn New Music
• Work Commitments
• Not Having Enough Fun
• Expensive Hobby
• Other?

50
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

51
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.

52
What To Do About It

• Determine Member Wants/Needs
• Mission Statement
• Preference Survey
• Evaluate What Changes Would Help
• VP-CD Chapter Evaluation
• Contact Missing Members
• Increase Personal Recognition
• Get Members Involved
• Find Ways to Improve Chapter Meetings

53
More Keys to Retention

• 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

54
Recognition resources

• Lapel pin
• Man of Note
• Big Ten Award
• BOTY
• Hall of Fame
• Awards

55
Retention Aids

• The Music Leadership Team Manual
• Stock 4042
• Paragraph 1.2.5 Membership Retention
• Chapter Management Guide
• Chapter 3, Recruiting Retention

56
We pause for yet another song. . .
57
Chapter Development

• Planning,Goalsetting
• Scheduling

Objective Provide an overview of the planning
process and emphasize the importance of planning
at the Chapter level.
58
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.

59
Planning Your Chapters Success

• Success doesnt just happen or happen
  overnight...
• Youve 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

60
Planning For Success (Cont.)

• Research Society and District Programs
• Many successful programs already exist.
• Adapt them to your chapters 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

61
How to Plan EffectivelyWHAT? - 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

62
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.

63
Nine Steps To A Plan

• Assemble a Team
• Set Membership Goals - SMART
• Evaluate Previous Drives - Apply Lessons
• Brainstorm Ideas for Your Chapters 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

64
Dont 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

65
Great idea . . . Time for a song!
66
Marketing and Membership
Getting It Together!

• Marketing PR Instructor
• Chapter Development Instructor

67
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

68
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?

69
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?

70
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

• 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

71
Other Resources

• Chapter Officers
• District Officers
• Society Officers
• Outside Contacts
• Trade Professionals
• Students
• Individuals with specific talents and contacts.

72
Planning for Growth

• Establish a time line.
• Monitor frequently.
• Rehearse for Perfection.
• Follow-up.
• After Action Review.

73
Suggestions and Questions

• Thanks for your participation.
• Your input and suggestions for future
  presentations are greatly appreciated.

74
How about a B-flat?
75
Chapter Development

• The Successful Guest Night

76
The Planning Stage

• Whos 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?
77
The Planning Meeting Agenda

• Why Do We Want a Guest Night?
• Identify Target Prospects
• When is the Best Time and Where?
• What Needs to be Done and When?
• Who Will Assist? - Greeters, Buddies
• How will the Event be Promoted?

78
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?

79
I Get the Idea Sing What?

• 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

80
What Else Do I Need?

• Good Refreshments
• Give-aways
• Music is good!
• Register
• A good emcee
• A quartet
• A good location
• Members attendance

81
Remember Invite Guests!

• 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

82
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?

83
The Guest Night
Treat Them Like Guests in your Home

• Follow the Plan - Its 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.

84
FOLLOW- UP!!!!!
85
Sharing Ideas
86
Hmmmm.. . . Lets Sing One Now
87
Chapter Development

• The Successful Orientation Program
• Chapter Expectations of Members
• Prospective Member Expectations
• Ongoing Orientation
• Dues Programs

88
Why is Orientation Important?

• 50 of our new members dont 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 Its that simple.

89
Orientation Key to Retention

• Tells the new member what hes 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!

90
Successful Orientation

• Tells it like it is
• Dont promise things that arent possible.
• Dont paint pictures that arent 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.

91
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

92
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

93
Effective Orientation Program

• DISTRICT - Week 2

• Brochure or flyer about the District
• 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.
94
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

95
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!
96
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
  Education Program for new members.

97
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

98
EASY DUES PROGRAM

• FOUR EASY WAYS TO PAY DUES

• Easy-Dues Auto-draft Convenient, low monthly
  payments.
• Easy-Dues Installment New members join for
  just 10, and get 6 months free!
• Easy-Dues Annual Payment Simple
  Straightforward.
• Easy-Dues Escrow
• A "Pay-As-You-Sing" Chapter Option.

99
Constructive Input

• Dont 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?
• Dont let... This is the way weve always
  done it be the reason for not making needed
  changes..

100
DOES ORIENTATION END?

• How can your veteran members benefit?
• Do you keep your members updated?
• Schools Clinics
• Other Chapter Shows
• Conventions and Contests
• New web sites of barbershop interest
• New Society and District Programs
• Outside Chapter Coaching Vocal training

101
Orientation Resources

• Member card
• Initiation Ceremony
• Complimentary Convention Registration
• New Member kit
• ReMembers
• Other Chapter Programs

102
What Else is Available?

• District schools
• District conventions
• Quartet opportunities
• Harmony College
• International Mid- Winter conventions
• Harmony Hall
• Staff services

103
ADDITIONAL DISCUSSION
SHARING IDEAS
104
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

105
The Songs the Thing Fred Waring
106
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