Effective Program implementation Presented by Monica Yuki – JETAANY Board of Directors, JETAA USA Country Representative

What makes a successful event? Strong Attendance Leadership enrichment Make money Collaboration with outside organizations Frequency Increase membership U.S. – Japan Relationship Community Outreach Professional Development To understand what effective program implementation means we need to start with what does it mean to have a successful event. What are the end goals or results your chapter is trying to gain by hosting an event. Of course it can be more than one of these but it should have an idea of what you hope to get out of it. I never judge the success of an event solely on the number of attendance. Of course having 50 people show up to something is awesome but having 8 people show up to a strong breakout session can be very productive for membership enrichment and engagement.

Effective Program Implementation Know your audience Supply vs demand Membership geography Manpower Resources & funding Understand your audience. Yesterday Kyle shared some very important tips on planning for families. She mentioned you can’t have an event on a Saturday at 1pm for families but that is typically nap time. Knowing your audience also means pricing an event so that there is cost sharing but also affordable. Supply events that are needed by your members and don’t try to over fill the calendar. This will help reduce over exhausting your leadership Membership geography – many of our chapters are really spread out so find a place that is convneintly located. In NY it should be near a subway or train. If hosting an event for a sub chapter let the local alumni provide insite on what works Manpower – use your alumni! Don’t overwork the executive board Resources – piggy back on other events, partner with other organizations, do cost sharing with GIA, Mofa or grant funds

JETAANY GIA Spending Guidelines Events should meet 1+ of the following: Membership support Japan Education, awareness & services Community Outreach/Relationship Professional development for JETAANY members I recently gave a presentation in New York brainstorming what kind of events we should hold in 2017. These are the guidelines that I shared an event must follow if they want to have cost sharing with GIA funds. If the event idea does not meet one of these events than JETAANY can not subside the cost, which is not the end of the world because many events can be 100% supported by attendees.

Planning an Event for JETAANY & Subchapters

Check with JETAANY Plan Event Advertise Event Follow up Confirm dates with President Check budget with Treasurer Plan Event Secure location Sign contract Purchase supplies Coordinate with volunteers Advertise Event Send event description to JETAANY Secretary to get posted on facebook and included in the newsletter Promote event! Follow up Send photos from event to the Secretary to get posted on Facebook & newsletter Submit receipts to treasurer to get reimbursed Plan your next event! This is the path we follow in NY to plan an event. Starting with selecting a date all the way to the event wrap up. Key elements are selecting the proper location, membership involvement and followup.

Events & Programs Annual Event Special Event Special Interest Groups Unique Events & Opportunities Student Visits More…. Events in New York are broken out into these following categories. Plan to just breeze through these events to hopefully spark some ideas for other chapters to replicate in their areas. I think it is very important to collaboaroate with other chapters and share ideas because this is how many chpaters are now hosting 10+ reujnions, book clubs, Meishi Exchanges, Nihongo dake dinner and Japan-A-mania partnerships with BBBS because they learned about and event another chapter was hosting.

Annual Events Welcome Back Reception Career Forum Book Club Japan Day Hanami picnic Softball Tournament Yukata bar hop Boat Cruise Shinnenkai Pre-departure Seminar Bonenkai Quiz night Meishi Exchange Ski/Snowboard Trip Japan A Mania These are events that happen every year if not multiple times. Most chapters host Pre-departure, and returners conferences but we have added in a few other annual events. People may think that it is easy to host events in NY because we have so many members but we have worked really hard to keep enegaement level high. As you know there is tons always going on in NYC that we have to compete with people’s limited free time. So events need to be engaging and priced effectively.

Annual Events Annual Events Pre-Departure Seminar - Summer Japan Day - Spring Hanami Picnic - Spring

Annual Events Annual Events Welcome Back Reception – Fall Career Forum – Fall Meishi Exchange - March

Annual Events Annual Events Softball Tournament – Fall Yukata Bar Hop – Summer Boat Cruise - August

Annual Events Annual Events Shinnenkai - January Bonenkai - December Quiz Night -various

Annual Events Annual Events Book Club Ski/Snowboard trip w/ JETAANE Japan-A-Mania w/ Big Brother & Big Sister Organization

January February March April May June July August September October Shinnenkai Ski Trip Japan-A-Mania Meishi Exchange Harumatsuri at UN Hanami Picnic May June July August Japan Day Pre-Departure Seminar JETAANY Retreat Farewell Reception Boat Cruise Philly Obon Yukata Bar Hop September October November December Softball Tournament Career Forum Fall Hike   Bonnenkai Balance out your big events throughout the year

Japan-A-Mania

Chopstick Challenge

Karate Demonstration

Onigiri Making

Yosakoi Dance Lesson

Try on a Yukata

Special Events Typically large scale events Pre-planned in the budget One time only event Successful special events can turn into annual events

Special Events Special Events JETAANY 25th Anniversary Celebration Artist Showcase Retreat

Special Events Special Events Upstate Fall Apple Picking Japan Heritage Night @ Citifield Fall Hike

Unique Events & Opportunities One time event Opportunity through a special connection

Unique Events & Opportunities Urakenke Tea House Shoe weaving class NY cares City Clean-up New York Times Travel Expo Kyushuu Reception Minigolf night Billiards night These are events that happen every year if not multiple times. Most chapters host Pre-departure, and returners conferences but we have added in a few other annual events. People may think that it is easy to host events in NY because we have so many members but we have worked really hard to keep enegaement level high. As you know there is tons always going on in NYC that we have to compete with people’s limited free time. So events need to be engaging and priced effectively.

Unique Opportunities & Events Unique events Urasenke Tea House w/ new JETs Shoe weaving class NY Cares City Cleanup

Unique Opportunities & Events Unique events NY Times Travel Expo Kyushu Reception Nihongo Dake Billiards Night

Special Interest Group Volunteer organized Single event Passion project

Special Interest Group Photo Walking Tour Rameneers Running Club Dragon Flies - Dragon Boat Team

Special Interest Group Nihongo Dake Mini-Golf Nengajo Making Dollar Bill Origami

Rameneers

Breakout Session Large scale out-of-the-box ideas Ways to strengthen membership Event must meet 1+ requirement Membership support Japan Education, awareness & services Community Outreach/Relationship Professional development for JETAANY members Partnerships with other organization Personal interest events

Social Event Personal Interest Group Professional Development   Professional Development Japan Education/Awareness Large Scale Event Partnership / Community

Getting involved How to get involved Meet with Japanese Students Nihongo Dake Dinner Museum visit Language exchange Present at Pre-departure conference Special interest groups Start a club Join Dragon Flies Plan a prefecture reunion Host an educational seminar Share a talent Plan an excursion Organize a happy hour Write an article for JQ Magazine Promote JET at local colleges Present at Career Forum Meet with Japanese Students

Stay Connected www.jetaany.org www.facebook.com/jetaany @jetaany Stay in the loop on what is going on through various touch points @jetaany Monica.Yuki@jetaausa.com