WELCOME 2017 SITE HOSTS & VOLUNTEERS!

Introducing ECMC Paula Craw Director, Outreach & Financial Literacy Virginia Beach, VA DeeDee Gorman Outreach & Financial Literacy Administrator, Minneapolis, MN Miriam Gabriel Outreach & Financial Literacy Coordinator

ECMC College Nights College planning events held on the weekday evening of your choice from: February 1 to April 30, 2017 Target audience: juniors and their families ECMC provides all marketing and event materials, reimbursement for pizza and refreshments ($600 maximum), three $500 scholarships for each site, event ppt and trivia ppt   Ask about other ways in which schools have had success advertising their event

College Nights Site Host Guide Review checklist on page 5 Order supplies: Posters – write in date/time/location Entrance Signs, Opportunities books, balloons, pens, t-shirts, evaluation forms and scholarship entry forms

Have you ordered your materials? If you haven’t please do so at http://www.collegenights.org/event-supplies.html

Materials Timeline Posters to post around your school will be sent out as soon as ordered Entrance Signs, Opportunities books/Fund Your Future (CA), balloons, pens, t-shirts, evaluation forms, scholarship entry forms, and scholarship awards will be shipped approximately 2 weeks prior to your event Check under the bottom cardboard of your box for your welcome signs!

Best practices for success Promote your event early and often Robo-calls/emails to parents Posters, school billboard, PSA, newspaper Online/social media On home page On events calendar Social media Desktop screen saver Other places ? Ask about other ways in which schools have had success advertising their event

Presentation success Choose your presenters wisely Handouts to help: Making your event interactive Public speaking tips/techniques Presentation essentials Reading your audience Download from Collegenights.org site

Create a schedule for your event Sample schedule: 5:30—6:00 p.m.: Students and families arrive 6:00—6:30 p.m.: Pizza and refreshments 6:30—7:55 p.m.: College Nights presentation 7:55—8:00 p.m.: Scholarship drawing and photo opportunity for winners Ask about other ways in which schools have had success advertising their event

Evening’s schedule Presenters need to pay close attention to time Decide on a schedule and stick to it! Encourage questions, but don’t let questions make you late

During pizza time Pre-game College Nights slides (available for download from our site/state specific) Other ideas Admissions information Financial aid table

Scholarship Registration

Scholarship drawing Student winners must be present to win Let’s answer some of the questions we get each year. 1. Does it has to be given to a senior…. No, it can go to Freshman through Seniors. 2. How do the students that won claim their scholarship – There are instructions on the back but also you can direct them to our website collegenights.org for instructions also 3. Can a parent claim the award for their student – No, the student must have attended the presentation, even if they had to leave early Once the winners have been chosen be sure to write in the information on the award. Their name and the site location of the College Night Make sure to take a pic of the winners and send in their information… we will cover that a little later

Presentation Presentation is divided into four sections How college can change your life Choosing the right college Paying for college Scholarship searches and scams

Presentation Training rule of thumb One to two minutes per slide PPT contains about 40 slides including transitional slides Need to be conscious of pace to keep the event running smoothly Slides contain speaker notes Consider the notes to be suggestions

Presentation Site hosts and volunteers go to www.CollegeNights.org to download presentations English version will be posted when available Spanish version will be posted when available

Customizing presentation You will need to customize: Slide 1 – School/Host name Otherwise, we expect that the presentation will not be further modified

Spanish Presentation Two suggestions for holding Spanish presentations: Conduct a break out session for Spanish speakers and present at the same time the English version is happening 2) Use headsets for your Spanish speakers with a translator providing translation as the English presentation is happening

Presentation handouts Attendees may use Opportunities books for note-taking and as their handout

Reimbursements and administrative details Completed W9 form required Volunteer expense report – sent with your materials Pizza, refreshments and marketing expenses reimbursement (not to exceed $600 total) Receipts required for all purchases May 15, 2017 deadline for receipt submission Usually takes about 2 weeks for a check to be mailed Talk about either paying the school or themselves and we need a W-9 for who ECMC is making the check out to.

Items that can and cannot be expensed Approved Not Approved Pizza Gift cards/certificates Soda Food other than pizza Water Gifts for volunteers Paper products Prizes for drawings Postage Customized giveaways Ads in local newspapers Meals for volunteers/staff other Balloon helium filling than event pizza Decorations Printing of other CN materials Not sure about an item? – call us in advance

After the event Items needed after the event: Photos of the event, and more specifically of the scholarship winners Names, school names, grade level and email information of the three scholarship winners Attendance estimates (total of students & parents) Receipts for pizza, refreshments and marketing expenses not to exceed $600 Evaluations (mail or email them in)

After the event Send all items to: Email: collegenights@ecmc.org U.S. Mail: ECMC College Nights Attn: DeeDee Gorman 111 Washington Ave S, Suite 1400 Minneapolis, MN 55401 Post your event photos and words on Facebook.com/ecmcfab Twitter.com/ecmcfab

After your event Complete after-event survey Provide feedback on your event: what worked, what could be improved upon and more