Supervising an Employer-Employee Appreciation Event Tricia Campbell & Lindsey Heuerman CTE 4923

The Employer-Employee Appreciation Event What is it? –Pleasant social event which recognizes those who have contributed to the co-op program Why is it necessary? –Publicly recognize and thank those who have made co-op successful –Allow students to personally thank employers –Allow more friendly and relaxed interactions between students and employers –Give students the opportunity to plan and carry out a large event –Students can practice appropriate social skills –GOOD PR!

Types of Appreciation Events Dinner –More formal –More time for longer program in the evening –The work day is over so socializing can be the focus –Good social experience for students Breakfast or Luncheon –Less formal…less chance that students will feel awkward –Shorter program, in order to fit into schedules –Lower cost

Scheduling: Fall, Winter or Spring Fall –Illustrate purpose of co-op early in the year –Students can begin to form relationships –Can be used to initiate new members Winter –Off-season for some businesses –Not so close to graduation and other busy times –End of a grading period Spring –More time to plan…basically all year…and raise $$ –Climax for the year –Build relationships for next year –Recognize award winners or those receiving diplomas

Role of Teacher Coordinator To guide the STUDENTS as THEY plan –Structure the planning by giving a broad timeline of things to be accomplished –Assure that students understand the PURPOSE of the event –Get updates from various committees –Ensure that committees are communicating with the group as a whole –Help with problems as they occur –Plan a rehearsal to make students more comfortable at the event

Committees Arrangements Invitations Programs Decorations Publicity Entertainment Reception Finance Recognition & Awards Cleanup

Arrangements Committee Responsible for: –Location: Where the event should be held –What time of day the event should be held –What the menu should be

Arrangements cont’d. Before the arrangements committee begins, they must: –Have a good idea of the approximate number of people who will be attending –The amount of money available –Any special facilities required for presentations or entertainment

Arrangements cont’d. Location—things to consider –Locate facilities large enough to accommodate the entire group comfortably –Need to check the cost per person at each potential location –Good acoustics –Adequacy of the kitchen for preparing and serving food

Possible Locations School Restaurants Hotels Community Halls Country Clubs Legion Halls YMCA

Location: School Advantages: –It is a school activity, therefore should be held at school –It is less expensive –It gets employers involved in an in-school activity –It can produce good public relations for the total school as well as the co-op program

Location: Not at school Advantages –Business people tend to be more at ease in familiar surroundings –May be somewhat easier to mange when preparations are taken care of by an outside concern

Time of Event? A good starting time is between 6:30 and 7:00 Allow 1 ½ to 2 hours for banquet

Invitations Committee Making an invitation list Work closely with teacher-coordinator, advisory committee chairperson, and the administration Work with arrangement, finance, and decorations committees The amount of money available will influence the number of guests to be invited

Invite List In addition to co-op students and their employers, any of the following may be invited –Students parents –Students on the job instructors –Executives of firms employing students –School board members –Local school or college administrators –Local vocational director –School counselors –State department representatives –Members of the chamber of commerce –State legislators from the area –Other local-vocational teachers –Other influential business persons –Spouses of the employers –Co-Op Alumni –Etc.

Invitations Committee members should: Tentatively determine who should be invited What type of invitation should be sent Consult with whole group for final decision Prepare and send out invitations Request an RSVP by a certain date

Program Committee Suggesting what activities should be included in the event Sequence they will occur Things to consider –Breakfast/Lunch or dinner event? –What time of year will it be held? Make decisions on format of program Discuss decisions with group

Activities Include: An opening ceremony Welcome to employers By the students Response By a representative of the employers Introduction of alumni Introduction of other guests Principal Speaker Presentation of awards and recognition By the students Entertainment Optional Presentation and recognition of student award winners Reports on state and national conventions Closing Remarks

Theme Example: –“Business and Schools-Partners in Education” Speakers and others participating need to be aware so they can plan accordingly

Speaker Not always in included in event Minutes Chosen from: –State or vocational student organization officers –State or vocational directors of supervisors –Teacher educators –School administrators –Outstanding employers –Outstanding alumni –Community leaders –City officials –Chamber of commerce officials –State Legislators

Programs Include: –Name of the advisory committee members –List of students with place of employment and on- the-job Employers –Objectives and purposes of co-op program –Vocational student organization’s motto or creed –Names of school administrators –Names of board members –Names of the vocational student organizations –Names of committee members –Acknowledgements

Decorations Committee Responsible for: –Selecting possible decorating plans for the event –Locating or purchasing the needed materials –Decorating the facility in advance –Staying with the theme –At the least, flowers or centerpiece should be placed on the speaker’s table –Make place cards –Present ideas to whole group

Ideas for Decorations Use dinner services that carry the organization’s emblem Decorate the dining room in the colors of the organization Place pictures around the room showing students on the job Hang up a large map showing training station locations

Publicity Committee Responsible for: –Keeping all the students informed Prior to the event, students need to be reminded of the date and keep informed of the plans to keep up their enthusiasm Display posters –Ensure that the event and the people involved receive deserved publicity Contact news media Take pictures and furnish to newspaper

Entertainment Committee Providing Entertainment is one way of expressing appreciation to the guests If possible use talents of students Instrumental or vocal music is always appropriate –Soft Background music Demonstrations and slide shows work too Talk to the other members

Reception Committee Responsible for: –Making arrangements to ensure that all guests are greeted as they arrive –Treat as guests –Not allowed to stand in a corner by themselves –Assign certain students to greet and help seat each person on the guest list

Special Guests Have a group of people be in charge of the special guests –School administration, advisory members, and board members Out of town guests should be given detailed instructions of where and when Use name tags to make things easier –Don’t have the people stand in line to get their name tags, too hard to identify special guests

Finance Committee Responsible for: –Determining how event will be financed Most often money will come from treasury of the organization May have to pay expenses for themselves, their employers, and their family guests Alumni usually asked to come as paying guests –Oversee financial needs of the other committees

Recognition & Awards Committee Responsible for: –Making plans for every person attending to be formally introduced to the total group Usually the host introduces the student, who then introduces their employer The host then introduces special guests –This may be broken up »Example: One student may introduce the members of the board and another introduces the advisory members –Determine who should be recognized and what awards need to be given.

Recognition & Awards cont’d Discuss with other members Once final decisions have been made: –Determine who will handle each of the various recognitions and award presentations –Make sure each person is aware of the assignment, the time of the presentation, and the details of what he or she is expected to do –Ensure that all certificates and awards are prepared in advance –Monitor this part of the program during event

Special Recognitions Present: –Honorary chapter membership –Certificates of appreciation to all employers –Special certificates of appreciation to employers cooperating for extended periods of time –Awards to outstanding students –Vocational certificates or diplomas to students –Scholarships to students Recognize: –Award winners of district, state, or national vocational student organization competitive events

Cleanup Committee Responsible for: –Seeing that the site of the event is left in good condition and that all equipment, props, and decorations are returned to the owners or stored –If held at school they may need to store tables and chairs and clean the facility

Follow-Up and Evaluation Thank you letters need to be written –Speakers, Entertainers, Award Donors –Those who provided facilities or equipment for no cost Prepared by co-op students themselves As a class discuss with constructive criticism and recommendations Ask advisory committee to evaluate event

Follow-Up and Evaluation cont’d Each committee should file a report following the event containing: –A log of the activities and tasks –Identification of specific problems that arose –Constructive criticism –Suggested changes for the next event