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

2. 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.

3. 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

4. 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 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.

5. Planning an Event for JETAANY & Subchapters

6. 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.

7. 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.

8. 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.

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

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

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

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

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

14. 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

15. Japan-A-Mania

16. Chopstick Challenge

17. Karate Demonstration

18. Onigiri Making

19. Yosakoi Dance Lesson

20. Try on a Yukata

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

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

23. Special Events Special Events Upstate Fall Apple Picking
Japan Heritage Citifield
Fall Hike

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

25. 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.

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

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

28. Special Interest Group
Volunteer organized
Single event
Passion project

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

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

31. Rameneers

32. 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

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

34. 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

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