Cub Scout Fall Recruitment Workbook

Additional Promotional Ideas
Also include the telephone number of a pack leader who can be contacted for more information. Contact your local
council for complete details and assistance in selecting the marketing tools that will have the most effective impact in your
neighborhood. Additional Marketing Materials can be found at www.scouting.org/marketing.
CUB
Place yard signs in strategically good locations: at high traffic areas, bus stops, and lawns of current members.
(Be sure you don’t violate city ordinances about signs.)
Post flyers and posters on bulletin boards throughout your area in key locations (schools, religious institutions,
community recreation centers, day care centers, grocery stores, malls, public libraries, pediatrician offices, etc.).
Tray liners and placemats may be used in a variety of venues, such as fast-food restaurants, direct mail, and
grocery stores (as grocery bag stuffers).
Half-sheet bulletin inserts are great tools for delivering recruiting information through chartered organization
mailings, church bulletins, community recreation centers, and as sporting event announcements.
Door hangers and postcards aid in direct home delivery of a specific invitation to join.
Public service announcements, newspapers, radio, TV, billboards, and direct mail are also ways to communicate
your invitation to join (talk with your District Executive about some prerecorded messages that are available for
your use).
Use a movie theater PSA extending your invitation to join in local movie houses.
Ask schools to put joining information in student electronic mailboxes and on school Web sites. Automated
messages can be programmed for boys in each grade.
Grocery stores might print your message on their grocery bags, if arranged early enough.
Get local advertisers to include your message in their “drop-in flyers.”
Promote the round-up night with all chartered organizations in your community (religious institutions, schools,
service clubs, youth organizations, etc.).
Set up a sample campsite outside in a high traffic area for boys and parents to show them that Cub Scouts go
camping. (Good locations include malls, superstores, schools, religious institutions, child-development/day care
centers, parks and recreation centers, and community centers.)
Set up a pinewood derby track at a high-traffic area for boys and parents (see list above for suggested sites).
Promotional Materials Availible
8.5”x11” Flyers, availible from your District Executive. Can be customized and printed/delivered to local school (s).
11”x17” Posters, availible from your District Executive. Can be customized for each unit and/or organization.
Cub Scout yard signs, availible from your District Executive.
Longhouse Council
Longhouse Council
SCOUTS
The following is a list of promotional ideas that can help you be more effective in getting your message to the boys and
families in your community. Be sure to include in all your promotional materials an invitation to your round-up event,
including date, time, place, and a brief but exciting description of pack activities.
Fall Recruitment
Workbook
Pack Recruitment Timeline
May and June
ˆˆ Identify Unit Representative for your unit, relay contact information to District Membership Chairman.
July and August
ˆˆ Contact school superintendents and principals to secure their support and participation.
ˆˆ Order campaign marketing supplies from the Council Office (flyers, posters, lawn signs, postcards, stickers, mini
Boy’s Life, and parent’s guide).
ˆˆ Invite current scouts and families back to the Pack (a personal invite is the best).
ˆˆ Secure locations for billboards, banners, yard signs, etc.
ˆˆ Confirm dates and times of flyer distribution and rallies with schools and alternate locations.
ˆˆ Start publicity/marketing campaign. Focus on providing potential scouts with seven exposures to promotions
ˆˆ Set a recruitment goal for the Pack (# of Scouts, # of Dens, # of Adult Volunteers)
September
ˆˆ Start conducting boy talks and begin flyer distribution in schools and alternate rally locations.
ˆˆ Post billboards, banners, yard signs, etc., early and for as long as possible.
ˆˆ Conduct school rallies or sign-up programs as scheduled.
ˆˆ Assure that all new leaders receive Youth Protection and position-specific training and that it is recorded by the
council or in the Unit Training Tracking Tool.
ˆˆ Encourage all of your Scouting family’s to participate in Council/district outdoor events (Cub Adventure Weekend is
planned for Camp Woodland in October).
ˆˆ Send thank-you letter and token of appreciation to school superintendents, school principals, and chartered
organizations for their support.
October
ˆˆ Continue recruiting presentation and rallies until recruitment goal is exceeded.
ˆˆ Continue to assure training is provided to and recorded for all new leaders.
ˆˆ Conduct a Pack overnighter or other new-member event (Cub Adventure Weekend for example).
Your Unit’s Sign-up Night
What to do if...
You run out of applications. Go ahead and collect the fees and use the attendance cards as applications. Have
the new den leader complete a “New Den Membership Roster.” Inform parents that applications will be filled out
at units next meeting.
The school is locked. If you don’t know where to go or to call to get a key, hold the meeting in the parking lot or
at any nearby facility.
Your School Night partner (Coordinator or Organizer) doesn’t show up. Using this check list, do your best to
fill in for him/her and go ahead with School Night. If you don’t have a bag of materials, be sure to get everyone’s
name, address, etc. Scramble…be flexible!
A boy shows up without a parent or adult. If he has brought his fees with him, ask another adult to help him fill
out an application and go ahead and sign him up. If he does not have his fees, send the application home with
him and tell him to bring it and his fees to his first meeting.
The parents don’t have any money with them. Have the boy fill out an application and ask the Den Leader or
Scoutmaster to keep it. Tell the boy to take his fees to his first meeting.
Bring A Buddy Event
A Bring a Buddy Event works well as a follow up program for Packs after the initial Sign-up night. Ask each member of
your unit to invite a guest to your next meeting. Offer incentives for current scouts who recruit another member to your unit
(i.e. the recruiter patch or special gifts). Caution: If you’re going to do a guest night you must have a good program (i.e. an
ice cream social, meeting at a miniature golf course, or games in a park). Most importantly do something exciting because
no one wants to join a boring organization. Develop an invitation for your Scouts to hand to their friends or use the National Bring a Buddy Campaign which can be found at www.scouting.org.
“Business” or “Buddy” Cards
Design and print attractive “business cards” for parents and Cub Scouts to distribute to friends and
other families The cards also work well as a “takeaway” at school, church, and community functions.
Consider using a child-oriented version—a “buddy card”—for the Cub Scouts to use with their friends.
Think about creating a special version to pass out with candy on Halloween.
Include pack meeting date, time, and place; leadership contact information; and a catchy slogan that
alludes to the fun new families will enjoy Print upcoming activities on the reverse side.
Fall Recruitment Team Training Dates
November
May 2014 - Meeting of all District location team members (District Membership, Commissioner, and Training
members), for training to prepare for the Fall program.
ˆˆ Continue recruiting presentation and rallies until recruitment goal is exceeded.
August 2014 - Fall Recruiting Kickoff where Unit representatives are trained and meet their District team members.
ˆˆ Conduct a Pack round-up committee meeting to review results and develop follow-up strategies.
ˆˆ Continue to assure training is provided to and recorded for all new leaders.
ˆˆ Recognize staff members and key volunteers who achieve their Cub Scout round-up campaign objectives.
Longhouse Council
September - October 2014 - Fall Recruitment events held.
October - November 2014. Big Pack Activities held and Leader Specific Trainings held.
Your Unit’s Sign-up Night
Unit Representative Responsibilities
Second half of main meeting: Attend the District School Night Kickoff.
Have the District Training Member complete Fast Start training for all adults during this time.
Confirm School Night date(s) while at District School Night Kickoff.
Have the Unit Trainer talk briefly about helping new leaders get started—monthly unit leaders’ meetings, Basic Leader
Training, Mandatory Youth Protection Training and roundtables.
Identify existing leadership and leadership needs. Provide this information to your District Coordinator.
Invite the Unit Representative to talk briefly about the unit’s plans for the future.
Secure enough Pack leadership to successfully conduct School Night.
Provide printed contact information for leaders of the unit. Be sure everyone goes home with a name and phone number
or e-mail address.
Encourage everyone to attend the Cub Scout Family Campout (review the date and location), and to let them know that
participation in the Popcorn Sale is required.
Registration: Assigned to_________________________
Collect applications and fees in one of two ways:
If you have a small crowd (one or two dens) ask the parents to come up to your table by den and you collect from them individually.
If you have a large crowd (three or more dens) ask the new Den Leaders to collect the applications and fees for their den and bring them to you as a group.
In the margin of each application, mark it paid and the amount received.
Be sure the Boys’ Life box is marked if they are subscribing.
Participate in Back-to-School Night activities at your school (Boy Talks, PA Announcements, etc.).
Provide interesting displays of things the pack has done for the School Night pre-opening. Many Packs set up
displays in the cafeteria or library ahead of school night.
Encourage all current Cub Scouts to wear their uniforms to school on the day of School Night.
Follow up with all new leaders and boys to make them feel welcome and a part of the pack. Encourage them to
attend Basic Leader Training the as soon as possible after School Night. Share the Council-wide list of dates and
locations.
District Coordinator Responsibilities
Attend the Program Kick-off. Visit with the Unit Leader to coordinate activities.
Pick up your ordered School Night box from your District Executive.
Have checks made out to “Longhouse Council, BSA”
Call the school principal the day of School Night to make sure the promotional announcement has been made to
the boys and to make sure the school will be open.
Keep attendance card of any boy who fails to register. Add their name to the den roster.
Preside as Master of Ceremonies at School Night at assigned school(s).
Closing: Assigned to_________________________
Announce the upcoming training and meeting dates and locations.
Ask all new leaders to remain with you and dismiss all other parents and boys.
Thank everyone for coming and close with an inspirational thought, emphasizing the importance of family involvement.
After the meeting:
Verify money and registration applications and prorate fees if necessary.
Keep the unit copy of each Application for Youth Membership; give other copies and fees to the District Unit Coordinator or
District Executive (if they are not present then get them to the local council within 48 hours.)
Forward adult applications and fees to the local council service center as soon as they have been approved by the
chartered organization, keeping the unit copy.
Check to make sure the room is clean and returned to its original order.
Meet with the new leaders and direct them to the Online Learning Center to begin their training. Training can be found at
www.myscouting.org under the e-learning link.
After the Meeting (School Coordinator):
Collect the report envelopes from the unit representative(s), and the organizer(s). Each should contain all of the applications
for the new boys and adults and their fees.
Check each envelope to be sure the information on the applications totals the amount collected. Fill in the front of each
envelope.
Longhouse Council
Have parents fill out youth applications and attendance cards on School Night.
Assist in the organization of new dens.
Collect reports from each unit leader following their meetings. Take the completed report envelopes and attendance
cards with applications and fees to the district membership chairman or district executive.
District Commissioner Responsibilities
Attend the District School Night Kickoff.
Attend School Night Events as aid for Pack and membership team. Help with parent break out with Training Team
member.
District Training Responsibilities
Attend the District School Night Kickoff and Unit School Night.
Complete Fast Start Training for all adults during parent breakout.
Schedule a training follow-up specific for Den Leaders and stress importance of said training.
Class Room Rally / Boy Talk
Preparation: Ask principal for a brief meeting of all boys of Tiger Cub and Cub Scout ages either by going from
classroom to classroom (preferred) or in a special assembly (rally). To be held during school hours 1-2 days
before School Night.
Purpose of meeting: To excite and enthuse boys to come to School Night and to inform them of what to bring.
Presentation Format: Any of these presentation formats can be successful. Use the one that is most convenient
for the school or organization:
All-boy assembly
Small-group presentations.
Lunchtime/Recess.
Alternate Presentation Methods: Some schools do a “morning news show” on closed circuit TV. This should
only be used if the classroom to classroom or rally option is not available. Remember to look directly into the
camera and do your same presentation. Remember to use your same hand motions and gestures. It works!
Boy Talk Agenda
Your Unit’s Sign-up Night
Before the meeting: Assigned to_________________________
Set up tables and chairs as needed and Scout project exhibits.
Make sure all materials and equipment are on hand (Membership Kits from District Executive):
Name tags, attendance cards, pens, calculator, Parent Talent Survey, Youth and adult registration applications, and Parent Information Guides.
Place signage as necessary so location of your event can be easily found (in front of building, on doors, at turns in
hallways, etc.)
Plan pre-opening game and ceremony.
Practice your presentation.
Put on your complete uniform.
Pre-opening: Assigned to_________________________
First, stop at the office to sign-in and tell them who you are.
Greet and welcome families as they arrive. Be sure to have leaders at the door to distribute attendance cards, and
parents guide.
Ask the organization leader not to introduce you, that you will take care of that.
Start a pre-opening get-acquainted game.
Ask if anyone knows what type of uniform you are wearing. Introduce Scouting. Take about 2 minutes to tell boys
what Scouts do. “For the first time in your life you are old enough to be a _______________.”
Collect the attendance cards BEFORE you begin the main portion of the meeting.
Distribute information flyers.
Tell about Scout Night—time, place, and purpose.
What to bring? Must have a ticket—parents. Tell them the registration fee is shown on School Night flyer. Bring
parents and money to register.
Finish up with another enthusiastic statement on Cub Scouting and/or Scouting.
Have them put away the information flyers. Tell them to put the flyer in their backpack, homework folder, in their
pocket, etc.
Boy Talk Tips
Be sure to scan the attendance cards quickly for important information.
First half of main meeting:
Assigned to_________________________
Begin on time. Never punish the punctual.
Lead the Pledge of Allegiance.
Teach the Scout salute.
Lead Scout action song.
Welcome and introductions
Physically—be sure your hair is combed, you have a neat appearance, and are in uniform
Have the Unit Leader introduce leaders and guests. Have another leader take boys to a different room or outdoors for
games and activities during the main part of the meeting.
Be sure to bring the necessary materials—flyers, stickers, props, posters
Begin by using the presentation charts. This can either be presented through a projector or with posters.
Be exciting—make them remember you and want to tell their parents.
Tell the boys that their Parents are their admission ticket to the Sign-up Night.
What is Cub Scouting, What Parents Want, What Boys Want, Scouting Activities, How Does it Work, Advancement, Pack Organization, Finance, New Leader Training, and Registration.
Tell the boys to send their parents if they can’t come.
Check to see if posters are up – over water fountain, bulletin boards, cafeteria, door to boys restroom, e.t.c.
Remind current Scouts to wear their uniforms.
Avoid taking questions. Tell them “We’ll cover all that tomorrow night at the meeting.”
Leave extra flyers with teachers/principals and ask to announce School Night again on day of School Night
Carry the phone number of the Girl Scout office with you in case a girl puts you on the spot and asks about Girl
Scouts. Leave it with the teacher. Tell the girls to tell the Girl Scout office that the Boy Scout leader gave you the
number. It will also win you cool points with the teacher!
Thank the teacher for their time!
Longhouse Council
These charts will answer many of the questions parents may have. They include:
Ask all adults present to fill out family talent surveys.
Discuss Boys’ Life magazine, its value, and cost.
Review the leader’s responsibilities for each position that was included in your School Night box.
Explain that each Den needs a Den Leader, Assistant Den Leader and Committee Member.
If pack-level leadership (Cubmaster, Assistant Cubmaster, Committee Chairman) is needed, ask selected parents who
have shown interest to accept these specific positions. Let each group now select its Den Leader and Assistant Den
Leader Do not speak, but remain available for questions. Wait for each new den to respond that they have recruited
their leadership and are ready to proceed. Then distribute the Cub and Adult applications to that new den. Have the
Organizer and Pack Representative assist. Do not wait for all new dens to be ready. Do them one by one. Announce
“The Wolf den has recruited their leaders”. Get a round of applause. This encourages others to step forward.