How to create a successful sign-up event

PROMOTION IDEAS

• Obtain a list of eligible (FRPL) students from your school district and send them a targeted invitation.

• Compose the letter jointly: the school and the superintendent, or the school and the HECB.

• Translate materials into multiple languages.

• Display posters and disseminate flyers to students.

• Follow-up with an automated telephone message about three days prior to your event.

• Contact local media and invite dignitaries (mayor, congressmen, school superintendents).

TIMING/LOCATION/FACILITIES

• Start planning one month in advance of event -- conference calls are convenient and inexpensive.

• Ensure there are no conflicting events in the district; synchronize with flow of academic year.

• Choose a location accessible to local middle schools and on a public bus line, and time the event to coincide with bus and parent schedules.

• Have computer labs available to sign-up students at the event.

• Provide refreshments with a theme (i.e., an ice cream social, a continental breakfast, or a pizza and sub sandwich luncheon).  You may be able to solicit donations from local businesses to keep costs down.

• Plan to raffle items such as: grocery gift cards or movie theater tickets -- this is a good way to track attendance and keep families until the end of the event.

VOLUNTEERS/VOLUNTEER TRAINING

• Recruit volunteers who speak languages represented in your district.

• Provide volunteers with a signature item, (bright baseball caps, t-shirts, etc.) so families know who to ask for assistance.

• Train volunteers by reviewing the Q & As.

• Encourage resourcefulness and flexibility

  • TIP: if a student's SSN or SSI is unavailable - use “999999999” to complete the online application.

PROGRAM AGENDA SUGGESTIONS

• An overview of the importance of college
• A motivational speaker familiar to students
• Student panel discussion and/or alumni from local middle schools who are now college students or graduates
• Summarize College Bound Scholarship program
• Invite local community partners or college representatives to staff tables
• Provide entertainment – something the middle school students like such as music, jump rope exhibitions, etc.

SIGN-UP LOGISTICS

• Prepare computer labs: Web site up, printers on, volunteers ready to assist families

• Have school staff bring multiple copies of the State Student Identifier (SSI) numbers for students

• Print 2 copies of the signature page and give one to the volunteer

   

FOLLOW UP

• Send thank you letters or emails to all who participated; include statistics of the day.

For more information and ideas, please contact the HECB's College Bound Scholarship staff at: 1-888-535-0747.