The document provides guidance on planning service projects with other organizations. It recommends knowing the organization by researching its needs and past experiences with volunteers. When first contacting the organization, call to establish a personal connection or email for detailed discussions. Follow up with the organization before and after the project to confirm details and express appreciation for the partnership. Maintaining clear communication in a professional manner builds strong relationships.

1. S E C T I O N 6 7 E X E C R E T R E A T
A U G U S T 2 0 1 4
Optimized Event
Communication

2. Within Your Chapter

3. Planning and Promoting Events
 Allow the chapter at large to have a say in events
 Ask for ideas on leadership/fellowship/service events
 Via open surveys, committees, or during CAPS
 Confirm interest in a specific event / type of event
 For example:
 Fewer members may be interesting in attending the annual corn
maze fellowship from one year to the next.
 You may have more brothers who can drive to out of the way
service opportunities that were previously harder to reach.
 A brother may know about a cool fellowship opportunity that
otherwise would’ve been missed.

4. Planning and Promoting Events
 Make sure to give the chapter at large appropriate notice.
 Smaller events = At least 1 week notice OR announce at the chapter
meeting prior to the event (depending on the event type)
 On-campus or within walking distance
 No restrictions or minimum number of attendees
 Event lasting 30 minutes to an hour
 Larger events = At least 2 weeks notice, if possible!
 Require a certain number of attendees/drivers
 Have to travel a longer distance
 Event lasting 2-3+ hours
 Major chapter events = At least a month, if possible!
 National Service Week, Formal, Recruitment Week, Ceremonies, etc.
 If you want a majority of the chapter to participate, get it on
everyone’s calendars early on!

5. Planning and Promoting Events
 Use multiple avenues of communication to reach everyone
 APO Online Event
 Chapter Email listserv
 Chapter Group Text
 Chapter Facebook Group
 Announcements at Exec Board / Chapter Meetings
 Customize each post/email for each platform.
 Include an event logo or fun image
 Refer brothers to check their email with a text or Facebook post
 Space your posts/emails and don’t constantly bombard brothers
with the multiple copies of the same reminder in a single day.

6. Planning and Promoting Events
 Keep it as clear and concise as possible.
 Most events only require a few key points.
 What is it?
 When + where is it?
 Why attend?
 What to wear/items to bring.
 Who to contact with questions.
 Exceptions: events like recruitment week, formal, ceremonies.
 These require a lot of event-specific details, a schedule of events,
and other relevant points.

7. Planning and Promoting Events
 Stay on top of upcoming events in need of PR.
 Listen during Exec Board for what other officers may need
 Ask officers to contact you directly with what they specifically need
and when they need it
 Don’t leave everything to the last minute! If you run into issues,
recruit help from your committee/brothers who volunteer
 After the event, thank brothers for assisting & attending.
 Shout out for your committee/planning team
 Announce an MVP for a major event at the next chapter meeting
 Someone who gave 110% in helping to plan and implement the event
 Try to give a fun award or certificate

8. With Other Chapters

9. Planning Interchapter Events
 Start early! Every chapter’s schedule can fill up quickly
with important events.
 Brainstorm a number of possible events
 Joint service, fellowship, and leadership opportunities.
 Offer a variety to the other chapter
 Be flexible. Times, dates, and exact event details may
need to change to suit both chapters better.
 Communication with your fellow Section Reps/other
chapter officers is key!
 Keep your Exec Board in the loop
 Don’t just tell them something is settled! Offer them two or three
options to pick from, in case there’s an event you missed in planning
or an emergency date change pops up.

10. Planning Interchapter Events
 Plan around each chapter’s schedule.
 Start of Semester Classes:
 Alpha Gamma Phi: August 18th
 Alpha Zeta: August 27th
 Alpha Zeta Kappa: August 18th
 Delta Theta: August 25th
 Pi Omega: August 16th
Theta Theta: September 1st

11. Planning Interchapter Events
 Plan around each chapter’s schedule.
 Orientation Week
 Recruitment Week
 Homecoming
 Ceremonies
 Major Service Projects
 CAPS
 Other individual events
 Check APOonline and ask your fellow Section Reps
for these mid-semester events!

12. Planning Interchapter Events
 Plan around each chapter’s schedule.
 Fall Break:
 Alpha Gamma Phi: October 13-14
 Alpha Zeta: n/a
 Alpha Zeta Kappa: October 13-14
 Delta Theta: October 6-7
 Pi Omega: October 13-14
Theta Theta: October 16-19

13. Planning Interchapter Events
 Plan around each chapter’s schedule.
 End of Semester Classes:
 Alpha Gamma Phi: December 5th
 Alpha Zeta: December 12th
 Alpha Zeta Kappa: December 6th
 Delta Theta: December 8th
 Pi Omega: December 5th
Theta Theta: December 12th

14. Planning Interchapter Events
 Keep the chapter-at-large involved.
 When planning, take ideas from brothers on chapters and
types of events they’d like to have.
 Make sure the chapter-at-large can support this event.
 Ask brothers about non-APO events that might keep people on
campus during the event!
 Keep them posted on planning updates at meetings.
 Don’t note all details, but let them know that it’s still in the works.
 (ie: Hey, we’re still working on an event with Delta chapter! It’s
going to be a fellowship happening next month. Get excited!)
 Tell brothers the final event details at the next meeting after
you’ve finalized things with both chapter’s Exec Boards.

15. Planning Interchapter Events
 Things to Consider When Planning:
 Do you have enough drivers?
 Can enough brothers attend?
 Especially if you need to meet a certain number for a group discount!
 How much time will this event require, in terms of travel time + the
actual event?
 Is money going to be an issue?
 Are there any funds available to offset costs?
 Will brothers have enough time to save up money?
 Ask brothers about non-APO events that might keep people on
campus during the event!
 However, remember that it’s probably next to impossible to have
every brother attend. Focus on avoiding major things that are taking
huge numbers of brothers away from the event.

16. ( S P E C I F I C A L L Y F O C U S I N G O N S E R V I C E O R G A N I Z A T I O N S )
With Other Organizations

17. Planning Service Projects
 Know who you’re dealing with.
 Is this someone your chapter has worked with in the past?
 Leverage past experience in your favor.
 (ie: We really enjoyed visiting last spring and working in the
horse barn. We’d love to return on a bi-monthly basis and help
out more often!)
 Talk with brothers who have attended the service site in the past.
 Specific requirements for volunteers?
 Specific days they are not open?
 The situation at the site may change from year to year. Always ask
and see if anything has changed recently!

18. Planning Service Projects
 Know who you’re dealing with.
 Is this a new contact you’re trying to build a relationship with?
 Reference how you heard about them.
 (ie: We heard about you from a brother who interned at your
facility over the summer! Our organization would love an
opportunity to send volunteers during the school year!)
 Establish why you’re interested in volunteering at this site.
 (ie: Many of our members are looking for ways to get involved
with local animals. We’d love to get involved with x Animal
Shelter!)
 Tell them a little about who we are and what we do.
 We are a co-ed service fraternity with (#) of members searching for
opportunities to volunteer in the community.
 We regularly volunteer at a number of service sites and are seeking
another place to volunteer.

19. Planning Service Projects : Calling v. Emailing
 If you only have 1 option, work with what you have.
 If you have multiple options:
 Think about what you want to communicate.
 If you need to discuss a lot of detailed information, think of emailing.
 If you want to establish a personal connection, think about calling.
 Think about your personal strengths.
 Are you better at talking about your ideas or writing them down?
 Think about the organization.
 Some organizations may prefer email or even have a contact form on
their website.
 Others may prefer more traditional modes of contact.
 Ask the site manager how they would prefer to be contacted in
future communications.

20. Planning Service Projects : Calling v. Emailing
 When calling:
 Clearly state your name, your organization, and why you’re calling.
 (ie: Hello! I’m Mary Bidwell from Alpha Phi Omega Section 67. I’d like to
speak to [name] about volunteering at [site].)
 Write down the organization’s name, the name of the contact person,
and other pertinent information to have handy while talking.
 Have a pen/paper nearby or a blank computer document open to
take down all relevant details.
 Remember the basics: speak clearly + slowly, avoid slang, and thank
the speaker for their time.
 Make a plan to follow up with the site.
 (ie: I’ll call back in two days, after my chapter has time to discuss the
best day to visit your site.)
 If you reach a voicemail account, always remember to leave your
name, organization, reason for calling, and a phone number.

21. Planning Service Projects : Calling v. Emailing
 When emailing:
 Clearly state your name, your organization, and why you’re emailing.
 Include an informative subject line
 Be professional. Avoid shorthand/txting language.
 Try to keep the message short and to the point.
 Maintain a positive tone in your email – don’t try to communicate
sarcasm or other emotions, since it could easily backfire.
 Remember the basics: double-check your message before sending,
have proper grammar/spelling/punctuation, and thank the
individual for their time.
 Include a signature at the end of your message with your name,
contact information, and university / APO affiliation

22. Planning Service Projects
 Once you’ve made plans for an event and confirmed
plans with your chapter..
 Follow up with the organization a few days prior to the event.
 If they require an exact count of volunteers, confirm how many
people are attending. Let them know if there are any changes
to your initial estimates.
 Confirm all details of the project
 What you’ll be doing When to arrive How long it lasts
 Location of event Available parking Miscellaneous details
 If you absolutely have to cancel, let them know AS SOON AS
POSSIBLE. Do not wait until the morning of the event! Be
respectful of the organization’s time.

23. Planning Service Projects
 After the event
 If it was a one-time event, thank the coordinator + site for
working with your chapter a few days afterward.
 Send a written thank you note and have chapter members sign it.
 Send a emailed thank you note using a company like PaperlessPost
(https://www.paperlesspost.com/)
 If you’re interested in returning or making this a more frequent
site to visit, express that in your letter!
 If it was a semester-long project, thank the coordinator + site
for being a great site to work with at the end of the semester.
 Just like above, send a thank you note (either digital or written)
 Talk about members’ experiences over the course of the semester