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1
ADVENTURE IS WAITING
LAUNCH INTO SCOUTING
2015 Cub Scout Fall Recruitment Guide Black Hills Area Council, Boy Scouts of America
1
Blast Off Into Scouting…Build Your Adventure!!
2015 Cub Scout Fall Recruitment Overview
Black Hills Area Council is preparing to launch into an exciting fall Cub Scout recruitment in 2015.
This year, all packs will host a Join Scouting Night the week of September 8th through September
10th, at every elementary school in the council service area. The revitalized campaign will also
include an incentive for new Scouts and packs.
REASON FOR CHANGE:
A 10 year decline in Cub Scout recruiting & membership
To SIMPLIFY, provide CONSISTENCY, and develop EXCITEMENT in HEALTHY UNITS to
drive RETENTION
PLAN OVERVIEW:
Plan a Join Scouting Night at every Elementary School in the Black Hills Area Council on
one night during the week of September 8th through September 10th.
Connect recruitment to incentive to exciting program: Recruitment is supported with an
incentive item (rocket) and program elements (den, pack, and council events for all Cubs).
Develop council-level marketing resources to flood the market with this one consistent
message: “Go to your local elementary school during Join Scouting Week to Build Your
Adventure”
Expanded flyer/promotion of Scouting.
CAMPAIGN TIMELINE:
May – Training at District Roundtables
June – August: Promote Scouting in the local communities (festivals, fairs, etc.) & council-wide
media blitz
July 30th and August Roundtable- Boy Talk and Recruitment Night Training
August – School Open Houses/Meet the Teacher events
Boy talks and fliers distributed the week of August 31st-September 4th
September 5th- Join Scouting Kickoff at Main Street Square 9am-12pm
SIGN UP NIGHT on September 8th or 9th or 10th, 6:30 to 8:00 PM:
o Distribute calendar, contact lists & rockets. Collect applications and fees.
o Turn in applications and fees to council office no later than September 11th.
September – October:
o Pack Parent Orientation & Popcorn Kickoffs, Rocket launch, Den meetings
2015 Cub Scout Fall Recruitment Guide - 2 -
Fall Recruitment & Program Related Events
Providing a structured and well-organized program for boys and parents within the first two months
of joining Scouting is critical to retention. The following items will be a part of the “structured and
well organized” program in 2015:
Join Scouting Kickoff- September 5th @ Main Street Square
Join Scouting Night – September 8th, 9th or 10th!!
2015 Pilgrimage- (September 11th and 12th)
New Cub Scouts can attend Pilgrimage for 50% off!
Parent Orientation & Popcorn Kickoff (to be held in the two weeks following your Join Scouting
Night)
The purpose of this meeting is to share detailed information about Cub Scouting with new parents.
Review the program calendar for the year
Explain the budget and pack fees
o Explain the importance of the popcorn sale in meeting the budget needs of the pack
Assign boys to dens and introduce den leaders
Reach out to parents to get them involved
Get boys excited about the popcorn sale and upcoming fun events
District Roundtable (September 17th)
Rocket engines will be distributed to each pack based upon the number of completed
applications and pro-rated fees that have turned in.
o Rockets will also be available for packs to purchase for current Cub Scouts.
Deliver the Promise/ Rocket Launch
Boys (along with an adult) can bring the completed rocket to the location selected to launch it!
There will be several council coordinated day camp type events held at locations around the council–
families can go to any location that they want. They will have the opportunity to shoot of their rocket
and participate in day camp activities such as BB guns, archery, and games.
Rocket engines will be distributed by the pack to their Scouts prior to this event or at the
event
A limited number of extra engines will be available for sale if boys want to launch their rocket
a second time
Den Meetings (should start the week of September 14 – 18)
Den meeting plans featuring the new Cub Scout “Adventures” programs are now available to help
den leaders plan.
2015 Cub Scout Fall Recruitment Guide - 3 -
Pack Recruiting Coordinator
Position Description
Vision
Ensure the pack is prepared to recruit new Cub Scouts. Focus is on conducting Join Scouting Night in
the fall to achieve the packs recruiting goals.
Responsibilities
Attend orientation about Cub Scout recruiting
Encourage the pack to prepare a program calendar, budget and pack newsletter
Coordinate the pack’s grassroots marketing program
Coordinate the boy talk and flyer distribution with the school.
Coordinate the pack’s Join Scouting Night on September 8th, 9th or 10th from 6:30 to 8:00 pm
o Ensure the completion of Cub Scout applications by the parents and collect the
correct amount of fees
o Turn in the completed applications and fees to the scout service center
Attends the district recruiting headquarters no later than September 11th (after the pack Join
Scouting Night) to turn in new youth applications and fees
Arranges the location for the pack’s Parent Orientation meeting
Leads the Parent Orientation meeting
Skills Required
Good organizational skills
Good communication skills
Knowledge of the Cub Scout program is a plus
District & Council Meetings
May – Attend the district Cub Scout Recruiting orientation (at the May Roundtable)
July/August- Attend meeting on July 30th or August Roundtable to pick up recruitment
materials and review boy talk and recruitment night materials.
Available Resources & Assistance
Professional Staff
o Helps packs print recruiting fliers, door hangers, and yard signs
Council Website - Ideas and materials to assist with recruiting at www.blackhillsbsa.org.
2015 Cub Scout Fall Recruitment Guide - 4 -
- Prepare Your Flight Plan - Preparing to Recruit New Cub Scouts and Leaders
May – August Checklist:
May – recruit a Pack Recruiting Coordinator to represent the pack at district/council
planning and training meetings.
May/June – determine den leader vacancies in the pack and recruit new den leaders during
the summer months if possible.
June/July – create a program calendar for the next year.
June/July – create a unit budget and be prepared to explain to parents how much Scouting
costs and how they can help pay for the program through fundraising programs.
June/July – create a pack fact sheet or newsletter that includes contact information for
existing leaders and other general information that parents would need to know about the
pack.
July– schedule the Parent Orientation meeting in the two weeks following your Join Scouting
Night.
July – schedule den meetings to start the week of September 14-18.
August – attend the meeting July 30th or at August Roundtable to pick up yard signs, door
hangers and review boy talk/recruitment night materials.
Yard signs should be displayed beginning the week of August 17th
Door hangers should be distributed the week of August 24th
September 8th, 9th, or 10th – conduct Join Scouting Night and collect parent surveys.
Between Join Scouting Night and the Parent Orientation meeting, review the surveys to
identify parents that could help at the den meetings or be on the pack committee.
BeAScout.org
Marketing materials will direct parents to BSA’s Be A Scout website (www.beascout.org) where
they can learn more information about Scouting and locate a pack in their neighborhood. It is
important for packs to update their unit pin on the site to ensure parents have the most updated
information.
BeAScout.org Process
Parents select packs they are interested in
Packs receive an email stating they have a new member lead
Pack leader logs in to get the contact info for the parent
Pack leader contacts the parent
Pack leader logs back in to change the lead from “not contacted” to “contacted”
2015 Cub Scout Fall Recruitment Guide - 5 -
- Prepare for Take Off -
Promoting the Join Scouting Night
How much school access does your pack have?
No School Access: No fliers or boy talks.
Limited School Access: Fliers only, no boy talks.
Full School Access: Boy talks & fliers are allowed.
Packs that recruit boys in areas where limited or no school access is available will need to use different methods
to promote the recruiting meetings. Below are some suggested ways to let families know your pack is recruiting:
No School Access- Grassroots Promotion in the Community
Door hangers (beginning August 24th)
o Distribute door hangers in targeted neighborhoods and/or apartment
communities with your pack information. Door hangers are available through your
local Scout office.
Community Events
Depending on the type of community event, you may have a booth, activity or have
volunteers walking around passing out information.
o County Fair
o Farmers markets
o March in parades
Libraries
Set up a display at the local library
Participate in Library events
Churches
Vacation Bible School – Talk to boys and have information available for parents.
Church festivals – Set up an information booth
Sunday school – Do “boy talks” and have a booth set up after service with joining
information.
Church Bulletins – Announcements can be sent to area churches notifying them that the
pack will be recruiting members. Ask the church to publish the announcement in the
church bulletin the Sunday before the September Join Scouting Night.
2015 Cub Scout Fall Recruitment Guide - 6 -
Limited School Access- Promotion at Schools During Non-Instruction Time
Information Table (or Scout leaders in uniform) to distribute Cub Scouting information or
to register new Cub Scouts at the:
o Meet the Teacher night
o School Open House
o Ice Cream Social
Kindergarten registration – Have information available or a booth set up.
“Cub Scout” themed party – Have a classroom parent who is part of Cub Scouts pass
out invitations to the party. The party can serve as an additional opportunity for families
to join and learn about Scouting.
Adopt a School Program (a BSA initiative)
o This program encourages packs to create a formal partnership with the school
and do service projects for the school through the year.
o Designed to make the pack visible and bring attention to the positive influence
Scouting has on boys.
Full School Access
Boy talks
o Pack Recruitment Coordinator will arrange with the school
o Will talk to boys during lunch period or classrooms (as allowed by the school)
o Fliers and wristbands given to the boys during the visit
Wristbands
o Wristbands will be available for distribution during boy talks.
o Available by request on promotional material distribution form
Information Table (or Scout leaders in uniform to distribute Cub Scouting information or
to register new Cub Scouts at the:
o School Open House
o Meet the Teacher Night
o School Registration Days
Additional Resources & Assistance
Council Website- blackhillsbsa.org
Council Staff- Contact Garrett Sausen at [email protected] for help with your unit’s
recruiting efforts.
2015 Cub Scout Fall Recruitment Guide - 7 -
- Blast Off! -
September 8th, 9th or 10th Join Scouting Night
(Open House 6:30 pm – 8 pm)
The purpose of this open house is to register new boys and give parents the basic information
they need about Cub Scouting.
Make sure everyone is greeted when they arrive.
Have the parents put their information on the attendance sheet.
Distribute handouts:
o Application form
o Parent information booklet
o Pack calendar
o Pack Newsletter (with basic information and contact list)
o Parent talent sheet (to be collected with the application)
o Mini Boys’ Life magazine
Explain when and where the first meeting will be held (this may be a den meeting or
pack meeting).
Explain how much it costs to join & what they will need to purchase (book, uniform, etc.).
o Explain that the pack conducts fund raising projects to help families with some of
the costs (but save all the details for the pack meeting).
Collect the completed applications and fees.
These are some common mistakes that you should keep in mind about the Join Scouting Night:
Don’t spend too much time explaining every detail of the Cub Scouting program.
Parents want to know how much it will cost, when the meetings are and who the leader
will be. They want to sign up their son as quickly as possible and go home. Additional
information should be shared at the follow up meeting (either a “Parent Orientation
meeting” or the next pack meeting.)
2015 Cub Scout Fall Recruitment Guide - 8 -
Don’t ask the parents to raise their hand to
volunteer to be a leader. This method very
rarely works and if someone does raise their
hand, they are often not the best person for the
job. If you do need to recruit a volunteer, use
this time to get to know the parents. Use the
Parent Talent Survey to identify the best prospects. Then set up a meeting with them
personally to ask them to volunteer.
Don’t let parents take the applications home with them. If a parent didn’t bring money
to pay that evening, keep the application and ask them to bring payment to the next
meeting. If they say that they “are still thinking about it, or need to talk to their spouse
first”, collect the application anyway. They don’t need the application to “think about it”,
that’s what the Parent Orientation Guide and other materials are for. If you collect the
application, you will have their contact information so you can follow up with them
(because you probably won’t be able to read the attendance sheets in many cases). Also,
when parents take the applications home with them, they tend to get lost and you will
end up needing to give them another application.
- Coming in for Landing -
Post Join Scouting Night
In the time between the Join Scouting Night and the Pack Orientation meeting, do the following:
When recruiting a volunteer, do some research first, then meet face to face with your
prospect to actually recruit them.
Have all of den leaders contact the new parents to remind them about the next meeting.
Tips for Recruiting Parents to be Scout Leaders
Provide a calendar of upcoming events and activities. Everyone is busy, and scheduling is of
the utmost importance.
Provide very short expectations for the volunteer role. It should include the name of the
position, the tasks needed, the time frame, and whom they should be able to go to for help
or guidance.
Collect the applications that night!
Even if a parent forgets to bring
money, do not allow them to take
application form with them!
2015 Cub Scout Fall Recruitment Guide - 9 -
Provide a date, time and location for any training sessions that would help them become
successful.
It needs to be a personal ask – standing up in front of a large group of people and stating:
“we need help, if you are interested please call me or see me after the meeting” will not
work!
People do not respond to this because the expectations are not clear, and everyone is
always rushing around. Also, many volunteers look around and believe that “I am only
one person, there are so many others – it will be fine”. Before you know it – that
becomes a group mentality, and the pack is running very shorthanded and the program
suffers, or people become overwhelmed and burn out.
Share why they have been chosen, what particular skills or abilities they have that are needed.
People are more willing to help with things they know, enjoy or are good at. There is a very
real fear of the unknown.
Create an environment that Scouting is a family program and parents are involved in
something throughout the year. Provide a list of activities, roles, and committees to become a
part of. Get the information back from them, and be sure to follow up with them in a timely
manner. Make sure that Scouting is not a “spectator sport” – everyone is involved at some
level.
Have them be a part of planning the program, by asking them what they would like to see
the pack do throughout the year. Write their name down beside the idea. They are a prospect
to be the chair for this activity, or at least on the committee.
2015 Cub Scout Fall Recruitment Guide - 10 -
Common Defects on Youth Applications
The following items must be completed - if any of these are missed, the application can’t be
processed:
Youth members date of birth
Youth members grade
Signature of Unit Leader
Signature of Parent/Guardian
Youth date of birth and
grade
Required signatures If the youth is in the 1st
grade, the parent section
must be completed
2015 Cub Scout Fall Recruitment Guide - 11 -
Incentive Items Available for ALL Packs
Rocket & Rocket Engine for NEW Cub Scouts
The council will provide your pack with a supply of model rockets that you can give to your new Cub
Scouts at the Join Scouting Night during the week of September 8th-10th (after they have turned in a
completed and paid application).
Extra model rockets should be returned after the Join Scouting Night. Packs will be
charged for models not returned by September 18th.
Rocket engines will be distributed at the September roundtable meetings (one engine for
each new & paid youth application turned in between April 1st – September 11th).
A limited supply of rockets will be available for purchase for registered Cub Scouts that did
not qualify for a free rocket. The council will be selling these for $6.00 each.
Polo Shirt for Pack Recruiting Coordinators
As a “thank you” for coordinating the successful recruiting efforts of the pack, the council will present
a Black Hills Area polo shirt to the Pack Recruiting Coordinator when:
Notifies the District Executive of who the pack coordinator is by June 15th. Please send to
Attends the recruiting orientation on July 30th at the Scout Service Center at 6pm.
-or-
Attends the August Roundtable on August 13th for boy talk and recruitment orientation.
Submits the Scheduling and Promotional Material Request Form by August 21st
2015 Cub Scout Fall Recruitment Guide - 12 -
Incentive Items Available for QUALIFYING Packs
To be qualified for this incentive program, the pack must have:
Notifies the District Executive of who the pack coordinator is by June 15th. Please send to
Attends the recruiting orientation on July 30th at the Scout Service Center at 6pm.
-or-
Attends the August Roundtable on August 13th for boy talk and recruitment orientation.
Submits the Scheduling and Promotional Material Request Form by August 21st
Submits their recharter by November 30th including a completed JTE Scorecard.
Packs that meet the requirements above, will then be eligible for:
Pinewood Derby Cars for Your Cub Scouts
When your pack does a great job in recruiting new youth members, the council will recognize your
efforts by offering a significant savings on Pinewood Derby Cars.
Attain the pack goal for recruiting new Cub Scouts and your pack will receive a 50%
discount on Pinewood Derby cars for all the members in your pack.
Attain the pack “stretch” goal for recruiting new Cub Scouts and your pack will receive
Free Pinewood Derby cars for all the members in your pack.
The goal and “stretch” goal for the pack will be based on increasing the pack’s youth membership
over the year-end (December 31st, 2014) membership with a minimum of 5 new youth recruited.. .
Below are examples of how the goals are determined:
Pack 555 had 36 registered Cub Scouts on December 31st, 2014.
To attain the pack goal and receive a 25% discount on Pinewood Derby cars, Pack
555 would need to increase their membership by 10% (minimum of 5 youth).
Calculations: 36 x 10%= 3.6 youth
A minimum of 5 youth must be recruited to meet this goal.
To attain the pack “stretch” goal and receive FREE Pinewood Derby cars, Pack 555
would need to increase their membership by 25% over 2014 year-end in addition to the 5
youth minimum. Calculations: 36 x 25%= 9 youth + 5 youth minimum= 14 new
youth
2015 Cub Scout Fall Recruitment Guide - 13 -
Cub Scout Recruitment – Quick Check List Attend recruiting orientation at the May roundtable.
Meet with your District Executive to discuss your plans for recruitment.
Schedule your Parent Orientation meeting. See your district’s Cub Scout Recruiting Chair or
District Executive to get a date scheduled.
Late Spring/Early Summer – Plan your Cub Scout year. Determine your leadership needs;
develop a budget, calendar and pack contact information page (or newsletter). The website
has materials that will help you complete these items:
Request yard signs and door hangers from the district executive to promote your Sign Up
meeting
o Fliers will be prepared, printed and distributed typically one week prior to your
recruitment date by your District Executive. (Not all schools allow flyers)
Secure and assign the volunteers/adults you need to do a successful Sign Up meeting
o This should be an “Open House” format where parents can show up any time
between 6:30 pm and 8 pm
o Ask a Boy Scout troop to run a fun activity for the new boys, while parents do
paperwork
o Make sure that the pack checkbook will be at your Join Scouting Night.
o Review list of supply items provided by the council (see below) and determine what
other items you will need to bring
The following supplies will be available to pick up at the August Roundtable:
Youth application forms
Mini Boys’ Life magazines
Handbook information sheets
Parent Information sheets
Parent orientation guidebooks
Receipts
Door signs
Rocket kits
Arrive at least 30 minutes early to set up
Make sure each family signs in on the attendance roster
Collect parent surveys that night!
Collect ALL applications (even if a family is unsure about joining or doesn’t pay)
Mark each family as paid or unpaid on their application and on the attendance roster
Turn in all paid applications to the scout service center no later than September 11th.
2015 Cub Scout Fall Recruitment Guide - 14 -
2015 Pinewood Derby Incentive Form
(For Qualifying Packs)
Pack #___________
Committee Chair or Cubmaster
name:
Email Address:
Our Pack:
Notified the District Executive of who the pack coordinator is by June 15th. Please send to
Attends the recruiting orientation on July 30th at the Scout Service Center at 6pm.
-or-
Attends the August Roundtable on August 13th for boy talk and recruitment orientation.
Submits the Scheduling and Promotional Material Request Form by August 21st
.By August 21st, scheduled our Parent Orientation meeting for:
Date:
Time:
Location:
Submits their recharter by November 30th including a completed JTE Scorecard
All items above must be “yes” to be eligible for one of the two discounts listed below.
Attained the pack goal for recruiting new Cub Scouts. Is eligible to receive a 25%
discount on Pinewood Derby cars for all youth members in the pack.
Attained the pack “stretch” goal for recruiting new Cub Scouts. Is eligible to Free
Pinewood Derby cars for all youth members in the pack.
The number of Pinewood Derby cars your pack can receive is based on the number of
registered Cub Scouts in the pack on November 1, 2015.
Return this form to Garrett Sausen by email at [email protected] or by mail to 144 North
Street Rapid City, SD 57701. The council will email a coupon or letter to the pack leader listed above
in December if the pack qualifies for either of the two discounts.
2015 Cub Scout Fall Recruitment Guide - 15 -
Scheduling and Promotional Material Request Form Pack #___ How much school access does your pack have?
No School Access: No fliers or boy talks.
Limited School Access: Fliers only, no boy talks.
Full School Access: Boy talks & fliers are allowed.
Cub Scout Recruiting Information (Contact’s Name, Phone Number and Email will be published on Flyers):
Pack Contact Name:
Phone Email
Address:
City: State: Zip:
# of Flyers Needed___________ # of Wristbands Needed___________
Sign Up Night: September 8th 9th 10th (Circle One)
Our pack will be at these schools from 6:30 pm – 8 pm:
Parent Orientation (or Pack) Meeting:
Date:
Time:
Location:
The information for the meeting above is: Confirmed or Tentative
Email, mail or fax to your district professional. Please allow 4-5 business days for production.
Black Hills Area Council
144 North Street
Rapid City, SD 57701
P:605-342-2824 F:605-342-2826 [email protected]