the american legion boys state of missouri 2010 national directors conference september 25, 2010...

The American Legion Boys State of Missouri

2010 National Directors’ ConferenceSeptember 25, 2010 Indianapolis, IN

Agenda• Welcome & Introductions• Information Management

• Recruiting• Fundraising• Orientation Meetings• Citizen Registration• Office Communications• Staff Registration & Check-In• Facility Issues• Voting• Reporting

• Discussion

Information Management

Database

Recruiting• 560+ High Schools in Missouri

• Communicate• Visit in person

• 30-45 min. presentation• To Juniors AND Sophomores

Recruiting• Staff Coordination• Search by

• Location• Non-participating• Enrollment• Top 100

• View participation history

Recruiting• Staff Coordination

• View assignments• Update visit notes

Recruiting• Log Visit

• Make notes• Confirm Info

Fundraising• Suggest a Sponsor

• How do you know them?• From church?• Parent’s company?• Friends?

Fundraising• HQ Tracking

• Contact Information• Participation• Previous Donations• Staff Assignments• Relationships

• Generate Reports & Mailings

• Balance Sheet

Orientation Meetings• Several Meetings are

held across the state

• MBS Staff can sign up to present at a meeting

Orientation Meetings

Orientation Meetings

NO SHOWS

50%

• Benefits• Reduces No-Shows• Reduces Cancellations• Citizens are better informed before session

The “Master Sort”• Sorting into cities• Sorting into parties• Room assignments

• Print Bed Tags

16 Cities of MBS

Citizen Registration• Citizen Arrivals

• Check-In• Photo for IDs

Keeping tabs on our staff…

• Maintaining consistent contact info

• Email Addresses• Email Groups

• City Counselors• Assistant City Counselors• Senior Staff

Office Communications

• Must check-in upon arrival• Confirm Contact Information

• Text casting• Mass text groups of staff• Important Schedule Updates• Severe Storm Warnings• Other campus emergencies

Staff Registration & Check-in

• Allows Staff to report issues• Reports managed by Operations Staff

• Process documentation• Easy to track and coordinate with university staff

Facility Issues

• Simple ballot creation & printing

• Error checking • No citizen appears more

than once per ballot • Votes tallied by citizens• Staff enters votes into the

system• Updates citizen

participation records• Results are published

automatically to our public website

Voting

Citizen Reports• Track Citizen’s status throughout the week

Citizen Reports• Extra curricular activities

Citizen Alumni Information• Alumni can update their

information at anytime via our website

• Used for mailings, fundraising, etc.

• Alumni Association

Conclusion• Save time• Reduce errors• Meet deadlines• Improve communication• More interaction with citizens

Questions?

THANK YOU!