Plan Ahead
- Submit the Meeting Schedule form with as much detail as possible. Region meetings are featured in the TEPSA events calendar. Submit the Region Meeting Schedule form. Contact Todd if you have questions.
- Many regions schedule joint meetings with service centers, secondary principals or other regional events.
- Prepare a stimulating program of professional value to both your prospects and members. Attendees tell us they want to leave with an idea they can immediately use on their campus.
- Contact Joni to schedule a TEPSA officer or staff member to speak. Review the planning checklist.
- Door prizes are a great way to build excitement. Order TEPSA products 2-3 weeks prior to your meeting to allow time for shipping. An invoice will be included in the package. Many regions also work with outside vendors.
Promotions
- Send region meeting information, including date, time, location and speaker to members and nonmembers in your TEPSA region at least four weeks in advance.
- Use email reminders and/or postcards as follow-up. TEPSA can send emails for you.
- Download membership lists to create targeted mailing lists for regular mail.
At the Meeting
- Greet people as they arrive. Have them sign an attendance roster and make a name tag.
- Place the agenda, minutes from the last meeting and treasurer’s report on the chairs for attendees to review as they arrive rather than reading them aloud during the meeting.
- Minutes and treasurer’s report must be approved by voting members. It isn’t necessary to read the minutes if attendees have had a chance to review at their table. State that the reports stand approved as presented unless there are corrections.
- Give a welcome, especially to prospective members. Invite guests to be introduced, and encourage members to share region/position changes.
- If you have a sponsor, allow him or her to give 2-3 minutes of remarks. Be sure to thank the sponsor for supporting TEPSA.
- Provide time for refreshments and networking.
Membership and Demonstrating TEPSA’s Value
- Prospects want to know what benefits they can expect if they join TEPSA. This is a good reminder for current members too. Explain the purpose and nature of TEPSA. Provide a quick overview of upcoming professional development, information resources and networking opportunities offered by TEPSA.
- Display membership literature – TEPSA mails a box to you approximately two weeks prior to your meeting.
- Have members and nonmembers introduce themselves. Arrange for two or three of your regular members to give a quick testimonial on how TEPSA has enhanced their careers and helped them grow in their profession.
- Give your prospects the opportunity to join.
- Share your region’s membership goal and ask each attendee to commit to calling one nonmember in their area.
- Identify key communicators who can serve as school district liaisons.
After the Meeting
- Send a thank you note to the sponsor. Send the sponsor’s name and contact information to Kristina.
- Review attendance list and send corrections to Elizabeth.
- Follow up with nonmembers and ask your school district liaisons to do the same.
Follow Up with Prospects
- Use a guest register or some other means of recording who attends your meeting.
- Follow up with an email within one week of your region meeting.
- Follow up by phone in two weeks. Ask what they liked and did not like about the meeting and remind them of upcoming TEPSA events. Find out why they are or are not interested in joining.
