CONDUCTING AN AWARDS BANQUET 2004 NATIONAL ORDER OF THE ARROW CONFERENCE

Transcription

1 420B CONDUCTING AN AWARDS BANQUET 2004 NATIONAL ORDER OF THE ARROW CONFERENCE Session Length: 50 Minutes Learning objectives: Determine why a Lodge Awards Banquet is important. Identify who should attend a Lodge Award Banquet. Develop a list of ideas for Awards. Determine various formats for holding a Lodge Awards Banquet. Review backdating techniques for planning. Required Materials: Flipcharts Power Point presentation file Handbook for Volunteer Recognition (See Appendix) Handout sample of a Lodge event program. Sufficient copies of 120 Day Planning cycle Example (Handout 1) Sample Conclave Back-dater from NOAC 2002 CD-ROM (Handout 2) Sample Chapter s GANTT chart - Annual Plan (Handout 3) TRAINER PREPARATION Prepare easels or a Power Point presentation for the recommended flipcharts shown in the Appendix. SESSION NARRATIVE Introduction: Flip chart Minutes Session name Flip chart 2 Objectives Review the Objectives that have previously been put on a flipchart. Ask if there are any questions. The follow is taken from a Handbook for Volunteer Recognition: Most forms of recognition are given on an ongoing and often daily basis. Formally celebrating volunteers and their accomplishments is usually an annual or semi-annual event. These celebrations strengthen the spirit of volunteerism, offer opportunities to build a broader community network, and for many people help to meet needs for socialization within the organization. Celebrations are often the culmination of long, hard efforts. They can function as a time for release and revitalization. They also call attention to the individual, the collective contributions of members of the organization, and build stature for the organization within the community. Order of the Arrow 1 of 6 Boy Scouts of America

2 Briefly discuss what this statement means to the participant. Inspirational Portion: Minutes Flip chart 3 The follow is another quote taken from the same Handbook for Volunteer Recognition: Flip chart 4 While once-a-year thank you ceremony cannot make up for previous neglect, formalities do have their place. Pins or charms will be worn with pride, certificates framed, and a lunch or dinner enjoyed if such festivities are a final salute in the total process of recognizing volunteers. These highly visible symbols should develop as the outward celebration of an already clearly acknowledged fact: That volunteers are cherished and appreciated. Volunteers who have worked hard know that visible symbols are testimonials to their creativity and accomplishment. Letters of appreciation, certificates, symbolic gifts, formal introductions at programs, name badges, plaques and recognition gatherings, luncheons or banquets all tell volunteers that their efforts are appreciated. Involving leadership or administration in recognition events encourages and supports volunteers and is evidence of volunteer credibility within the community. An awards banquet was one of the elements were determined earlier should be part of our Lodge Recognition Plan. The important having a documented plan can never be over-emphasized. Practicing the 7 P s will virtually always make your awards banquet a success. Lets review the 7 P s on this flip chart. Flip chart 5 7 P s The 7 P s are; Proper, Prior, Planning, Prevents, Pitifully, Poor, Performance Clues to the Riddle: Minutes Lets take some time now to develop and discuss the Goal or Purpose of an Awards Banquet. Flip chart 6 Goal/Purpose of Awards Banquet Now that we have our goals and purpose for the Awards Banquet, we need to develop a list of elements to include in our Event Planning Checklist. Flip chart 7 and 8 Event Planning Checklist Trainer Tip: The Trainer should have previously put their own list of items to include on a separate flip chart that will be used to compare how the group did on their list compared to those previously identified. Order of the Arrow 2 of 6 Boy Scouts of America

3 Lets take some time to compare this list to one that was prepared earlier. Are there any items missing from the list you just prepared that you want to include? At this point we should be ready to look at the format of the Awards Banquet. What would you include in the Award Banquet? Flip chart 9 Event format What awards should be included at the banquet? [Develop a list of possible awards on the flip chart] Flip chart 10 Awards to include The final step is always to Evaluate. Flip chart 11 Evaluate Questions to be asked: 1. Are volunteers satisfied with their roles? 2. Do volunteers themselves recruit other volunteers within the Lodge/Chapter? 3. What is the turnover rate of members in the Lodge/Chapter? 4. What does the LEC recommend in terms of changes needed in the program? Flip chart 12 Evaluate Questions to be asked: 1. How many staff attended? How important or meaningful was the event to those who chose to attend? 2. How did volunteers react to the event (speaker, arrangements, awards, program in general? 3. What do volunteers perceive as the purpose of the recognition event? Do these perceptions coincide with the goals of the event? Conclusion: 5-7 Minutes Handout a sample of a Lodge Winter Banquet or similar program. Review the objectives. Ask if there are any further comments or questions about this topic. Order of the Arrow 3 of 6 Boy Scouts of America

4 APPENDIX: RECOMMENDED FLIPCHARTS The following is a recommended list of flip chart pages that can be used for visual presentation. Developing a Lodge Recognition Program Paul Bartyzal/Tom Welna 1 2 List the Objectives While once-a-year thank you ceremony cannot make up for previous neglect, formalities do have their place. Pins or charms will be worn with pride, certificates framed, and a lunch or dinner enjoyed if such festivities are a final salute in the total process of recognizing volunteers. These highly visible symbols should develop as the outward celebration of an already clearly acknowledged fact: That volunteers are cherished and appreciated. Volunteers who have worked hard know that visible symbols are testimonials to their creativity and accomplishment. 3 Letters of appreciation, certificates, symbolic gifts, formal introductions at programs, name badges, plaques and recognition gatherings, luncheons or banquets all tell volunteers that their efforts are appreciated. Involving leadership or administration in recognition events encourages and supports volunteers and is evidence of volunteer credibility within the community. 7 P s Proper Prior Planning Prevents Pitifully Poor Performance Goal/Purpose of an Awards Banquet Event Planning Checklist Evaluation 8 Event Planning Checklist Event format Promotions Budget Timeline Income/Expense Participation # s List of Awards Attendees and Guests People 9 Event Format Order of the Arrow 4 of 6 Boy Scouts of America

5 Awards for the Banquet Evaluate Are volunteers satisfied with their roles? Do volunteers themselves recruit other volunteers within the Lodge/Chapter? What is the turnover rate of members in the Lodge/Chapter? What does the LEC recommend in terms of changes needed in the program? Evaluate How many staff attended? How important or meaningful was the event to those who chose to attend? How did volunteers react to the event (speaker, arrangements, awards, program in general? What do volunteers perceive as the purpose of the recognition event? Do these perceptions coincide with the goals of the event? Order of the Arrow 5 of 6 Boy Scouts of America

6 APPENDIX: SOURCE MATERIALS AND RESOURCES Handbook for Volunteer Recognition (from: Minnesota Office of Volunteer Service) Order of the Arrow 6 of 6 Boy Scouts of America