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YP After Hours: Standard Operating Procedure
Winona Area Chamber of Commerce
SOP Contents:
Page 2 After Hours Event Planning Timeline Page 4 Appendix A: Example flyer Page 5 Appendix B: Example agenda Page 6 Appendix C: Example emails Page 7 Appendix D: After Hours day of event timeline Page 8 Appendix E: YP After Hours Task Force duties
Page 9 Appendix F: 2011 YP After Hours Event Details
Page 13 Appendix G: YP After Hours Task Force Leader position description
Page 14 Appendix H: Example Email Sent to YPs about November and December Network Nites
Page 15 Appendix I: Example Flyer included in the YP November and December e-‐blasts
Committee Position After Hours Task Force Leader
Issue Date July 5, 2011
SOP Author Angela McGowan, YP After Hours Task Force Leader
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v Each After Hours event is held the 4th Thursday of the month January-‐October from 5:30-‐7:30PM. v As soon as the venue location for each After Hours is known, email the date of the event and the
location to Kay Matthews so she can include it in the e-‐blast and post it on the Chamber website. Week 1:
1. One After Hours Task Force (AHTF) member creates a flyer for that month’s After Hours event and emails the flyer to the Chamber’s Kay Matthews and copies Karissa Wirt on the email. For an example flyer, see Appendix A.
a. Kay should put the flyer in the e-‐blast right away. E-‐blasts are usually sent out on Mondays, so if you notice that the flyer isn’t included in the e-‐blast follow-‐up with an email to Kay.
b. Also email the flyer to the Communication/Marketing TF Leader and ask him or her to email the flyer to Della to have it uploaded to the website.
Week 2: 1. After Hours Task Force meets to discuss upcoming event
a. Meeting usually takes 60-‐90 minutes and occurs at a Chamber business (e.g., Blooming Grounds, Jefferson’s, Betty Jo’s, Bub’s, etc).
b. AHTF leader puts together an agenda and emails the agenda to task force members at least 3 days before the meeting. For an idea of what to discuss during the meeting, see the agenda provided in Appendix B.
c. AHTF leader takes notes at the meeting and emails the notes to the AHTF and copies the YP Committee Chair and Nate on the email.
2. The AHTF Leader e-‐mails Nate about securing x number of door or game prizes for the upcoming After Hours event.
a. If the AHTF decides to make a game into a competition where people win a prize, then the After Hours event does not have door prizes.
Week 3: 1. AHTF takes care of duties for upcoming event
Week of the event:
1. Monday: Kay sends out e-‐blast which includes After Hours flyer AND one AHTF member emails Kay asking for an updated YP Excel list.
2. Tuesday: AHTF leader checks in with task force members to ensure everything is ready for Thursday and reminds everyone of their event responsibilities. The AHTF leader also emails Nate to find out what prizes he secured.
3. Wednesday: AHTF sends individual emails to YPs inviting them to Thursday’s event. Prior to sending YPs an email, remove Nate and Della’s contract information from the list. For examples of emails, see Appendix C.
a. These emails can be sent using MS Outlook’s “mail merge” function so that each YP receives a personalized email. Otherwise, each AHTF member can take a section of the list and send an individual email. If people respond to the email, make sure to reply back and mention upcoming YP events they could do.
4. Thursday: Day of event. In the morning, the AHTF leader should email Kay and ask her to place certain items in the basket that Nate brings to the event.
5. Friday: One AHTF member writes and mails a thank you card to each business that donated a door prize and the place that hosted the After Hours event.
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Important Contact Numbers:
Name Title E-‐mail
Deanna Goddard After Hours Task Force Leader
Sarah Lokensgard After Hours Task Force member
Jessica Sykora After Hours Task Force member
Jed Ranzenberger Young Professional Committee Chair [email protected]
Janel Miller Recruitment Task Force Leader
Karissa Wirt Communications/ Marketing Task Force Leader
Nate Sagan Chamber Director of Business Development [email protected]
Kay Matthews Chamber Finance and Office Manager [email protected]
Della Schmidt Chamber President [email protected]
Winona Area Chamber of Commerce 902 East Second Street Suite 120 PO Box 870 Winona, MN 55987 Phone: 507-‐452-‐2272 Fax: 507-‐454-‐8814 email: [email protected]
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Appendix A Example E-‐blast flyer
Casual Networking Opportunity
Come socialize with young professionals at YP After Hours on Thursday, April 28th from 5:30-‐7:30PM at the
Winona Area Veterans Center Winona Area Veterans Center is located at: 302 East Sarnia, Winona.
Make sure to bring at least 5 business cards to exchange!
A structured networking activity begins at 6PM.
Mark your calendar and bring friends People between the ages of 21-‐ 39 are invited to join the Young Professionals!
Those who attend YP After Hours will have an opportunity to meet other area young professionals living and working in the region and improve communication skills for personal and professional
development. The flyer always includes:
1. A picture from a YP event 2. The title of the YP event (“YP After Hours”) 3. Day and time of the event 4. Event location 5. Any item that members should bring and if there’s a structured event like networking, write the time
the event will begin 6. If you already know who’s donated the prizes, include the business’s logos 7. Mention that members can bring friends 8. Include the final paragraph provided above, which details the benefits of attending the event
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Appendix B
Agenda for YP After Hours Task Force Meeting June 20, 2011
5pm, Jefferson’s 1. Recap last month’s After Hours event 2. Overview After Hours goals
Goal: 30% current YP member attendance Measurement: Review After Hours sign-‐in sheet
Goal: Find out how people heard about the After Hours event Measurement: Include a column titled, “How hear about YP” on the sign-‐in sheet
Goal: 100% of After Hours receive event sponsorship and attendants learn about area businesses Measurement: TF members provide an oral summary of what the business sponsoring the event
Goal: After Hours TF members talk to at least 3 individuals they have not spoken to before per event and obtain the person’s business card. Measurement: TF member should email the “new” people within 24 hours of the After Hours event and thank them for coming.
3. June After Hours Event a. Decide who will enact “person 1” and “person 2” responsibilities b. Who should receive a door prize? c. Recruitment to get people in the door
I. Email II. Flyer in e-‐blast III. Facebook IV. Chamber website
d. Actions taken during the event I. Sign-‐in sheet II. Help people network and get connected to others in the group III. Structured activity
e. Actions taken after the event 4. YP After Hours venues for the rest of 2011 5. Discuss areas that YP After Hours could be strengthened 6. Discuss items to mention at March 17 YP Planning Committee meeting Next TF Meeting: TBD YP Planning Committee purpose Statement:
The Young Professionals Club is a personal and professional development program of the Winona Area Chamber of Commerce that encourages young business people to interact socially, exchange ideas, share common
interests, learn about the area’s business environment and engage in the community’s future.
Winona Area Chamber of Commerce Mission Statement: To provide value to our members through business advocacy, training, economic development, and the support
of tourism.
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Appendix C
Example E-‐mails sent to YPs about After Hours
EXAMPLE EMAIL ONE (when door prize sponsor is unknown):
Hi NAME, I wanted to see what you have going on this Thursday evening, April 28th. I'm attending the YP Recruitment Drive event at the American Legion, and I hope you can attend. Casual networking begins at 5:30. Feel free to come anytime; the event runs until 7:30.
We’re having a Taco Feed, which costs $5 for YP members and is FREE for non-‐members, so you bring friends that are interested in learning more about YP. Also, make sure you bring at least 5 business cards to exchange. We’ll tell you more about the business card exchange once you arrive. I look forward to seeing you there,
NAME
EXAMPLE EMAIL TWO (when know door prize sponsor):
Hi NAME, What are you doing Thursday? You should join me at YP After Hours on Thursday, October 28 from 5:30-‐7:30p at Perkins. You’ll find us in the “Perkins Room,” located in the back of Perkins next to CG’s bar. Thursday’s event includes casual networking with a Halloween twist. To get in the Halloween sprit, feel free to wear your costume. Around 6pm, we’ll start the pumpkin decorating and Halloween Madlib contests. Contest winners may receive: 2 FREE muffins to Perkins, one of three FREE oils changes and tire rotations to Tires Plus, and one of two $25 gift certificates to Daniels Ace Hardware! This is the last YP-‐exclusive After Hours of 2010. I hope you’ll join us and bring friends. See you on Thursday, NAME
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Appendix D
After Hours day of event Timeline
v 5PM: The After Hours Task Force (AHTF) arrives at venue location to set-‐up. v 5:30: AHTF assumes their positions
o Person 1: Help people network o Person 2: Greeter/ sign-‐in attendants
§ Non-‐YPs sign-‐in on the “non-‐member” sign-‐in sheet, which includes a place for the person’s full name and email address
§ Using a printed copy of the YP Excel list that Kay emailed a task force member, highlight the name of each YP that attends the event.
o Person 3: Help people network and take pictures v 6PM: AHTF leader begins structured portion of the evening
o Welcome people to the event and point out the AHTF members o Introduce all committee members that are in attendance and allow them the opportunity to
discuss their upcoming event o Announce the YP Perks “game” o Ask Nate to say a few words about each business that sponsored a door (or game) prize o Select someone to do the door prize drawing (when applicable) o If less than 25 people are in attendance, ask everyone to go around the circle and introduce
themselves o Take group picture with YP sign o Begin structured activity
v 6:30/45: End structured activity and resume informal networking v 7:30: AHTF leader announces that YP After Hours has ended.
o If people are going out after the event, make sure to let people know. o Start cleaning up o Give Nate the sign-‐in sheets and Chamber camera
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Appendix E
YP After Hours Task Force Duties
Person 1: Task Force Leader 1. Serve as the liaison between the task force and the Chamber 2. Create task force meeting agenda and facilitate task force meetings 3. Task force meeting note taker 4. Communicate with Nate about upcoming event venue location(s) and door prizes 5. As soon as the venue location for each After Hours is known, email the date of the event and the
location to Kay Matthews so she can include it in the e-‐blast and post it on the Chamber website. 6. Welcome everyone to the event and facilitate the After Hours activity 7. Help people attending the event network 8. Every month, update the 2011 After Hours Event details sheet (see Appendix F)
Person 2: Communication Pieces
1. Create YP After Hours flyer and send it to Kay so it goes out in the e-‐blast 2. Email flyer to the Marketing/Communication Task Force Leader and ask him or her to send it to Della so
it goes on the Chamber website 3. Ensure that all After hours attendants are accounted for (in charge of highlighting YP’s names and
making sure non-‐YPs sign in) 4. Serve as event greeter
Person 3: Communicator 1. Create YP After Hours e-‐mail and send to Task Force leader for feedback 2. Email Kay to secure YP Excel list, and make sure to remove Nate and Della from the list. 3. Send email to all YPs inviting them to attend the event 4. Print off the Excel list and give the list to “Person 2: Communication Pieces” at the YP After Hours event 5. Help Nate take event pictures 6. Send thank you card to each prize sponsor and event host (Chamber will provide card and stamp)
All After Hours Task Force Members:
1. Bring activity ideas to each AHTF meeting 2. Arrive 30 minutes before each after hours event to help set-‐up 3. During the event, introduce attendants to one another and assist them with networking 4. Help clean-‐up when event is over
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Appendix F
2011 YP After Hours Event Details
January 27
Ø Location: Betty Jo’s o Wenonah Room-‐ No room fee. They’ll give us a limited menu. Angela talked to Alesha (the
manager) on November 23, 2010. Ø Activity: Speed networking (participants answered questions from the “Chat Pack.”) We put 5 questions
per page and make 20 copies, with each copy containing a different set of questions. To divide up After Hour attendants, members sat at long tables. People on the left side of the table remained stationary, and these individuals were given a sheet of paper containing 5 questions. People on the right side moved one spot to the left after about 5 minutes. So as to spark conversation about a new topic, people on the right can pick which questions to ask their new partner.
Ø Door prizes: Winona State Athletic Department (11 tickets to any home basketball game) and Betty Jo’s ($10 gift card)
Ø Attendants: About 40 YPs attended the event. Ø Notes: Good to location for first afterhours of the year; bad acoustics for speed networking … it was
really loud.
February 24
Ø Location: Acoustic’s backroom. It won’t be closed, but tables will be reserved in the back. We just have to leave room for people to walk to the bathroom. Secured location in November.
Ø Activity: “Autograph Bingo” Ø Door prizes: One $5 gift certificate to Ground Round, One $5 gift certificate to Country Kitchen (from
Lynn at Ground Round), $20 gift card to Hy-‐Vee, and a $20 gift card to Body Works Ø Attendants: About 25 YPs attended the event. Ø Notes: A handful of people showed up at 7PM. We had about half the number of attendance. The TF
attributes it to the location, for Acoustic is not known for selling alcohol. The TF recommendations that Acoustic not be a location for future After Hours events because there wasn’t a door to close to give the YPs privacy and people want to have a glass of alcohol after work.
March 24
Ø Location: Chula Vista – We’ll be in the bar. We can do the full menu. Thursday is buy 1 get 1 ½ price. Talked to Michelle (507.452.8202) in November.
Ø Activity: Talk with people about the day: Mention 2 highs, 2 lows, and 1 thing learned. Ø Door prizes: Can of Boy Scout popcorn + $5 to Country Kitchen, Can of Boy Scout popcorn +$5 to Ground
Round, Gift certificate to Green Mill + Free car wash. Ø Attendants: About 30 YPs attended the event.
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Ø Notes: Kay printed Taco Feed half sheets of paper (for the April Membership Drive). They were included at the check-‐in table and were intended for current YP members as a reminder to Refer a Friend for the April drive. One was given to each current YP that walked in the door.
April 28
Work with the Recruitment TF
Ø Location: Bob Allered at the America Legion. Since we’re a non-‐profit, Bob will waive the room fee, we’ll have the event in the Legion’s banquette room. Bob said he’s fine waving the fee so long as it doesn’t cost him anything. Due to this, WE need to clean it up after ourselves. This means we need to take the trash out, sweep the floors, and make sure the chairs and tables straightened up. He will not have a janitor clean up after us, so it’s our responsibility to ensure that the room looks as good as it did when we got there. We’ll have access to the banquette room from 5-‐7:30PM. I told him that we will have food, but we don’t need to use kitchen. We’re responsible for bringing our own plates, silverwares, etc and making sure everything is prepared ahead of time. We can go to the bar to get beverages. Secured room in February.
Ø Activity: Business card exchange discussion lead by Deanna Goddard. Ø Door prizes: One $5 gift certificate to Ground Round, One $5 gift certificate to Country Kitchen (from
Lynn at Ground Round) + sponsorship the Recruitment Task Force secured Ø Attendants: About 35 YPs attended the event. Ø Notes: Recruitment TF Notes 1) The prices are $10 students, $20 current chamber member, $50 non-‐
chamber member. 2) We had a refer a friend coupon this year as the promotion that will be sent in e-‐blasts to current members. 3) $5 Walking Tacos for current YP's and FREE for new recruits. 4) Sponsors: $50 Walmart and $50 Midtown *My task force is working on more sponsorships from Ledebuhr's and the co-‐op. We are hoping Ledebuhr's would donate of all the meat, and the Co-‐op fresh produce. 5) Prizes: 2 $10 Chamber bucks (1 given to a current YP and 1 given to new recruit). 6) We have a press release promoting the event. 7) We are also having radio slots: Stacy April 7th at 8:05, Angela & Janel April 18th 7:00, Jenny & Karissa April 20th at 11:00. We'll have a script with questions and answers. Helping brown the hamburger the night before the event.
May 26
Ø Location: Garvin Heights Vineyard Ø Activity: Outdoor games Ø Door prizes: One $5 gift certificate to Ground Round, One $5 gift certificate to Country Kitchen (from
Lynn at Ground Round), and One $5 gift card to Mugby Junction Ø Attendants: About 27 YPs attended the event.
June 30 * Date changed due to Family Night on the Farm being on June 23
Ø Location: Green Mill’s outdoor patio. Nate secured location on March 22.
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Ø Activity: “Shameless Plug” – Those at the event went around and prompted something that they think people should get involved in (e.g., persuade someone to attend the Great River Shakespeare Festival or volunteer to be part of YP). Each pair has 4 minutes (person A has 2 minutes and person B has 2 minutes). Repeat the process 5 more times, thus allowing those at the event to do a “shameless plug” 6 times. YPs need a pen and piece of paper so they can write down what they earn about. At the end, each YP committee members announce the best “shameless plug” that they heard that day. Once the committee announces the best one they heard, and then the opportunity is opened up to the entire group.
Ø Door prizes: $10 to the Co-‐Op+ one FREE YP hat, and a service package from Nostalgia Salon + one FREE YP hat
Ø Attendants: 20 Ø Notes: It was 100* so we went in the sunroom, which worked out perfectly. People were able to order
food during happy hour, so most ate dinner before we did the structured activity. At 7:30, we cleaned up and a group of YPs went to the Beethoven in the Park Concert. We believe it was a smaller turnout because it was the Thursday before the 4th of July, and a lot of runs and other activities were going on on Thursday. This was the first event where people said they heard about After Hours on Facebook.
July 28
Ø Location: Westfield Golf Course Ø Activity: Ø Door prizes: Ø Attendants: Ø Notes:
August 25 Work with the Recruitment TF
Ø Location: Jacycee’s Pavilion. Nate secured the Pavillion in July. Ø Activity: Outdoor games -‐-‐ Email Steph Hemker ([email protected]) and Patrick Holahan
([email protected]) to see if they’ll bring their lawn games. Make sure to include the phrase “bring your own lawn game” in the email and August e-‐blast flyer. The Recruitment TF and AHTF have a joint TF meeting the beginning of the month. Typically the Recruitment TF takes care of the food and securing the venue and the AHTF takes care of the event structure and facilitated the structured activity. At the Recruitment Drive, it’s important that everyone goes around the room and introduces himself or herself and says where they work.
Ø Door prizes: Ø Attendants: Ø Notes:
September 22
Ø Location: Garvin Heights Vineyard. In August, The AHTF leader should email ([email protected]) or call (507-‐474-‐9463) Marvin and Linda at the Vineyard to confirm the September event. It’s also a good
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idea to have the September TF meeting at the vineyard so everyone can meet with Marvin and Linda and get a lay of the land. At this time, it’s important to discuss the activity, awards, and whether or not there will be a campfire. It might also be a good idea to see if they’ll offer a tour of the vineyard at 5:30 if anyone wants to participate. When you send out the email to YPs inviting them to the event, make sure to mention that they can bring food and water. If you do a campfire, mention that in the email as well.
Ø Activity: Grape stomp and seed spitting contest Ø Door prizes: Ø Attendants: Ø Notes:
October 27
Ø Location: Prairie Island Campground (?) -‐-‐ This is the last “YP-‐exclusive” After Hours of the year. Make a big deal about this in the e-‐blast flyer and email. The Marketing/Communication TF leader can help design the flyer.
Ø Activity: Ø Door prizes: Ø Attendants: Ø Notes:
November
Ø Location: Network Nite @ Merchant’s – No After Hours Ø Notes: AHTF leader sends an email to all YPs (make sure to blind copy all the names) giving YPs the
details about the Chamber-‐wide Network Nite. For an example of the email, see Appendix H. Also, one AHTF member creates a flyer and sends it to Kay to include it in the YP e-‐blast and post on the website.
December
Ø Location: Network Nite @ Wells Fargo Ø Notes: See the November notes.
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Appendix G YP After Hours Position Description
Winona Area Chamber of Commerce Young Professionals
Objective Statement
The purpose of the YP After Hours Task Force is to contribute to the overall success of the Chamber Young Professionals by developing and providing leadership to YP After Hours. The YP After Hours Task Force leader works with their task force to organize and promote the After Hours to current and potential Chamber Young Professionals. The leader should regularly attend and facilitate the structure of the After Hours and encourage involvement and networking by members. Position Responsibilities
1. Maintain a working knowledge of, and help ensure the fulfillment of the Chamber mission and vision, and the YP mission and purpose statement
2. Provide leadership to the YP After Hours task force through effective goal setting, entrustment and communication.
3. Establish and complete monthly, quarterly and annual reviews of task force goals to ensure completion 4. Plan and facilitate event structure (intro. and closure) and networking activities for each After Hours 5. Review and modify location of socials as needed to ensure continued interest and participation, giving
priority to Chamber member locations 6. Encourage current and potential young professionals to attend monthly event 7. Contact other Chamber businesses as needed to initiate sponsorship for YP After Hours events, in
accordance with Planning Committee sponsorship procedures 8. Incorporate Chamber Network Nites into the Young Professionals After Hours calendar 9. Ensure that the socials are performed in accordance with established Chamber policies and regulatory
requirements. 10. Attend monthly YP Planning Committee meetings prepared to discuss the items on the YP Planning
Timeline and give constructive feedback and input on all areas of YP 11. Ensure that YP functions are performed in accordance with established Chamber policies and regulatory
requirements 12. Promote YP events, group mission and purpose to new and potential members 13. Ensure YP member questions and concerns are promptly and courteously answered and resolved. 14. Assist with other tasks and projects as needed to help other committee members and improve the
group 15. At the end of each calendar year, summarize the year’s events/tasks and e-‐mail summary to Chamber
staff 16. Maintain and project the professional reputation of the Chamber through all interactions
Length of Term: Two years Time Commitment: Weekly: 2-‐4 hours or as needed
Title YP After Hours Task Force Leader
Positions Overseen YP After Hours Task Force
Revision Date August 2010
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Appendix H
Example Email Sent to YPs about November and December Network Nites
Good Morning,
Tomorrow is the Chamber’s Network Nite at Merchants Bank (102 East Third Street, Winona) from 5-‐7pm. If you’d like to meet with YPs before the event, join us out front of the building at 5pm. Once we have a chance to say hello, we’ll join the others inside. At the Network Nite, Merchants Bank offers free food and free non-‐alcoholic and alcoholic beverages.
This is a great opportunity to network with community members, as well as spread the word about the Young Professionals. As of Monday, we have 98 members! We don’t have a YP After Hours event scheduled for November, so we hope you’ll attend Merchants Bank’s Network Nite.
We hope to see you Thursday,
YP After Hours Task Force
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Appendix I
Example Flyer Including in the YP E-‐blast sent in November and December
Come network with professionals at YP After Hours on
Thursday, November 11 from 5-‐7pm at Merchants Bank. Merchants Bank is located at: 102 East Third Street, Winona.
Network with area professionals at the
Chamber’s annual Merchants Bank Network Nite
Mark your calendar and bring friends! We’ll meet out front of Merchant’s at 5pm.
Those who attend YP After Hours will have an opportunity to meet other area young professionals living and working in the region and improve communication skills for personal and professional development.
