Spirit guide for Rushing

HERE IS YOUR SPECIAL “SPIRIT GUIDE” FOR FORMING A NEW ESA CHAPTER

*ESA Headquarter's Document This packet contains ideas and suggestions to help you realize your dream of chartering a new chapter. The steps and procedures are “tried and true” and have been recommended by other successful organizers who have experienced the joy of chartering a new ESA chapter.

Please read the contents carefully and make any adaptations or changes that might be required by your special circumstances. Then “GET STARTED” and enjoy! Remember to “keep in touch” and let your state officers and Headquarters know if YOU need anything else to make your dream of a new chapter come true.

Now read on to see what other chapter organizers suggest for:

Getting Started
Establishing a Success Calendar
Presenting ESA
Developing Prospects
Getting to “Yes” — Overcoming Objections

Care, Share and Be Positive! YOUR ENTHUSIASM will help others to see the true value of ESA!

YOUR SUPPORT GROUP
You have a strong support group. As an ESA member, you never work alone! Many sources are available to help you get your new chapter off the ground without a hitch; you have ESA resources at your disposal to help you succeed. Your support team is ready for your calls and letters. They are ready to help you build a network of contacts, to brainstorm ideas, and to discuss all of your questions and concerns.

Your State Membership Director: This is your state expert on new chapter development and new member growth. This person can help you contact people in your area by providing you with names of Members-at-Large, Inactive Members, Recommended Friends, and transfers. The State Membership Director is there to provide ideas and encouragement, and to help you find and learn to use the resources that are available to you.
Your Founders: Your Founders are especially trained in the fine art of new chapter development. They are there to help you coordinate your plans — from finding your “key” people and making initial contacts to setting a timeframe and getting those new pledges to sign! If possible, your Founder will attend your first few chapter meetings to help you get your officers on the right track and to help with project ideas for your next year’s calendar. Founders work as a team with your State Membership Director and Headquarters to help you every step of the way. Contact Headquarters for a list of Founders in your state.
ESA Headquarters: The ESA Headquarters staff is your resource information center. The Membership Services department has the lists you need, will provide you with names of people you need to contact, and if possible, will provide you with a Founder in your vicinity. HQ Membership Services will always be there to help you. This is a friend who will guide you through the new chapter process step by step — from beginning to end. Stay in touch with Headquarters and they’ll keep you on the right track!

GETTING STARTED
REMEMBER... Your Support Group is Your Most Valuable Resource! The first step in developing a new chapter is to determine “if there is a need.” So under what circumstances might New Chapter Development be an option?

If you’ve moved and no chapter exists in your area.
If your chapter has gotten too large.
If your members have developed different interests and want to pursue different projects.
If you want to develop ESA among “younger” or “older” people in your community.
If you have to travel too far to meetings or members have moved away from your regular meeting locations.
If your community is experiencing tremendous growth.
If another existing “like-minded” club or organization would like to affiliate with ESA.

If one or more of these situations exist in your circumstances or if you simply have the compelling need to take ESA to a nearby community that does not have a chapter, you will want to “get organized.”
GETTING ORGANIZED
ESA members who have organized chapters before say this is one of the MOST important parts of successful new chapter development. They say that you need to assess:

ESA RESOURCES: Will other ESA members be helping you or will you be organizing the chapter on your own? (If you’re “on your own”, you will want to contact your state officers and Headquarters for support. It’s important to have someone to “brainstorm” with during the “action phase” of development. Ask your State Membership Director about organizing “ESA Support” for you.)

TIME: Most new chapters are organized on a definite timetable. Therefore you will want to read the following “Success Calendar” section for ideas. Remember most new chapters are organized in j~ than two months once the organizer “gets serious” about the project.

POTENTIAL MEMBERS: Given the unique qualities of ESA and the broad scope of educational, service, and association opportunities that are available to members, you will want to make a list of potential members you know and groups that you might like to contact as sources of “potential” members. Note that this guide contains a sample of people to “jog” your memory in the section titled “Prospecting Awareness.”

MOTIVATION: Identify the motivation that you think other people will have for joining ESA. What gift of ESA do you want to take to them. Note your own reasons for joining. Others have told us that the main reason for joining is “affiliation with others.” Therefore YOU will be the initial reason for joining, followed by the opportunities for service and education. Note that this means if you interest one or two people, they will be a natural resource for names of friends who might also be interested in joining. You will want to interest a “nucleus” of people who will, in turn, interest their friends to add additional members to the chapter.
IN SUMMARY, identify two or three people whom you know. Ask them to give their “reasons for joining” that you and your chapter have shared, and offer them the chance to help you develop the chapter of which they will be a part. The idea of being in “on the ground floor” will provide extra motivation for new members to share ESA with those who are “near and deaf’ to them.
DETERMINATION: Since ESA is a organization that is hard to define without the actual experience of affiliation, many people will not understand the real gift that you are giving them until after they join. Your first contacts with people will not always gain the enthusiastic response that you expect. You will need to decide to deal with negative responses in advance and will need to develop different ways to show people what ESA can mean to them, In other words, you will need to think of ways to “overcome objections” to joining ESA (see “Getting to Yes” section) since some people will think “they don’t have time”, “aren’t smart enough”, “don’t have enough experience”, etc. to be a part of ESA. You’ll need to show these people what a difference ESA car’ make in their lives. (Again, plan to use your state officers and Headquarters when you need additional ideas and/or support. In all cases, you need to know YOU can accomplish your goal with DETERMINATION and ENTHUSIASM.) Remember, with determination and organization you can realize your dream within 60 days!

SUCCESS CALENDAR
The following outline has been suggested by members who have successfully developed chapters in the past. They recommend the following ACTION STEPS. (NOTE: Successful organizers say that you should plan your efforts to take 30 days from start to finish. Stretch to 60 days if absolutely necessary, but try to maintain the shortest timeframe possible to keep high spirits and group momentum at a maximum. New member interest tends to “drift” if they can’t realize their dreams of chapter life in a reasonable time period.) Remember to refer to your Chapter Checklist to meet deadlines for ordering materials, etc. WEEK #1 - PLAN

Contact Headquarters. Also request the names of Recommend-a-Friends, Members-at-Large and inactive members who are located in your area. (Names and support are also available from your State Membership Director.) Then make a list of “new” rushees whom you know or who have been directly recommended to you by other ESA members.
Organize your PROSPECT LIST. (Note: See “Prospecting Awareness” for additional sources.) Place the names, phone numbers and addresses of your prospective members on a list, then check the prospects that may act as key members. You will want to contact these prospects first and convince two or three of them to form the “nucleus” of your chapter. Then you will be able to contact your other prospects and your key members will be able to contact their own prospects as well. II you use this approach, your final number of prospects will triple or quadruple. Remember when you talk to your key prospects, you will not only be asking them to join a new chapter, but you will be giving them the chance to help you “build” the chapter that they are going to share. This element of participation is an important “sellinC point and will help to build commitment among key members. Choose these prospects carefully. Choose no more than two or three and from their point of commitment have them work with you in planning activities and getting other prospects to meetings.
KEY MEMBER CONTACT: Contact your key prospects informally and learn about interests and other commitments. Learn their special situation and learn their needs. Identify how their participation in ESA can help them, and ask them to meet with you to discuss ESA. (Be sure to tell them what you believe — that you like them, you think they have special talents and you want to share a special part of your life with them.) Be sure to plan enough time to tell them the ESA story.
KEY MEMBER APPOINTMENTS: Plan your presentation in advance and don’t assume that you know anyone too well to tell them the whole story. You will inevitably assume that they know more about ESA than they do.
Take ESA materials with you: brochures, JONQUILs, newsletters, newspaper articles, a chapter yearbook, etc., but also take items of personal meaning like pictures, scrapbooks, etc. to show your story. Use all of these materials to show them what ESA has meant to YOU and to show them what you think ESA can do for them. Also let them know what unique contributions you think THEY can make to ESA. Remember it’s important for each rushee to know that 1) ESA has worked for you; 2) that it has worked for others; 3) that it can work for them because you’ve singled them out as a key person; and 4) ESA has great potential to develop their talents and to help them grow.
Leave time for questions and then explain how they can help you to:
Identify other special people like themselves. (Try to have them think of at least three people “on the spot” and take their names and addresses.) If the key person gets sidetracked, you can still contact their prospects.

Plan the general meeting for others who are interested. (Involve them — let them share their ideas arid let them work on “nuts and bolts” for the meeting. Let them get invitations, etc. if they’re eager.)

Have them call their prospects to get them to the meeting.

Assign meeting date for key members. REPEAT with other key member prospects.

MEET WITH INTERESTED KEY PROSPECTS: This meeting should help your key prospects meet and get to know each other. With you they can commit to getting the chapter started and help plait the final schedule for upcoming events. Remember to help your key prospects feel the joy of ESA by:

Extending an invitation to join ESA or to re-affiliate. Make this special - let these potential members know how much you want them to be an active part of ESA. At this point, you might want to have them fill out membership applications.

Set date for first meeting.

Prepare and mail invitations. (Be sure to include the names of key member prospects and ask them to make additional phone calls to plan transportation, etc. to meeting.)

Give key member prospects any assignments for transportation, decorations, etc. that they would like. (Don’t rush but let them take on as much responsibility as they want.)

Share a complete explanation of the key members’ role in the upcoming meeting. Again, let them plan their parts IF they want an active role.

Establish a “rush theme” for your party. (NOTE: See enclosed party ideas at the end of the Spirit Guide.)

WEEK #2- GET THE WORD OUT
Mail an invitation to any new prospects you’ve gained over the week.

Follow-up with phone calls to each prospect. It’s imperative that each new prospect be called! Divide the calls so that key members are calling as many qualified potential members that they know as possible. Be sure to provide transportation to your meeting

Send news releases to radio, TV, and newspapers. (A Publicity Kit is available through ESA Headquarters.) As you prepare your news releases, have the complete story typewritten and double-spaced. If pictures are to be enclosed, get good, crisp, black & white glossy photos. SPECIAL NOTE: Take the news releases to the radio, TV or newspaper officers personally. DO NOT MAIL! This is a task you’ll want to delegate to one of your key members. Go with them the first lime. Relate to them the importance of building rapport and friendship with the press. By meeting them you can relate the overall importance of what you are doing in the community.

Be alert — ask for permission to be on an talk shows that may be on the air via radio or TV. You have a human interest idea they will be happy to visit with you about. Have a telephone number any interested party may call.

Ask your State Membership Director to ask other chapters in your state for prospects in the area you are organizing.

WEEK #3- THE FIRST MEETING
Make your first meeting light and informal. Be open and friendly and have a theme. Have scrapbooks and photographs on hand for people to look at informally. Use “Icebreakers” or “Icebreaker Games” (rush party ideas) to get acquainted.

Introduce and play up your key members. Tell the group about the special talents and interests they have.

Give “presentation” using the selected ESA materials that you used with each key member. Note, briefly, the history of ESA, current projects, and emphasize the flexibility a chapter has for planning its activities. Emphasize the “growth” aspects of ESA and note examples.
Tell the group that the chapter will charter in two weeks and let them know that you would like to see each of them at the chartering ceremony. (Follow-up by personally re-inviting each guest during the time that follows the presentation and point out to them the unique qualities of the new chapter.) Explain and highlight the “chartering” ceremony.

Emphasize the potential that exists within the room and create enthusiasm for the love and fellowship that each rushee can gain through ESA. Circulate membership applications individually, having the person who invited the rushee give them a special invitation along with the pledge application. In this way, you can help them to avoid “paperwork” after the ceremony and can get your charter information to Headquarters on schedule. In addition, you send the signal that you want them to be part of the new chapter.

Before you let your key members go from this meeting, develop your plan to go “one on one” to build commitment among the people who attended this first meeting. Decide who is going to contact whom. Keep a list so that you will know what is going on at all times. Have the key members place their calls the next day as promised.

Write up your second news release; restate the ESA concept, announce your next meeting, etc.

Build your prospect list. Get invitations for the Chartering Ceremony into the mail.

Have your key members working to insure a good representation at the chartering. It’s especially important to be positive during the week. This is the key week! Keep everyone as excited and busy as possible. Continue to delegate all of the responsibility you possibly can.

PLAN CHARTERING AND INSTALLATION OF CHAPTER OFFICERS - (Usually done on same night)

CHECK TO SEE THAT:

The completed New Chapter Report Form has been mailed to Headquarters (including new chapter name preferences, chartering date, chartering city and number of pledge packets required). Remember, the chapter charter, pledge packets and Installation Report Form will be forwarded within 10 days. The new charter, signed by each charter member, is retained by the new chapter.

The State President and the State Membership Director have been alerted as to your approximate chartering date. Find out if their schedules are clear and invite them to be the main speakers at your installation. The presence of other dignitaries will also add prestige to the occasion.

The Rituals Book is available for suggested ceremonies. (The “Rituals Book” may be purchased through the ESA Merchandise Department. A merchandise order form is included in this kit.)

WEEK #4-ACTION TIME

Follow-up all invitations with a phone call. Use your key members plus people gained from last week’s effort. Get everyone called. Arrange transportation for everyone!

Double-check your room requirements for the chartering and installation. This should be a special night of beauty and love. Make it an enjoyable and memorable moment. Add your own “touches” and ideas.

Chartering & Installation - Select New Chapter Officers: This should be done prior to the chartering ceremony so that officers may be installed too.

Follow-Up: One of the most common reasons for failure of new chapters is the lack of a follow-up program by the sponsoring chapter or individual organizing member. They need to make certain the new chapter is maintaining the enthusiasm of its members and is developing leaders capable of guiding the new chapter through its critical formative period. New chapter members will need plenty of advice and help but they must also learn to make decisions for themselves.

Help to organize officer and committee structure. Go through the Officer Kit they received alter the chartering.

REMEMBER … your work isn’t complete until the new chapter has a sound internal operation and has trained enough of its members to successfully assume chapter leadership in succeeding years.

Review all material and operating procedures with the new chapter. Make sure they understand the correct method of reporting new members, changing addresses, where to write for information for State and Headquarters, etc.

Keep in touch with the new president by phone and personal contact. Send along any program or project lips. (One of the first joint projects should be to help set up a ways & means program for the new chapter’s treasury. Everyone working together will bring both chapters closer through a combination of ideas and the individual closeness of the new members to each other.)

Explain the First Pearl Program to the new members and encourage their participation.

Make certain your new chapter has all the information on district and state meetings and conventions, and encourage it to be well represented.

Arrange transportation to these meetings.

PRESENTING ESA
You should determine the type of ESA program that best suits you and your key members. While it is possible to create a FUN presentation, you may feel the need for a more formal setting such as a “tea” or “model” meeting. You will need to determine the ideas that best suit your circumstances and work with your key members to complete your activity “on schedule”.
In all cases, you will want your presentation of ESA to be organized and informative. Here is a sample “Presentation” outline that some of our most successful organizers say worked for them.

PRESENTATION OUTLINE (SAMPLE)

Introduction
Overview of ESA (use enclosed ESA brochure)
Visual Presentation
Personal Story
Discussion (Question & Answer Period)
Personal Inventory - Ask prospective members what they would like to see an ESA chapter do? How do they see a group like ESA benefiting the community... benefiting themselves,., benefiting people they know?
ESA Wants to Be Part of Your Life
Charter Night Preview
Follow-Up

INTRODUCTION - Have one of your key members introduce YOU! Let them talk about how they met you and about their positive reaction to your story. Let them include some of your “personal” details to show your “human” side and to let them know that you are involved with ESA as a part of a “busy life.” Remember it’s important for everyone to know that ESA is special and that BUSY people like you make time for such an important part of
their busy lives.

OVERVIEW OF ESA - Generally, provide a brief history of ESA and highlight its current projects and areas of concern. Note the emphasis on Education, Service and Association, using the ESA brochure and highlights from the JONQUIL. Also note the flexibility that chapters have for planning their own year and their opportunities for participation on state and international levels.

VISUAL PRESENTATION - Use visual aids such as videos, yearbooks or scrapbooks to back-up your general overview.

PERSONAL STORY - Be sure to add funny incidents, examples of good times, in addition to pointing out the serious aspects of ESA support along with educational and philanthropic achievements that you’ve seen in ESA. Tell them what makes you most proud and why you know that ESA will be an important part of your future. Tell them why you want to form a new chapter — what you see for them in ESA.

DISCUSSION (Refreshments) — Ask if there are any questions as you serve refreshments. This is a good time to have key members tell why they are interested in ESA. Be ENTHUSIASTIC and POSITIVE! Your example will create excitement and interest.

PERSONAL INVENTORY - Give everyone a card and ask that they number the cards 1, 2, 3 — leaving space between numbers. Then begin the following three sentences and let everyone fill in the answers without consulting anyone else. Tell them to be brief and write what occurs to them. Read the following, leaving time between each one:

If I were to join ESA, I would be most interested in
This community could use ESA because
Who do you know that would appreciate ESA?

Go around the room and have everyone read their answer to #1 and discuss their answers in a positive vein. Show how they can get what they want out of ESA. Wait until everyone has read their answer before you begin the discussion. If time remains (the meeting should be long enough to get questions answered and short enough to keep interest) and the group seems to want to, ask for volunteer answers on the other two questions. (Key members can discuss these questions individually with participants during follow-up discussions or calls to show how their needs can be met through ESA.)

ESA WANTS TO BE A PART OF YOUR LIFE - Circulate membership applications and tell them that they are wanted and are important to ESA. Again, get them to fill out applications if possible (this will save time at chartering). Have key members tell why they are committing to ESA.
CHARTER NIGHT PREVIEW - Set time and date and tell all participants to let you know if they have other special friends that they might suggest for membership (take names from question cards if available).
Tell them the evening will be SPECIAL and that you’ll arrange transportation if necessary.
Thank them for their lime arid consideration and tell them you hope to share the future with them in ESA. (Collect applications and money where appropriate.)
Tell them they will be called the next day to make arrangements for chartering and to ask them if they would consider taking a chapter office for the first year.

FOLLOW-UP — Use key members to help you call everyone. Continue discussions from the meeting, answers questions and set up personal appointment if necessary to clear up doubts or complete applications.
Be excited and key on the beauty and magic of chartering. Finally, arrange transportation for chartering night.

DEVELOPING PROSPECTS - Prospecting Awareness
One thing in your favor as an ESA Achiever is the fact you have a host of prospects who will want to become ESA members.

A GENERAL CONCEPT: “Where Do Prospects Come From?”

Church friends
PTA and civic meetings
From political groups
From recreational groups
From social groups — bridge partners, luncheon clubs, etc.
Those who have learned of ESA through their association with philanthropic projects — those who have helped with or received assistance from ESA.
Merchandise items prompt questions about ESA and give you an opportunity to share the ESA story.
Your Chamber of Commerce
Your Bowling League or other “sporting associates” such as golf or tennis partners.
Your spouse’s co-workers. . . have a party!
Newcomers Club
Personnel directors of corporations, companies
Welcome Wagon Host/Hostess
Prospects gain by putting on a program at civic clubs, social organizations, and professional groups. Remember … those you’ve met through your spouse’s clubs such as Rotary, Kiwanis, etc.
Colleges and universities
Parents of your children’s friends
Your children’s friends
Close relatives
Ads run in ESA state papers asking for contacts, referrals
Member-at-Large list
Inactive Member list
Recommend-a-Friend list

GETTING TO “YES” - OVERCOMING OBJECTIONS
Helping Someone SPECIAL Become an ESA Member: Sometimes even the best presentations of the ESA story is not enough to convince a person that they have a place in ESA. Remember…..

You need to ASK people to join and they need to be ASKED to return to ESA if they have gone “inactive.” YOU must ask them, and sometimes you’ll need to ask more than once in order for them to know that YOU are serious about the offer. Sometimes hesitation is a test of YOUR seriousness, so be direct, NO HINTS PLEASE, and ask them to join or return to ESA as you point out the special contributions that only they can make to ESA.

Times change — ask about a time in the future when joining might be easier and then remember to include your friend in ESA activities at later dates. (We tend to think a person is making their final statement on ESA when they hesitate to join immediately, when, in fact, they usually have a temporary situation that keeps them from joining.)

Remember people struggle with inconvenient schedules, high prices, and over-activity every day. The end result of acceptance depends only 1) the personal amount of benefit and satisfaction they feel they will derive; 2) the potential that they see as it is explained and exhibited through the sincerity and enthusiasm of people who are already involved.

In short, this means that individuals WILL join ESA if they think they will benefit personally and if they can see that current members are enthusiastic about what the ESA experience has meant to their lives.

Here’s the list along with a few suggestions that “Super Sisters” say they have overcome objections within the past:

MONEY — “ESA costs too much!” — You can be sure that the price of ESA is too high for these people because they don’t completely understand the benefits of belonging. This is the occasion to show more of what ESA has meant to you through YOUR story and the story of other ESA members. In an age of $50.00 rock concert tickets, $40.00 cable TV charges, and $20.00 dinner entrees, these people have spent more money on items of less lasting value. In fact, you may ask them what they bought in the past year other than food, shelter, etc. that cost $69.00 and show them how ESA can bring more value to their lives through opportunities for support and growth. The only way the “money” argument works is if you aren’t convinced. You KNOW the value of ESA, and that value is beyond money; so show your special friend why ESA is “worth it” or contact Headquarters or your State Membership Director to learn ideas for offsetting costs in areas where extreme financial hardship exists.

TIME — “I don’t have time for ESA” — If they are overloaded, ask them when their time pressures will let up, then be sure to note that timeframe in a place where you will be reminded to call and ASK if their commitments have let up. Your special friend will be flattered that you remembered and took the time to ASK. Remember, ESA will always have room for good people so allow a person who is really pressed for time to join later, and be sure to follow-up at the appropriate lime. (Sometimes this excuse comes from a lack of confidence, so do take the lime to ask people about the types of commitments they have. Many times you can help to organize schedules, provide transportation, etc. in a way that will make ESA possible and show them that you care enough to help. Then, even if the person is busy, you will have helped them to “make time” for something important. BUSY people are especially good workers and are usually receptive to taking on “one more good thing” if they recognize its value.)

SELF-DOUBT — “I don’t know enough to join ESA. I couldn’t possibly do all the things you do”! — Certainly some ESA members you know have been through this situation and have experienced this initial lack of confidence. Have your special friend talk with someone in ESA who has gained confidence and recognized personal talents through ESA.

FAMILY PRESSURE -. “ESA would take too much lime from my family.” — Highlight the family activities and other possibilities available through chapter life. Cite examples of family, social and philanthropic activity.

IN ALL CASES, regard a “no” or “hesitation” as an opportunity to ask more questions or give further explanation! Remember, someone cared enough to ASK you to join ESA. What did they do? Were you a “tough” case? Did they have to care enough not to give up on you? In any case, YOU were worth it, and in all likelihood, your special friend is too!!!