Recruiting For Participants
If you are planning to host a Workshop as a part of a voluntary or optional event, the following tips may be helpful as you recruit for participants. Some clients overestimate the level of enthusiasm and participation rate. To encourage maximum participation, here are a few things you should try:
1. Get your colleagues involved
The best way to ensure attendance at an optional event is to turn it into a mandatory event! Ask a few faculty members whether they would like to integrate the Workshop into their courses, or whether they are willing to offer credits for projects related to the Workshop. Be sure to give them a copy of the Workshop brochure, which helps them understand what the Workshop is about and how it might be related to themes covered in their courses.The academic disciplines most relevant to the Global Simulation Workshop are international studies, economics, political science, and social studies. The Workshop is also appropriate for leadership and honors programs, since it helps participants to develop leadership, teamwork, and interpersonal skills.
2. People should make a real commitment when they sign up
As you begin to publicize the Workshop, it will generate a lot of initial interest. Many people will sign up for the event, only not to turn up on Workshop day because their plans changed or they forgot about the event. To prevent this, emphasize to prospective participants that this is a serious commitment. Tell them that every space is valuable because game material is prepared beforehand, and the dynamics of the Workshop require a minimum number of people. Tell them if they reserve a space in the Workshop, they need to show up. Ask them to let you know immediately if their plans change and they need to cancel.You should also tell people that if they sign up for a Workshop, they must be there for the entire duration (usually 3 - 3 1/2 hours long). The game is about the fostering and development of relationships among teams and team members. To leave a game in the middle means abandoning the relationship one has developed and leaving the teammates in an awkward position.
3. Give lots of reminders
The number one reason why people who signed up do not show up is because they forget. Thus, it is a good idea to give them lots of reminders, especially the day before the Workshop. Be sure to obtain contact information such as e-mail addresses and phone numbers from participants as they sign up. E-mail them a reminder 1 week, 3 days, and 1 day before the event. The day before the event, if you have time, it is also effective to call them on the phone to give them a personal reminder.A few days before the event, it is good to put up flyers around your school or department to remind people of the Workshop. Your o.s.Earth facilitator can provide you with a flyer template by e-mail.
