AYA students volunteering for Habitat for Humanity.

COMMUNITY EVENTS

SECTION 4

COMMUNITY EVENTS AND SERVICE

Your community hosts various events and activities throughout the year, offering excellent opportunities for Local Coordinators to engage with local families and community members and promote the AYA high school exchange program. These in-person events, such as fairs, festivals, and holiday gatherings, provide valuable face-to-face interactions where you can educate attendees about the benefits of hosting an exchange student with AYA.

EVENT BASICS

Order Materials

Order or print marketing materials for your event (ideally 2-4 weeks in advance!)

Confirm Supplies

Make sure you have what you need (table, tablecloth, materials, signup sheet, QR code, business cards, etc.)

Check for Swag

Ask your RD if any additional swag items are available for your event.

Send Invitations

Invite leads, associates, school staff, host families/students, and community members to attend the event and volunteer at your booth/table if appropriate.

Submit a Recap and Earn Reward Points!

After the event, submit a recap to your RD or AYA’s Field Staff Liaison to receive 50 Gold Standard Reward points for setting up your event!

TIPS FOR HOSTING A SUCCESSFUL EVENT

You’re looking for events, places, and groups where people who could make great hosts are likely to hang out – that means the world is your oyster, because there are so many great types of potential host families!

  • Search– Google the type of group or interest you’re looking for, plus the name of the town and/or county that you are operating in. For example: “community groups, [Town/County name]; Empty Nesters + [town/county name]; high school/school district + [town/county name]; gardening + [town/county name].
  • Research and join local groups and online platforms like Facebook Groups, Nextdoor, and parenting or community blogs.
  • Explore family-friendly events such as fairs, festivals, school options fairs, and community gatherings where families congregate. That said, don’t limit yourself to just family events – all types of people host so be creative and look for large events where a variety of individuals are present.
  • Talk to people in your personal and professional networks and ask for recommendations on groups to join or organizations to partner with.
  • Subscribe and Follow – Look for relevant Facebook groups, blogs and newsletters that compile and send out lists of family friendly/community events each week or month. Subscribe to their newsletter and follow their pages on social media to stay in the loop about events and happenings in your area.
  • Register for the event and complete all necessary paperwork required by the event coordinator.
  • Order materials and request swag items.
  • Confirm event details with organizers, including parking, setup, and any rules.
  • Prepare a script for engaging attendees and promoting the AYA program.
  • Plan engaging activities for booth visitors – provide a few brochures, a cultural game, have a student with you (if you are currently supervising and your student is in country), to answer questions and engage with visitors.
  • Be creative: Offer a game for kids, are you crafty or know someone who is? – offer facepainting! Simple games like a bean bag, a prize wheel, etc. can be very successful.  It doesn’t have to be fancy; a little fun goes a long way!
  • Consider offering a fun raffle item for all new leads who register for more info with you (you can solicit donations from community vendors or ask AYA for suggestions)
  • Offer some treats or giveaways (cookies, AYA swag, traditional candy/sweets from AYA student countries, etc.)
  • Promote the event within your cluster through social media groups and platforms, emails texts, calls and flyers.
    • “”Hey everyone! Looking for a fun activity to enjoy with your family this weekend? Don’t miss the Spring Festival happening downtown! Swing by the AYA booth for a special treat and learn more about hosting an exchange student.”
  • Send event invitations to leads and current or former families as a follow-up outreach.
    • Hi [Lead name] Just wanted to share an exciting event happening in our community this weekend – the Spring Festival located right in [city/town name]! It’s a great chance to have fun and stop by the AYA booth for a special treat. Let me know if you’re interested in joining!”
  • Facebook and Online Groups:
    • Attention members! Are you searching for a fun event this weekend? Look no further! Swing by our AYA booth at the Spring Festival for a special treat and a great cause.  See you there!
    • Follow event rules and guidelines, respecting any restrictions on marketing posts.
  • Arrive early to set up and familiarize yourself with the event space.
  • Engage with other vendors and potential partners at the event. You never know who might want to help support our mission!
  • Set up your table and make sure it is visually appealing, your contact information and registration details are visible and prominently displayed.
  • Make sure you have a paper or digital lead tracking “sign-up “sheet
  • Text the lead your social sharing link
  • Remember to bring a stack of business cards and your QR code.

Pro Tip: Print your QR code and insert it into a table tent or plastic sleeve so that guests can easily scan it on the go!

  • Enter new leads into your LC portal after the event, ensuring essential information is included.
  • Follow up with individuals you met at the event, mentioning any details from your conversation.
  • If applicable, select a raffle winner and inform them of their prize.
  • Share event photos and a brief write-up with your RD or AYA’s Field Staff Liaison – post your photos on your own social media pages and give yourself a round of applause!

Enhance your event experience with these tips:

  • Show off a little! Display an AYA video or photo slide show on a laptop or tablet to engage visitors.
  • Invite current exchange students to assist with activities and share their experiences.
  • Be creative! Utilize a prize wheel, candy or treats, or a raffle to attract visitors to your booth.
  • TALK to people! This is a great opportunity to take a short break from your phone and focus on the connection. Practice your “pick up lines.”
    – “Are you familiar with AYA or hosting exchange students?
    – “Have you ever hosted before or known anyone who has hosted an exchange student?”
    – “Would you like to try one of our [insert offering here i.e. candy]”
  • Record your own leads – gather lead information yourself to ensure accuracy and efficiency.
  • Leverage holidays and themed events (i.e. Global Youth Service Day, IEW Week, International Woman’s Day, etc.)
  • Make your regular cluster event a marketing event – if you’re getting your students together and you’re in a public space – why not make it a marketing event too? Promote the event on your social media and your personal and professional networks and invite others to join you and meet your students! Students are your most valuable resource when promoting the joys of hosting!
  • Most Importantly – have fun! Some of your events are going to rock, and some…not so much….and either way, that’s okay! Every event is an opportunity to develop your presentation skills, meet new people and further the AYA mission and your cluster’s development. Learn from each event experience to improve future outreach efforts.

Two women having a casual business meeting.

LOOK FOR CO-COLLABORATION OPPORTUNITIES

Co-collaboration opportunities present a valuable avenue for expanding your reach within the community. Consider businesses catering to the same demographic as AYA, such as stores, sports centers, restaurants, and family-oriented venues, as potential partners. Allocate time on your schedule to visit these establishments, identifying those with potential for referral or collaboration.

When exploring co-collaboration opportunities, prioritize low-cost or free collaborations, (we’re non-profit, after all!). Look for ways to leverage existing resources, such as sharing promotional materials or co-hosting events with minimal expenses.

When approaching these businesses, seek to connect with the owner or manager and introduce them to Academic Year in America. Here are some ways to collaborate:

  • Events: Offer to sponsor or contribute to onsite events hosted by local businesses. You can donate refreshments, prizes, or volunteer assistance to enhance the experience.
  • Networking Meetings: Arrange informal meetings over coffee to brainstorm co-marketing strategies aimed at reaching families in your area effectively.
  • Sponsorships: AYA is open to sponsoring local sports teams, scout troops, and other youth-focused organizations. This presents an opportunity for mutual support and community involvement. Check with your RD or AYA’s field staff liaison before committing to a sponsorship.

Note: In cases where high-potential opportunities require financial investment, feel free to reach out to our team to discuss potential support. While we strive to accommodate such requests, please note that not all opportunities may be feasible for financial assistance due to budget constraints.

LC Ryan at an AYA booth.

Maximizing Every Event for Brand Awareness with AYA

As an AYA Local Coordinator, you have numerous opportunities to spread the word about hosting with AYA and raise brand awareness. Whether it’s a casual cluster meeting or a community event, every occasion can be leveraged to promote our hosting program. Here are some best practices to make the most of these opportunities:

  • Always Be Prepared: Always keep a stack of business cards with you. These cards should include your contact information and AYA affiliation. Consider keeping a stack of flyers and AYA branded goodies in your car or at-hand wherever you go – you never know when you might meet your next host family!
  • Utilize Your Social Sharing Link: Share your personalized social sharing link whenever possible. This link directs interested individuals to learn more about hosting with AYA. Using your link is the easiest way to ensure that your leads are linked to your portal so that you get credit for them!
  • Print Individual QR Codes: Print out QR codes linked to AYA’s website or your social sharing link. Distribute these codes on flyers, posters, or handouts for easy access. Save your QR code to your camera roll on your phone so that you can easily share it no matter where you are.
  • Wear AYA Branded Apparel: Consider wearing AYA branded t-shirts or accessories during events. This visually reinforces your affiliation with AYA and sparks conversations.
  • Shout Outs on social media: Before, during, and after the event, promote your participation on social media platforms. Share details about the event, encourage attendance, and provide updates during the event itself.
  • Tagging and Sharing: After the event, share photos, highlights, and key moments on social media. Tag relevant individuals and organizations to expand your reach and engagement.

Remember, every interaction is an opportunity to raise awareness about AYA and the benefits of hosting. By implementing these strategies, you can effectively promote our hosting program and attract potential host families to join our community.

VOLUNTEER AND COMMUNITY SERVICE OPPORTUNITIES

Engaging in volunteer work within your community provides an excellent platform to raise brand awareness and promote Academic Year in America while making a positive impact. Whether it’s you, your exchange students, or your host families, everyone can contribute to spreading awareness about our program while giving back to the community.

Here are a few examples:

• Participate in community activities such as soup kitchens, food banks, or senior centers.

• Join charity walks or runs to support meaningful causes.

• Organizecluster meetings that incorporate volunteering or charitable activities.

• Involve your exchange students in selecting the charity or activity, such as creating cards for individuals battling illness or preparing sandwiches for food banks.

• Volunteer at an animal shelter with your students.

• Check volunteer sites like VolunteerMatch or Points of Light Engage.

• Engage with local faith-based organizations to explore volunteer opportunities for your students within the community.

Who else can you connect with in your community?

• Do a little research and learn as much about your host families and find out where they spend their time, what communities or organizations they are affiliated with and who they hang out with – those are the people and places you want to connect with to find great families.

• Don’t have a cluster yet? Check in with your fellow LCs on the private Facebook Group and get ideas from them – don’t be shy, AYA’s Field Staff Network is a warm, supportive, and inclusive community that wants to support you.

• Distribute your business cards and Academic Year in America flyers at family-friendly locations such as theaters, community centers, schools, gyms, libraries, hospitals, and doctor’s offices.

• Collaborate with local schools and school districts to explore marketing opportunities for businesses.

• Consider co-sponsoring events, placing signage, or having your student’s present or volunteer at community events

• Support local sports teams, such as little league or swim teams, by sponsoring young athletes in your community.

PRO TIP!

Boost visibility by encouraging exchange students to participate while wearing their Academic Year in America tee shirts during volunteer activities. Additionally, inquire with event organizers about displaying our banner and/or tablecloth at the event venue. They may also be willing to acknowledge our participation with a social media “shout-out” as a token of appreciation.

CULTURAL PRESENTATIONS RAISE OUR PROFILE

AYA encourages students to serve their community by volunteering and raising culture awareness through educational presentations about their home-countries and studying abroad. Through community service and cultural presentations, AYA participants contribute to fostering mutual understanding and appreciation. These activities aim to promote cross-cultural understanding and showcase the benefits of the AYA program.

During community presentations, students can engage with various local organizations such as schools, libraries, scout troops, and recreation centers. These visits can take place in person or virtually, depending on the preference of the audience.

School presentations are particularly popular among AYA students. Students can present in their own schools and other schools in the district or country. Elementary and Middles School students are eager to learn more about the world and enjoy engaging with our students.  Students can create their own presentations and may distribute materials like bookmarks, coloring sheets, and flags to attendees as souvenirs!

Feeling Ambitious? Here are some more ideas that you can encourage your cluster to organize and participate in!

Community Clean-Up Events

Organize or participate in local clean-up initiatives to beautify public spaces like parks, beaches, or streets. This not only promotes environmental stewardship but also fosters a sense of community pride.

Cultural Cooking Workshops

Partner with a local restaurant, a neighboring LC, or even a host family or friend to host cooking “class” where students can teach community members and peers how to prepare traditional dishes from their home countries.

Art and Craft Exhibitions

Showcase students’ artistic talents by organizing art exhibitions featuring cultural artworks and crafts. This provides a platform for students to share their cultural heritage while also engaging with the local arts community.

Cultural Performances

Arrange cultural performances such as dance recitals, music concerts, or theater productions where students can showcase traditional performances from their countries. Invite the community to attend these events for an enriching cultural experience.

Community Education Workshops

Offer educational workshops on topics such as cultural diversity, global citizenship, or intercultural communication. These workshops can be delivered by students and aim to promote understanding and appreciation of different cultures.

AYA students volunteering at a fire house.

Storytelling Sessions

Host storytelling sessions where students share folktales, myths, and legends from their cultures. This interactive activity not only entertains but also educates community members about the rich cultural heritage of the students’ countries.

International Film Screenings

Organize film screenings featuring movies from around the world, followed by discussions led by students about the cultural themes and significance of the films. Encourage your students to invite friends and teammates so they can get excited about the program too.

Cultural Exhibitions

Reach out to a school, local shop, or museum, etc. and see if you can set up a cultural exhibition showcasing artifacts, traditional costumes, handicrafts, and other items representing the students’ countries. This allows community members to explore and learn about different cultures in a hands-on way.

AYA students in cultural dress.

Community Garden Projects

Collaborate with local gardening initiatives to establish community gardens where students can grow plants native to their countries. These gardens serve as living symbols of cultural diversity and provide opportunities for hands-on learning about gardening and agriculture.

Cultural Exchange Workshops

Organize small workshops or meet-ups (think, parks, public places, libraries, etc.) where students and community members can learn about each other’s cultures through activities like language lessons, traditional games, or cultural etiquette sessions.

Continue to Section 5:

Glossary