EXPO Ambassador Packet OFFICAL VERSION- South Burlington High School TUESDAY, APRIL 4, 2017
2017 CAREER/JOB EXPO AMBASSADOR CHECKLIST Prior to the Event: 1. With your teacher s permission, make announcements in your classes telling peers why they should attend the EXPO. Highlight the fact that over 90 careers/companies will be represented; this is a great opportunity to chat with professionals about college, employment, shadowing, and internships or just discuss ideas related to your future! Don t forget to explain to the students that if they chat with a representative then they may be eligible to enter and win awesome raffle prizes. 2. Ask your teachers to be excused from classes on the day of the EXPO (Gray Tuesday, April 4, 2017 from 8:00-3:30) and have each teacher fill out the FIELD TRIP APPROVAL/PERMISSION FORM, which can be found in this packet. As a reminder, you are responsible for completing any missed work. The decision to allow your participation as an Ambassador falls exclusively with your teachers. The completed Field Trip Approval/Permission Form MUST be returned to the CDC by 12:00 pm (noon) on Tuesday, March 21, 2017 3. Research the company as assigned. This will help you better understand what the company does and will allow you to speak knowledgably with the representative. In many cases, you can learn a great deal by reading the company s website. 4. Email the representative! Send a short email to introduce yourself and outline your role for the day. Please make sure that you use complete sentences and you check your spelling. Did you include your name? If you need help with the email, please do not hesitate to ask! The subject line should read: 18 th ANNUAL SBHS CAREER/JOB EXPO AMBASSADOR -April 4, 2017. The Day of the Event Before the Event Officially Begins: Lobby Duties: 1. Ensure that a tablecloth and the company s table tent are on the table first-thing in the morning. Make sure that your company s packet is in the lobby at the registration table. Do you know what s in the packet? Do you know where your company s table is located? Can you explain the EXPO process to your guest(s)? If not, find out! Please make sure that students are visiting the table! 2. When companies arrive, the reps will be greeted (outside the main entrance) by Security. Security will radio in to the lobby to have ANY available student Ambassador meet a company rep at the main door. Be sure to assist in carrying luggage, boxes, etc. Ambassador Duties: 3. Meet your assigned company rep as the company is setting up in the gym. Don t hesitate to offer to assist them with the setup of their display. 4. Ask when they would like you to explain the EXPO experience and go over the packet of information. Explain the process of the raffle system, the STUDENT ONLINE EXPO SURVEY, and the sticker requirement [1 sticker=1 meaningful conversation] Please make sure that restrooms and the break room are clearly identified to each of your guests! 5. Be sure to check-in frequently with your company representative(s) to ensure that they have everything that they need. Don t forget to bring them a glass of water (for each presenter) before the event begins. Make sure to direct individuals towards your table when needed! The Day of the Event During and After the Event: 1. Check in frequently and offer to assist in any way possible. Make sure to direct other students to the table. Your guest(s) took the time to attend our EXPO so please make sure that they feel appreciated! 2. Be prepared to escort your representative to Cafeteria 1 for the luncheon from 10:50-11:55 a.m. 3. If a problem arises, find Mrs. LaVarnway, Melissa Valgoi, Frankie Karnedy, Avi Cohen, Brandon Lee, or Zaneta Sulley immediately. 4. Offer to assist with the pack-up/clean-up activities at the end of the event. Assist your guest(s) to the lobby and/or their car. Please thank your guest for attending and invite them to the 2018 EXPO event. 5. Ensure that the area surrounding your company s table is neat and clean. Collect the table tents and return to Mrs. LaVarnway. All tablecloths should be returned to Ms. Amey. Please fold and place in the appropriate box. Assist with general clean-up and the loading of the tables.
LAST Name: FIRST Name: SBHS STUDENT AMBASSADOR APPLICATION PLEASE PRINT NEATLY Year of Grad: Telephone Number: CCS Member: YES NO (circle one) Email: (Please provide an email address that you read frequently! Make sure to print legibly!) PLEASE ANSWER THE FOLLOWING QUESTIONS COMPLETELY AND TO THE BEST OF YOUR ABILITY Note: This is simply a questionnaire to get a sense of your level of interest and commitment as an EXPO AMBASSADOR. The member statement/signature should be taken seriously and is required for all participating AMBASSADORS. 1.) Briefly explain the reasons why you should be chosen to be an Ambassador for either your first or second choice. 2.) What career track or company do you wish to sponsor: Choice 1: Choice 2: 3.) In the event that another Ambassador falls ill and cannot perform his/her duties, would you be willing to fill-in as an Ambassador for another company? YES NO (please circle one) THANK YOU FOR COMPLETING THIS QUESTIONNAIRE. Completion of this application does not guarantee an Ambassador s position. See Mrs. LaVarnway in the CDC if you have any questions concerning this application and/or event. The application is due no later than Tuesday, March 21, 2017 by 12:00 pm (noon). AMBASSADOR S STATEMENT: My signature represents my commitment to the annual CAREER/JOB EXPO and I understand the conditions of the AMBASSADOR program. In order to be considered a participating AMBASSADOR, I must attend one of the mandatory Ambassador meetings held on Tuesday, March 14, 2017, from 7:45 to 8:40 am or 3:30 to 4:30 pm in café 2. I must also file the appropriate Field Trip Absence Form in the CDC to be released from my block 4 class on Monday, April 3, and all classes on Tuesday, April 4, 2017. I understand that I must conduct myself professionally during the event and assist in the set-up and clean-up prior to and immediately following the EXPO. In addition, I will read and follow the group s assignments and activities via email communications and on the CDC website. Signature of Prospective Ambassador: Date: Signature of Parent/Guardian: Date:
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It is the STUDENT S RESPONSIBILITY to have this form completed and returned to the teacher in charge of the field trip PRIOR to the day of the trip. Print Student s Name: Activity/Class: 18 th Annual Career/Job EXPO Date of Activity: Set up: Monday, April 3, 2017 (Blue 4) and Tuesday, April 4, 2017 (Gray full day) Teacher in Charge of Field Trip: Nancy LaVarnway (CDC) CLASSES THAT WILL BE MISSED Blue 1 SBHS FIELD TRIP APPROVAL/PERMISSION FORM TEACHER S SIGNATURE/APPROVAL Blue 2 Blue 3 Blue 4: EXPO SET UP Monday, 4/3/17 Gray 1: EXPO Tuesday, 4/4/17 Gray 2: EXPO Tuesday, 4/4/17 Gray 3: EXPO Tuesday, 4/4/17 Gray 4: EXPO Tuesday, 4/4/17 1) I agree to make up class work, including tests or quizzes, missed as a result of attending the annual EXPO. It is my responsibility to arrange makeup work with my teachers. Student s Signature Date 2) Parent/Guardian Approval: My son/daughter has my permission to participate in this activity. Parent/Guardian s Signature Date THIS COMPLETED FORM IS DUE TO THE CDC NO LATER THAN TUESDAY, MARCH 21, 2017!
AMBASSADOR EMAIL/VOICE MAIL TEMPLATE Ambassador To: Name of the contact and title including business email address Subject: 18 th ANNUAL SBHS CAREER/JOB EXPO AMBASSADOR April 4, 2017 Hello, My name is (first and last name) and I am a (grade) at SBHS. I will be your Ambassador for the 2017 CAREER/JOB EXPO on Tuesday, April 4, 2017. I chose your company because (maybe mention an interest you have or a reason why this business appealed to you). I m looking forward to talking with you. We are anticipating your arrival between 8:00 and 9:30 a.m. ANY AVAVAILABLE AMBASSADOR will meet you in the South Burlington High School s main lobby area and assist you to the gym. Please pull up in front of the school to unload your car and then you will be directed on where to park. Once you are in the gym, I will make every effort to assist you with your setup and will go over the EXPO instructions before the formal start of the event. I m looking forward to meeting you on Tuesday, April 4, 2017. Sincerely, Your name and email address in case they have any questions. P.S. There will be 1-2 Ambassadors assigned to each table at the EXPO. DO NOT FORGET TO CHECK YOUR EMAIL FOR A REPLY FROM YOUR COMPANY!!!
GRAY, TUESDAY APRIL 4, 2017 8:35 WARNING BELL MODIFIED BELL SCHEDULE CDC CAREER/JOB EXPO 8:40-9:45 BLOCK 1 (65 MINUTES) 9:45-9:50 PASSING TIME 9:50-10:45 FACE TIME (55 MINUTES) (EXPO open to Juniors & Seniors ONLY) 10:45-10:50 PASSING TIME 10:50-11:55 BLOCK 2 (65 MINUTES) EXPO ambassadors will bring company representatives to cafeteria 1 for a private luncheon. 11:55-12:00 PASSING TIME 12:00-1:55 BLOCK 3 - normal lunches (115 MINUTES) (EXPO open to all students, faculty, staff and administrators) 1:55-2:00 PASSING TIME C Lunch students Expo during A lunch Class for B lunch C Lunch B Lunch students A class B lunch C Expo A Lunch students A lunch B Expo C Class 2:00-3:20 BLOCK 4 (80 MINUTES)
18 th ANNUAL CAREER/JOB EXPO TIMELINE STUDENT AMBASSADOR TIMELINE IF A PROBLEM EVER ARISES, FIND MRS. LAVARNWAY, MELISSA VALGOI, AVI COHEN, BRANDON LEE, FRANKIE KARNEDY, or ZANETA SULLEY IMMEDIATELY!!!! Monday April 3, 2017 2:00-3:30 pm: Tables arrive via Vermont Tent Company. If possible, Ambassadors should attempt to attend the set-up. Note: Each station includes one table and two chairs. MORNING SCHEDULE (Lunch and afternoon schedule - see opposite side) Tuesday - April 4, 2017 8:00-9:00 am: Ambassadors and student assistants will be placing table tents in appropriate locations, setting up the greeting table in the lobby, reading over the Ambassador checklist, and awaiting the arrival of EXPO company reps! YOUR TASKS: 8:00 a.m. or earlier: Ensure Company Table is Set-up: (table cloth and company table tents are placed) Registration packet is in the lobby at registration table 9:00-9:45 am: Set up time for companies. When companies arrive, the reps will be greeted (outside the main entrance) by Security. Security will radio in to the lobby to have ANY available student Ambassador meet a company rep at the main door. The student will help unload and the rep will then be instructed to move their car to the parking lot. A beverage & lite fare (located in small gym) will be available for the reps during the set up time. Ambassadors will wait until the majority of businesses have been served a beverage and food before helping themselves. YOUR TASKS: MEET YOUR ASSIGNED COMPANY REP AS THE COMPANY IS SETTING UP IN THE GYM. Assist company reps with anything they may need. Point out restrooms and hospitality room (small gym) Explain the EXPO experience Explain raffle process & explain exit survey enclosed in packet. PROCESS FOR ENTERING A SPECIFIC (COMPANY) RAFFLE: Companies may elect to conduct their own raffle at their specific tables. On each table, there will be supplies as well as detailed instructions on conducting the raffle. Students who engage in a meaningful conversation may fill out a raffle ticket to enter a specific company s raffle. In addition, students should request a sticker to affix to the GRAND prize raffle ticket see specific GRAND PRIZE directions on the last page. More than one entry is acceptable and AMBASSADORS/attendees are eligible to participate. Companies may give away prizes during or after the event has concluded. Ambassadors or EXPO Team will pick up and deliver the prize to the winner. PROCESS FOR GRAND PRIZE RAFFLE: Detailed directions are on the last page of this packet. Students should pick up a GRAND PRIZE raffle ticket (& EXPO guide) at the Welcome Table. Fill out the top section of the ticket and affix 5 stickers to the ticket. 1 meaningful conversation = 1 sticker. Entries are deposited at Welcome Table. FINAL STEP TO ENTER TO WIN THE GRAND PRIZE: Students must complete the ONLINE EXIT SURVEY, located on the NEO (EDU) homepage by Tuesday, 4/4/17-11:59 pm. Students who do not complete the survey or submit incomplete tickets will be disqualified. At 2:00, the EXPO will end. Please be sure to complete the evaluation and submit it to your Ambassador/EXPO team member before departing. 9:50-10:45 am: EXPO opens to juniors and seniors only. This concept allows the upper classes to engage in in-depth discussions. Ambassadors will be responsible for promoting their company and getting students to attend this session. Ambassadors should make sure that their company reps have lots of visitors and receive lots of questions. Check in with your rep and offer to assist and MAKE SURE TO DIRECT STUDENTS TO YOUR ASSIGNED TABLE(S)!
LUNCH AND AFTERNOON SCHEDULE 10:50-11:50 am: PRIVATE LUNCHEON. SBHS EXPO Ambassadors will escort company reps to cafeterias one and two for lunch and conversation. NOTE: The gymnasium will be locked and patrolled by SBHS security throughout the lunch period. YOUR TASKS: Escort your rep to cafe #1 and enjoy lunch together. Feel free to lunch with one company and dessert with another. When finished, clean up your area make sure it looks as it did when you arrived LUNCHEON EVENT SCHEDULE: 10:45-10:55: The two-sided SELF SERVE buffet table will be available for all COMPANY ATTENDEES and assigned STUDENT AMBASSADORS in Cafeteria 1. Time is limited so a two-sided table will move the process along. Food service is in Cafeteria 1, with main dining in Cafeteria 2. Overflow dining will be held in Cafeteria 1. 11:05: Welcome comments from Superintendent Young, Nancy LaVarnway, and/or the EXPO Executive Team 11:08-11:35: Lunch and time for conversation. Student Ambassadors will be dining with their company representatives. 11:35-11:50: Clean up by participants (trays), luncheon team, janitors and cafe staff. Ambassadors will be escorting their reps to restroom areas. Ambassadors will proceed to the gym so they are standing at their company s table no later than 11:55. You don t want anything stolen from your company s table! 12:00-1:55 pm: EXPO opens to all students & SBSD community. [Note: 9 th /10 th grade students are required to attend a portion of the EXPO] PROCEDURE FOR ALL EXPO ATTENDEES: YOUR TASKS: Direct lots of students to your assigned table(s). Offer to assist your rep in any way you can. 1. Students enter the gym, proceed to the Welcome Table to pick up an EXPO guide and Grand Prize Raffle Ticket. 2. Students who wish to enter the Grand Prize Raffle must complete the top portion of the ticket and engage in five (5) meaningful conversations with company reps. The earned stickers should be affixed to the ticket. Multiple entries are encouraged. 3. Completed raffle tickets (with 5 stickers attached) should be submitted at the Welcome Table. 4. IN ORDER TO BECOME ELIGIBLE TO WIN THE GRAND PRIZE, students must complete the ONLINE EXPO EXIT SURVEY, located on the homepage of NEO (EDU), no later than Tuesday, April 4, 2017 at 11:59 p.m. 5. Students who do not complete the survey or submit incomplete raffle tickets will be disqualified. 6. A grand prize winner will be announced on Wednesday, April 5, 2017. 2:00 pm-3:30 pm: All Ambassadors and EXPO Team Members will be required to assist in the clean-up of the gym. VT Tent will arrive to take away the tables. YOUR TASKS: If your rep has a raffle prize to be given away, ensure that you pick up the prize and deliver it to the CDC or if appropriate, deliver directly to the winner. Help your rep clean up their area and offer to carry anything out to their car. Walk your rep to the lobby or to their car (if applicable), THANK THEM for attending, and INVITE them to the 2018 Career/Job EXPO on Tuesday, April 3, 2018. CLEAN UP: Make sure the area surrounding your company s table is neat and clean Collect table tents and return them to Mrs. LaVarnway Fold table cloths return them to Ms. Amey Help break down and load tables Assist with any other clean up, as needed
RAFFLE PRIZE PROCEDURE 2017 PROCESS FOR ENTERING A SPECIFIC (COMPANY) RAFFLE: Companies may elect to conduct their own raffle at their specific tables. Students who engage in a meaningful conversation may fill out a raffle ticket at specific tables. Students should also request a sticker to affix to the GRAND prize raffle ticket see specific GRAND PRIZE directions below. More than one entry is acceptable and AMBASSADORS & all attendees are eligible to participate. Companies may give away prizes during or after the event has concluded. PROCEDURE FOR ENTERING THE GRAND PRIZE RAFFLE: Students enter the gym, proceed to the Welcome Table and pick up an EXPO guide including a Grand Prize Raffle ticket. Students who wish to enter the Grand Prize Raffle must complete the top portion of the ticket and engage in five (5) meaningful conversations with company representatives. Students are encouraged to take the time to ask questions and converse with the company representatives. One (1) meaningful conversation = one (1) sticker! Affix the 5 earned stickers to the Grand Prize Raffle ticket. Multiple entries are encouraged. TWO STEPS TO ENTER THE GRAND PRIZE DRAWING: o #1: Converse with 5 companies, affix 5 stickers, fill out the appropriate sections and submit ticket at the Welcome Table. o #2 Students must complete the ONLINE EXPO EXIT SURVEY, located on the homepage of NEO (EDU), no later than Tuesday, April 4, 2017 at 11:59 p.m. Students who do not complete the survey or submit incomplete raffle tickets will be disqualified. A grand prize winner will be announced on Wednesday, April 5, 2017. A thank you to all the companies who contributed to the awesome 2017 Career/Job EXPO raffle, especially the Grand Prize Donation.