Vice Archon Recruitment Manual - Pi Kappa Phi Fraternity

VENUE
Just as the Message of Three Pillars is meant to be broader than just marketing, venue is somewhat different from
events. Venue implies that the focus is on building relationships in the right setting, making it more people-centered.
When you simply focus on the event itself, it becomes less about the relationships that you are trying to cultivate and
more about the tangible things that won’t make a great deal of difference in the relationships. It is important to apply the
recruitment cycle when mapping out your schedule. The time and money that needs to go into each stage can differ, so
its important to plan the right timing and number of events for each appropriately.
1. Fit The Cycle – Build a schedule that accommodates PNMs on every level of the recruitment cycle.
2. Use What You Already Do – Build recruitment into things your chapter already does.
3. Adapt Year Round – Create a twelve-month schedule that is adaptive to what is going on.
Planning Your Schedule
Each stage of the cycle has a certain level of interaction, and therefore each have a different amount of time, timing and
capital required. When building the schedule and budget, consider each of these stages.
Getting Referrals:
• When collecting names and adding them to your names list, you
should account for about 1 minute per name.
• Consider if / how much you will offer rewards for recommendations.
• Most of your referrals will need to be collected at the beginning of
semesters / summers, but it should be done regularly.
• Sample events for getting referrals: presentations, tabling, dinners for
referral sources.
Contacting Prospects:
• Contacting prospects costs little or no money, but you should account
for about 2-3 minutes per name on the list.
• Sample events for contacting prospects: cold call parties (get the
chapter or committee to go through the list at the same time)
Establishing Relationships:
• These are much smaller and easier to plan, generally a public meeting
with a recruiter.
• Anticipate a first meeting to take about 20 – 30 minutes per person. Consider if you wan to budget for a cup of
coffee, etc for each of these meetings.
• Sample events for establishing relationships: 1 on 1s or 2 on 1s, meeting for coffee or going to lunch, going to
the gym, attending a study group.
Chapter Functions
• These tend to take more time or planning, but include a large number of PNMs, so they don’t need to occur
nearly as often as 1 on 1s.
• Sample events for chapter events: Cook-outs, movie nights, sporting events, the more you can use events your
chapter already does (intramurals, push events, brotherhoods, study groups), the less money you will need to
spend.
Interviews, Votes and Bids
• For the most part these require virtual money, and if your chapter is doing enough to get to know PNMs, it
shouldn’t require a great deal of time.
• Sample events for interviews, votes and bids: formal interviews with officers, group interviews with multiple
PNMs, keep in mind that it does not have to be too formal or ritualistic; interviewing or bidding in public, even
while tabling can be a great way to market the fraternity.
Suggested Frequency for Each Stage
• Getting Referrals – take the average number of referrals you get from one effort and divide that number by the
new of your total referrals goal. Then, take that number and divide it by twelve months. Typically, you should be
doing names-generating events one to five times per month, heavier in the beginning of semesters and the
middle of summer.
• Contacting Prospects – This should be done weekly, for those further along the recruitment cycle, cold calls,
should happen every other week so that your referral don’t go ‘stale’ .
• Establishing Relationship – You should be having at least a few one-on-one style meetings each week, more
during heavier times corresponding with names generation and cold calls.
• Chapter Events – between what your chapter is already doing and independently planned recruitment events,
you should plan on at least one chapter event to invite PNMs to.
Interviews, Votes and Bids – The frequency of these events depends on whether you choose to them individually or in groups, but you should be doing
them frequently enough to bring in 10% - 15% each month of your total goal of men who sign bids.
PI KAPPA PHI VICE ARCHON RECRUITMENT GUIDE |!13!