HOBY Maryland Communications

If you are trying to contact HOBY Maryland, there are many approaches. HOBY volunteers, sponsors, and alumni are always available via both the web and regular mail to answer questions, and address comments and concerns. We eagerly encourage you to contact us about anything you may want to find out.

In order to facilitate this communication, we have set up several resources on the web to help you get answers about what the HOBY program is like. We encourage you to use these as your first source of information about us and to try and get any questions you may have answered.

First, we have set up a chat room for online real-time conversations with others in the HOBY family. This will include former ambassadors and HOBY staff. There is also our listservs. These serve as a mass e-mail communication device and can be joined by anyone to get questions answered by email as well as learn the questions of others. These options are available to you at any time and we encourage you to use them.

The items described below identify the key messages and information that will be communication by the MLS Seminar Planning Team. Please note that most of the items only required to be developed one time. While most have been "assigned" to a particular position to develop or coordinate, ALL require the help of our volunteers. Please take a few minutes to review the table below and CHOOSE AT LEAST ONE item that you would like to help with (in particular the items with TBDs).

Remember the seminar will only be as good as our COMBINED efforts. Successful communications will have a long lasting effect, beyond just the current seminar year. Please contact me or the individual identified as the coordinator to let us know of your deisre to help. Thank you in advance for your help developing an effective message for the Maryland Leadership Seminar.

Message/Information	Delivery Method & Frequency	From	Audience(s)	Developed/ Coordinated by	By When
What is HOBY (revise existing information on MLS and HOBY web sites)	Web, All external communications / as often as necessary	Seminar Committee	ALL	PR Director	8 months to seminar
Letters to schools for recruitment Chair State Education Dept (Nancy Gusmick)	US Mail / 1x	Chair, State Ed., Dir. Recruitment	School principals and/or advisors	Director of Recruitment	8 months to seminar
Post-Seminar presentations	In-person presentations / As often as necessary	Ambassadors, Alumni, Chair, & Key Volunteers	Cooperating organizations (and other sponsors)	TBD	3 weeks to seminar
Letters to past Ambassador Staff and Junior Counselors to apply for positions again	US Mail, email / 1x	Amb. Staff Dir., Dir. of Counselors	Recent alumns and Jr. Counselors	Amb. Staff Dir., Dir. of Counselors	6 months to seminar
Chair's Monthly Report	US Mail, email / monthly	Chair	HOBY National, Corp President	Chair, Dir. Of Admin	Monthly
Newsletter	US Mail, email, web / bi-monthly (or quarterly)	Seminar Committee	MLS volunteers, coop orgs, others (TBD)	PR Dir., Dir. Of Admin	Bi-monthly or qtrly
Seminar registration packet	US mail, Web? / 1x	Chair, Dir. Of Admin	New ambassadors and parents	Dir. Of Admin	6 months to seminar
Seminar exit packet	At seminar / 1x	Seminar Committee	New ambassadors and parents	Dir. Of Admin, Amb. Staff	3 weeks to seminar
"Our kids are doing great things in the community" - Announcement of HOBY participation in HOBY pre-during seminar	Press, web / 2-3x	Public Relations Director	Public, cooperating orgs	Public Relations Director	1-2 months before seminar
Sponsor recognition Thank you letters Newsletter articles/section Press	US mail, web, newsletter / as often as necessary	Chair, Public Relations Director	ALL sponsors ($, speakers, G-I-K, etc…)	Public Relations Director	Ongoing
Thank You Letters to parents	US Mail / 1x	Chair, ambassadors	New ambassador's parents	Chair, ambassadors	Last day of seminar
"We Need You" - young/college volunteer recruitment	Ads/flyers at colleges, Web / as often as necessary	Seminar Committee	HOBY alumni in area colleges	Alumni Association	Ongoing
Basic seminar fact sheet - who, what, when , where, why	Press, New ambassador mailings / as often as necessary	Seminar Committee	Public, new ambassadors	Public Relations Director	8 months to seminar
"What you should expect at the seminar"	US Mail with Registration Packets, Web / 1x	Chair	New ambassadors and parents	TBD	8 months to seminar
Frequently Asked Questions	US Mail with Registration Packets, Web / 1x	Seminar Committee	New ambassadors, parents, public	TBD	8 months to seminar
"How to register: - steps, deadlines, key points of contact for answers to questions	US Mail with Registration Packets, Web / 1x	Director of Administration	New ambassadors, parents,	Director of Administration, Registration Coordinator	8 months to seminar
HOBY and HOBY Ambassadors are a good story	Press, Web / as often as necessary	PR Director	ALL	PR Director	6 months to seminar
"HOBY People (ambassadors, parents, volunteers, other sponsors) are a great market for your products"	PR packet, Marketing materials / as often as necessary	Director of Fund-raising	Sponsors	Director of Fundraising	8 months to seminar
"If you aren't at the seminar/CLEW you're missing out" or "You need us"	Registration packet, Web / 1x	Seminar/CLEW Chair	Potential ambassadors	PR Director	6 months to seminar
Employee recognition - Your employee has been selected (as an ambassador, counselor, volunteer) to attend the HOBY Seminar (end with request for donation)	US Mail / as often as necessary	Chair	Employers of volunteers and ambassadors	PR Director	4 months to seminar
Break down of how much HOBY costs	Exit packets, Marketing packets, Fundraising packets / 1x	Chair	ALL	Director of Administration, Director of Fundraising	TBD
Work of various Seminar teams/committees	Web, email, newsletter / as often as necessary	Seminar Team directors and coordinators	Other MLS volunteers	Chair, Director of Administration	As required
Letter to last year's Ambassadors with their group photo to encourage recruitment and Ambassador staff participation	US Mail / 1x	Chair	Ambassadors	Director of Administration	6 months to seminar
Volunteer recruitment letter	US Mail, email, web / as often as necessary	Chair, Volunteer Coordinator	General public	Chair, Volunteer Coordinator	Ongoing

The HOBY Maryland chat room is an online resource that is always active. Through use of a simple web based applet, anybody may make use of the chat room at anytime without downloading any special software. The chat room is used by alumni, HOBY staff, and people like you. It is easily the quickest way for you to get responses to questions and interact with those in the HOBY family. Simply click "Enter the Chat Room" and the following page will tell you the rest.

Listservs are an e-mail based communication system. What happens, is by joining a listserv, you have joined a list of people with a similar interest. Each list serves as an ongoing form of communication that will simply send you an e-mail whenever someone has sent something to the list. To put it simply, if you send a question to the list e-mail address, everyone will get a copy of your question, and then someone can reply to the list so that everyone sees the answer. The listserv makes it possible to do all this through the use of one e-mail address.

HOBY Maryland's listservs are intended for those who are alumni and volunteers of the seminar. Each new list is usually created immediately following a HOBY Maryland event, such as a seminar. That being the case, those who have participated in the seminars since the creation of this website (June 99) should already be a member of our listservs. However, if you are not a member of one or more of our listservs and believe you should be, feel free to sign up. All subscriptions are subject to approval.

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If you would still like more direct information about HOBY Maryland, but do not feel you belong on our listservs, please feel free to try one of our other means of communication or e-mail the seminar chair.

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