Family Program Guide
The purpose of the family program is help conference attendees reach their highest potential within the context of their conference experience. The family program heavily supplements an attendee’s experience by building intimate relationships within the family, helping attendees overcome obstacles, and ensuring the safety and well being of each member in the family.The Family Program Director is responsible for ensuring the most caring, high-energy, responsible, and motivated individuals in the Vietnamese youth community are recruited as family leaders. The director is to develop a robust training program to ensure selected leaders have the knowledge and skills to be effective in their positions. These skills and knowledge include but are not limited to a complete understanding of:
- Customer service – (Attendee Hospitality)
- Conference schedule
- Conference facilities
- Safety protocol (injuries, missing persons, theft, etc)
- Ice breakers, energizers, and get-to-know-you activities
- Assess prior family program (strengths/areas of improvement)
- Pick a committee to help develop the Family Program agenda
- Develop overall family program activities
- Develop roles/responsibilities/expectations guide for family leaders
- Develop training plan and materials
- Recruit, interview, select family leaders
- On-going training
- Support, coach, ensure success of family leaders during conference
Responsibilities (Detailed overview of responsibilities)
Family Program Agenda
The Family Program Director must work with his/her committee to develop an overall agenda for the Family Program. The director should consult previous attendees and family program participants to find the strengths and weaknesses of the previous years’ activities. On top of using activities that have worked well in the past, the group should plan to be innovative and include never-before-done activities.
The agenda should include activities that:
- help attendees network with each other
- integrate with the overall conference theme
- include Vietnamese culture
- promote conference/workshop reflection
Picking Family Leader
Aside from strong emphasis on the Family Program’s agenda, you must also put a lot of effort into picking the Family Leaders. For years, we have noticed that poor performance by a Family Leader can lead to a negative conference experience. Just like how you picked your committee members, you should conduct interviews and review resumes of anyone interested in becoming a Family Leader. Note that poor performance from past leaders has typically been due to lack of training; however, we have also seen leaders who did not care about their roles or showed a lack of judgement when conducting themselves in public view. Remember, these leaders will most likely be a new attendees’ first point of contact if any problems arise, so ensure they are all qualified and well respected individuals.
Ongoing training will be the most important task that you do to ensure Family Leaders are ready for the conference. Properly train all leaders so they know how each activity works. They should not have to rely on the use of an instruction sheet before each activity. Furthermore, they should be aware of the complete agenda for the whole conference. They will most likely be answering most of the questions that new attendees ask and thus are a point to stress customer hospitality. Do your best to train the family leaders. We understand they may not be able to answer every question, however, they should know who to direct questions to if they need to.
The most successful family leaders are the ones who demonstrate a contagious positive energy towards his/her family members. The family leaders also instill confidence in their family that they posses the answers to any question.
Attendee happiness can result from having a positive interaction with their families. This is an area that customer services needs to be stressed.
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