A Publication of the CSEA Region 5 Leadership Education Series

Developed by CSEA Communications Specialist Mark Kotzin

Message from the President

Ask any union activist or leader, and they’lltell you, the most frequent question we getfrom our rank-and-file members is “Whatdo we get for the dues money we pay?”

The biggest problem we face as a unionis that many of our members have NOIDEA of the tremendous variety ofbenefits and services their unionmembership offers them.

Our Problem: Bringing the members to the union.

We are the best damn union in this country, but that doesn’t amount to much ifour rank-and-file members don’t know why. Unfortunately, with life gettingseemingly busier by the day, fewer and fewer people have time to attend Unionmeetings or functions, or to read about the union in our CSEA newspaper, so ourleaders are faced with a very real challenge -- how can we get the word out to ourmembers about all the benefits and services available through their CSEAmembership?

As union activists and leaders, it is up to us to fight back against the apathy andignorance, and do the best we can to overcome those barriers and try and teach ourmembers about CSEA and the benefits and services that go along with membership.But if we can't bring the members to the union, there’s only one thing left to do:

Our Solution: Bring the union to the members.

The best method we have to bring the union to the grass-roots level is the CSEAInformation Day. We hope that by using this guidebook, along with the appropriateunion staff as outlined, you can put together your own successful InfoDay, and helpus accomplish our goals of building a stronger union from the grass-roots on up, withmore informed and active members. I’ll look forward to getting invited to yourupcoming InfoDay event!

union • info•day

A union-sponsored activitydesigned to bring the union to themembership.

Involves bringing CSEA departments,member benefits representatives andarea field staff, as well as contract-related benefit providers directly toor nearby the work site, where theycan meet with workers, hand outinformation and talk one-on-one toanswer any questions about the unionor its related benefits and services.

Also a great union-building tool, andan opportunity for employers to reachout to their workers as a group.

This guide was written and developed by CSEA Communications Specialist Mark Kotzin

Introduction:What is an InfoDay and why should we have one? ........................................................Page 1Pre-planning: Defining your event style ....................................................................Pages 1-2

Planning Your InfoDay - Step by Step:Step 1 - Forming your committee: Who should be involved? ........................................Page 3Step 2 - Holding your first meeting: Going over the basics ............................................Page 3Step 3 - Filling in the questionnaire & checklists: 1) How to set it up, 2) Who to invite............................................................Pages 4 -5Step 4 - Planning your timeline, assigning duties ......................................................Pages 5-6Step 5 - Working to get your members to attend.............................................................Page 6Step 6 - Putting it all together: The day of your event.....................................................Page 7Step 7 - When the party’s over: How’d you do?..............................................................Page 8

Timelines and ChecklistsWhat to do when? A step-by-step timetable ..........................................................Pages 10-11Questionnaire: Basic questions to start with..................................................................Page 13Checklist: Which benefit providers should we invite?............................................Pages 15-19

Appendix - Sample Forms & LettersMember Benefits Schedule Request..............................................................................Page 22Site Reservation Request ..............................................................................................Page 23Member Benefits/Region Staff Invitiation ....................................................................Page 24Benefit Provider Invitation ............................................................................................Page 25Benefit Provider Response Form ..................................................................................Page 26Door Prize Solicitation Letter .......................................................................................Page 27Mailing Label Request ..................................................................................................Page 28Artwork Request Memo ................................................................................................Page 29Worksite Event Publicity Poster....................................................................................Page 30Membership “Alert” Postcard ......................................................................................Page 31“Teaser” Poster .............................................................................................................Page 32Public Service Announcement .....................................................................................Page 33Tri-fold Event Program .......................................................................................Pages 34 - 35Site Location Poster .....................................................................................................Page 36Vendor Table Layout Plan............................................................................................Page 37Benefit Provider Thank-you Letter ..............................................................................Page 38Door Prize Winner Letter .............................................................................................Page 39Vendor Contact Listing.................................................................................................Page 40

Table of Contents

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Introduction: What is an InfoDay ?As previously stated, the CSEA Information Day is one of the most valuable tools we have as a union to directlyinform our members about the benefits and services their union membership provides them. By bringing represen-tatives from the union near to them, and offering incentives like door prizes and food, we make it that much easierto overcome barriers such as time constraints and distance, allowing us to meet face-to-face with our members toanswer their questions, inform them, and hopefully build their level of interest and participation with their union.

An InfoDay can be set up in many different ways, with different names and structures, but no matter what you callit... Lunch ’n’ Learn, Contract Fair, Employee Awareness Day, Health Fair, or simply CSEA Information Day...the idea is basically the same -- to set up informational tables or booths at or nearby the worksite, and bring inCSEA professional staff and contract-related benefit providers to meet the members, give them information, andanswer their questions.

Why should you have one?First, to educate your members.

If they don’t know what’s available to them as union members, they can’t avail themselves of those benefits orservices. Also, if they don’t know all that we provide, they won’t be able to fully understand all that theirhard-earned dues money goes to support. We need to remind our members that their dues money comes back tothem in many different ways and show them that we’re spending it wisely.

Second, the InfoDay gives us a very positive opportunity to be visible to our members at all levels.

It shows that the union is not just their local/unit officers, a building in Albany, or a Region Office, but that theunion is the sum of all our parts -- we are a statewide organization with national outreach, and we work hard onbehalf of our members. Many times, we do all this behind the scenes, and the members remain unaware of the greatsupport structure they have backing up their local or unit officers. Furthermore, it is an excellent opportunity forour members to meet their elected union officers, their shop stewards and their union staff, some of whom theymight have heard about, but may never have met face-to-face. It helps put faces to names and increase our directcontact and recognition with our rank-and-file members.

Lastly, InfoDays give us a great opportunity to build, strengthen and organize.

By being visible and available, we can convince non-members to join the union, convince less-active members toget involved, and give unorganized groups something to organize around.

The potential to reach our members through Information Days is virtually unlimited. It is our hope that by utilizingthe format laid out in this guidebook, you will be able to have a successful event that will help strengthen CSEAand build our union.

Pre-planning: Defining Your Event StyleSo you’ve decided an InfoDay would be worthwhile in your area. Great! Now you need to determine how to setyours up for maximum impact and participation. To do so, you must first decide what style of event you willbe putting together. Determining the event style you’ll be working with is a key factor in how you plan and whoyou involve in the planning and structuring of the event. While there is not always a clear distinction, for purposesof this guidebook, we’ll break the events down into three different styles, which we’ll detail on the following page.

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There are several basic classifications that CSEA InfoDay events can fall into:

Level One: A CSEA-sponsored eventA Level One InfoDay is what we strive for most often, and what this guidebook facilitates. It is a fullyCSEA-Sponsored event, held just for workers represented by CSEA, not other employees, and is plannedexclusively by CSEA activists/leaders with assistance from Union staff. This guidebook is designed almostexclusively to set up this type of event. For setting up a Level One InfoDay, your main contact will beyour Region Communications Specialist (located at your Region Office - see the list on the inside backcover).

Level Two: Employer or Community-sponsored eventsA Level Two InfoDay is very different from the first type, in that CSEA is only part of the event, and probablyhas less to do in the actual event planning. These events are often sponsored by management and held forworkers in multiple unions, especially in State Government Locals. Often called an “Employee AwarenessDay” or “Staff Development Day” or in School Districts a “Superintendent’s Conference Day,” this type ofevent is usually planned and set up by the involved agency, a local EAP Committee, or facility management.CSEA will be invited to have a presence in the event, with the invitation often extended through the Local orUnit President.

Because this type of event is usually not just for CSEA members, CSEA will normally have a much smallerpresence. Furthermore, because CSEA is not directly handling the invitations to vendors, and many may haveto be accommodated, we may be very limited in how many tables are offered to the union. With a Level Twoevent, whoever is sending out the invitations should be given the names and addresses of your CSEA LaborRelations Specialist, your CSEA Member Benefits Specialist, your area CSEA Insurance Representative, theMarketing Department for CSEA’s Employee Benefit Fund (or whatever group(s) administers your healthbenefits) and your Region’s CSEA/AFSCME PE.O.P.L.E. Committee Chairperson. If the event cannotaccommodate tables for all these vendors, as is sometimes the case, CSEA’s Member Benefits Department,along with your CSEA LRS, can bring along information to represent all of CSEA’s available benefits andservices. In setting up a Level Two event, your Local or Unit President should serve as the union’s mainpoint of contact with whomever is setting up the event and can facilitate sending out invitations.

Level Three: Plugging into an existing eventThe final style of event, a Level Three category, is adding more of a union presence at any existing Unionevent, such as a membership meeting, clambake, annual dinner or even a ratification vote, where you simplywant that presence, yet don’t want to get into setting up a full-blown InfoDay with multiple vendors. In thisinstance, CSEA’s Member Benefits Department is the answer. The department will provide a MemberBenefits Specialist, along with general CSEA informational brochures and promotional items, to give yourmembers a basic idea of the benefits they get by virtue of their CSEA membership. This type of event can alsobe plugged into a CSEA visibility event at a worksite (with permission from the employer) by having yourMember Benefits Specialist set up a table right in the workplace. For a Level Three event, the person(s) incharge of setting up the function should contact CSEA’s Member Benefits Department directly at1-800-342-4146, or fill out a Member Benefits Schedule Request (page 22).

If you have selected to plan a level one style event, please continue reading todetermine the steps you’ll follow for planning and structuring your event. Otherwise,contact the appropriate individuals as outlined above.

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Step 1: Form Your CommitteeThe key to a successful InfoDay is organization, planning and teamwork. In thisguidebook, you will find schedules, checklists and sample forms to help in the organizationand planning. The teamwork will be up to you and the people you have on your committee.

The first step to planning a successful InfoDay is to get the right people involved. Who are the right people? Firston the list should be your CSEA Communications Specialist. She or he is well-versed in putting together CSEAinformational events, and can assist your local or unit committee in tailoring your event to meet your specificneeds. Your Communications Specialist can be reached at your CSEA Regional Office (see the inside back coverfor addresses and phone numbers).

Next, you must put together a committee of members interested in helping organize this event. In selecting peoplefor the committee, you should first take into account the employees you are trying to reach. If you are coordinatingthe information day with other locals or units, the committee should be made up of representatives from eachgroup. Furthermore, if you are going to hold various informational events at various worksites, it would be helpfulto have an employee representative from each work location on the committee to help plan the event for eachlocation. Finally, an invitation to join the committee should be extended to your Unit or Local officers, as they arelikely the most familiar with the workplaces, specific benefit providers and members you will be dealing with.

Step 2: Hold Your First MeetingSet up your initial meeting with your committee and your Communications Specialist.At this meeting you will be going through the questionnaire and checklists that follow(pages 13-19) asking yourself the basic questions that will determine how yourInfoDay is structured and establish your event timeline. If you already have a dateplanned for your event, this meeting should occur eight weeks prior to that date to putyou in sync with our suggested timeline. If you are unsure when you want your event,determining it will be one of the first duties of your committee.

Prior to meeting with your committee, you should distribute copies of this guidebook, or at least the checklistsenclosed, so that everyone can work together on the planning. Your meeting agenda will basically follow thefollowing steps of the initial questionnaire in this guidebook, entitled “Basic Questions To Start With” (page 13).

Your InitialMeeting Agenda

(the basics you need toaccomplish)

Planning Your InfoDay - Step by Step:

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Planning Your InfoDay - Step by Step (Continued):Step 3: Fill in the Questionnaire and ChecklistsThe enclosed questionnaire and checklists will walk you through the necessary and thoroughthought process behind setting up an informational event that will attract the largest amount

of your members and present them with the best information that applies to them. Let’s examine some of thereasoning behind the questions:

WHO: Who is your target audience of members for this event? The way you structure an InfoDay for a group ofhighway workers who can only be reached before or after work at the garage will be very different than an eventyou structure for white-collar office workers who could attend during breaks or lunch times. Will this event justbe for one group of workers at one site, or could it be opened up to the whole Local? How about a few Localswithin a small geographic area? If multiple Locals or Units participate, will they each kick in money for food orthe space used? Will it be open to just members or can you use it as an organizing tool by inviting agency fee payersas well?

Helpful Hint: Unless the InfoDay is part of a targeted campaign to reach a specific group of workers,try and expand your event to be as inclusive as possible, without making the event too geographically

large that workers will have a long trip to get there. Once you’ve decided who to invite, estimate yourprobable attendance... You can usually count on about a third of the total group to attend, but planoptimistically, so you don’t get caught off guard by too many showing up.

WHAT: What will the event structure be? Will there just be tables and information, or will it be combined withtraining seminars or workshops? What will you call it to get the most participation?

Helpful Hint: Simpler is usually better - a no-frills "CSEA InfoDay" is easier to set up than amini-conference type event. If you do have seminars or presentations, keep them informative, interest-ing and short - no longer than 30 minutes, if possible. You can contact the CSEA Education &Training Department for assistance with setting up workshops or trainings.

WHERE: What location will be most effective? Can we have it at the worksite, or do we have to hold it somewherebetween work locations? What will be the easiest place to have the event that is both big enough to hold the tablesfor all the vendors you want, the amount of employees you’re expecting and be easiest for employees to get towithout having to walk or drive too far? If on-site, will you have to get management to authorize the use of thespace?

Helpful Hint: The closer to the worksite, the less objections employees can raise about getting there. Ifrelations are not good with management, it’s best to look for a neutral ground to hold the event. While

hotel banquet facilities are often good places to hold your event offsite, why not look into renting outa church social hall or a meeting room at the local VFW or Legion Hall? The accommodations mightnot be as fancy, but you’ll save a bundle in rental fees.

WHEN: When will you hold the event? Don’t just randomly pick a date -- think about when the most employeesare working, or can show up to a centralized location. How about organizing around an existing event? In schooldistricts, for example, a Superintendent’s Conference Day is ideal for setting up an InfoDay - the employees arealready available. What times will we need to be available to hit workers from all shifts? Do we need to have a fewdifferent events? Will a weekday or weekend be better, daytime or evening?

Helpful Hint: Stay away from weekends if at all possible, and don’t cut into the employees’ free time ifyou can help it. Try and organize your event so that employees can attend during breaks or meals, and

not on a day where a lot of employees might be out of the office or on vacation -- stay away fromMondays and Fridays when possible. Also, if holding an event for more than four hours, try and buildin a break time for your vendors to have time to eat and stretch.

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HOW: How can you get the most members to attend? What can you do to overcome their objections to attendance,and what further can you do to entice them to come? How can you publicize your event and get the word out aboutwhy members should attend? How can they be distracted away from things that compete for the same availabletime? Might management allow for some official or unofficial release time for employees to attend?

Helpful Hint: Do all you can to make the event interesting and attractive. Offer food and prizes and try andget some release time for the employees to attend. To make sure your event is well publicized, yourCommunications Specialist can send a postcard mailing from CSEA Headquarters to all involvedmembers and provide a poster that you can put up at all worksites.

FOOD ARRANGEMENTS: When we ask workers to attend during their break or lunch times, it’s only fair we offerthem some sort of refreshments to make up for the time they’d normally use for eating. Basic coffee/soda/pastriesis nice, but can we make it a little more enticing? How about cold cut trays for sandwiches, or a nice hot buffetlunch? Does the site you’ll use require a certain caterer or food service, or can you bring in your own?

Helpful Hint: The better the food offering, the more enticing your event will appear, although it will costmore. Try and strike a balance between inexpensive but sparse, and a gourmet feast which costs an arm

and a leg. Also, think about your timing -- if you’re at a highway garage at 6 a.m., you would be betteroff serving eggs, toast and coffee than a cold cut platter and sodas. Be aware that sponsoring Locals orUnits are expected to pick up the full cost of food expenses for these events.

Checklist: Inviting Providers/Vendors

The providers/vendors you invite to distribute information and meet with your members will depend on the typeof event you’re having and who will be attending. For example, if you’re calling your event a health fair, you’regoing to want health providers on hand to do screening or testing. In general, your providers should alwaysrepresent benefits or services available to the members who will be attending, including available CSEAstaff services. Any benefits to employees, whether offered by the union or by management, should be represented,if possible, by a person from that benefit provider who can directly answer employee questions about that benefitor service. The enclosed checklists are relatively self-explanatory - use them as a rough guideline to round up theusual suspects. Remember, you have to have enough space and tables to allow for each provider you invite!Vendor invites are normally sent out by your Communications Specialist, but you can send your owninvitations if you wish (see sample, page 25). Note: Who NOT to invite is just as important as who TO invite.You should NOT invite vendors, businesses or organizations that are not officially endorsed by CSEA or whodirectly compete with CSEA-endorsed providers. If you’re unsure about this, ask your Communications Specialist.

Helpful Hint: Remember, members from different bargaining units, especially if one is state and one localgovernment, are going to have different benefit packages and therefore different providers. Try not to mixand match too much, because you may end up confusing your members rather than enlightening themabout which benefits apply to them.

Step 4: Plan Your Timeline, & Assign DutiesThe enclosed timeline (pages 10-11) spreads the whole process, from planningto implementation, over an eight week time period. This is an ideal timetable,giving the staff and activists involved enough time not to have to rush things. Inpractice, things can move a lot quicker, especially if your event is part of acampaign and needs to be put together under a tighter deadline. The minimumtime you should allow would be four weeks, to give time for the vendors to beinvited and respond, as well as to get together a mailing to your members tonotify them of the event.

Planning Your InfoDay - Step by Step (Continued):

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Planning Your InfoDay - Step by Step (Continued):Step 4: Plan Your Timeline, & Assign Duties (Continued)Once your initial meeting is held, and you’ve gone over and filled out the checklists, a lot of the hard work isalready done. Your Communications Specialist will typically be responsible for inviting the vendors, helping withpublicity, and notifying your members. Here’s what your committee members will be responsible for:

1 Securing a location, making sure there are enough tables and chairs for vendors;1 Making arrangements for food;1 Compiling a list of any local benefit providers, with contact names and addresses, and

providing it to your Communications Specialist;1 Requesting a membership list from CSEA headquarters to check-in attendees;1 Getting area merchants to donate door prizes;1 Putting up posters when you receive them;1 Talking up and promoting the event to your members in the workplace;1 Making any payment arrangements for space and food, when necessary; and1 Setting up the room and staffing the registration/sign-in table on the day of the event.

At the end of the first meeting, these duties should be clearly assigned to committee members. Following thetimeline, you can, if you think it is needed, schedule a second meeting about three weeks before the event to reporton the progress of the event and tie up any loose ends. Once all this is accomplished, you’re well on your way!

Step 5: Working to Get Your Members To Show Up:All through your planning process, you should have been working to make your event asinclusive, accessible, and desirable to attend as possible. There are a number of things youcan do to improve the chances that your members will attend, some of which we’ve alreadytouched on, others we’ll suggest here:

1) Make sure it’s something they’ll want to attend! When attendees show up at yourregistration table, give everyone a CSEA-themed door prize -- their choice of a CSEAwater bottle, travel mug or tote bag, for example (see the CSEA e-Store for promotionalitems you can purchase in bulk and imprint with your Local or Unit identity). You can also

have donated items or purchase prizes to be raffled off -- have the Local or Unit spring for something nice(within the confines of CSEA’s Financial Standards Codes) like a weekend getaway at a local hotel!

2) Get good food - most people won’t pass up a free tasty meal if they know about it in advance. How aboutentertainment? Some Units hold social functions afterward with music and dancing.

3) If there’s a hot topic or workplace issue locally, have someone there who can talk about it or answer questions!4) Put up posters! Your Communications Specialist can have posters made that will highlight the day’s events

(page 30)! You can even put up a “teaser” poster five or six weeks in advance (page 32).5) Do a postcard mailing! Standard practice in setting up InfoDays is to mail an “alert” card (page 31) out about

two weeks in advance to the entire membership at their homes to let them know that the event is coming, andit can have a door prize coupon printed on the back that they can fill out and bring with them the day of theevent.

6) Include a notice with paychecks! If management will allow it, ask them to insert a note with the paycheckson the pay period immediately before the event, reminding them when and where it will be!

7) Talk it up! If you’re excited about the event, make sure everyone around you knows it! Tell your officers andthe rest of your InfoDay Committee to spread the word and let the members know what will be going on. Ifyou’ve got members who are unhappy with the union, urge them to attend so that they can learn more about theunion and get involved if they want changes made. If you’ve got workers at a remote location who don’t havea shop steward or regular contact with the union, reach out to them and let them know that they’re welcome toattend. Personal, face-to-face contact will always be the best way to get the word out!

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When all the planning is over and the big day has finally arrived, your members are going toarrive in a little while, and you’ve got a room to set up. What should you do?

First, know how many tables you’ll need for your vendors, the food and your registration table(your Communications Specialist can tell you how many vendors answered our invitation - callhim/her a few weeks ahead), and set them up around the room. The best setup is usually onewhere the registration table is right as they come in the door, and then the vendor tables goaround the perimeter of the room, with space between them, if possible, for the vendors to get inand out. Each vendor table should be rectangular, at least six feet long (eight is preferred) and

you should provide two chairs per table if possible, in case the providers send more than one person. There shouldbe adequate room for the members to move around the center of the room, perhaps having some tables and chairswhere they can sit and eat the food you’ll be providing. You should attempt to set up the tables so there is a naturaltraffic flow from start to finish.

Helpful hint: One way to try and keep traffic flowing is to avoid having people stop in the middle for food.If you can keep the food/refreshment/beverage table(s) away from the vendor tables, that will help. Thebest plan is one where the members get to any food after going past all the informational tables.

To make it easier to determine which vendors go where, consider putting together a map of your room, with vendortable assignments in advance. Your Communications Specialist can help you with this (see sample, page 37). It’susually preferable to have the CSEA and CSEA-related vendors first, with the local benefit providers following.This gives the union as much prominence as possible. Also be aware if any vendors need electricity, they will needto be located near an outlet or provided with an extension cord. Usually they will notify you in advance if they willneed such accommodations. Your vendors should have been asked to arrive at least 15 minutes early to set up theirtables, so when they get there, be prepared to let them know where they’re stationed.

Helpful hint: A good rule of thumb for setting up your tables is to have the CSEA Member BenefitsDepartment table the first one members get to following registration, as they give out shopping bags whichthe members can then fill up with information and promotional items as they go along.

Feel free to decorate your tables. Table bunting or tablecloths can be a nice touch, and it’s always nice to add afestive look to your decor. Balloons work well (ask your Communications Specialist for some CSEA ones), as dosmall plants on each table. One state facility that holds an Employee Awareness Day each year puts a plant on eachvendor’s table and gives it to the vendor afterwards.... a nice touch that the vendors will appreciate. Also, yourCommunications Specialist can provide signs for the tables to identify where each vendor is from. Also, if it’savailable, ask your Communications Specialist to bring and set up your Region’s “banner-up” display, to fly ourcolors proudly. Once you’ve got the room set up, it’s a good idea to put up some posters (page 36) around theworksite or general area pointing your members in the direction of the InfoDay location.

At your registration table, have a box members can drop their door prize coupons into. If you requested amembership/agency fee listing from CSEA prior to the event, have it available to check in members as they arrive.If someone is an agency fee payor, give them a membership card (be sure to have a supply on hand) and ask themto sign it immediately! You’d be amazed how many people say they’ve never been asked to join before! If you haddoor prizes donated, you should also post a list of those local businesses who donated items, or list them in an eventprogram (see sample, pages 34 and 35), along with a listing of the vendors attending and how to contact them,which you can distribute at the registration table. Your Communications Specialist can help assemble this.

And lastly, be creative! One nice thing that some Locals/Units have done is to invite local charities to participateand set up a table at the event. For some, such as soup kitchens or food pantries, we’ve asked members to bring ina non-perishable food item to donate to the cause. In turn, we’ve given them an extra raffle coupon to fill out foranother chance at winning a door prize! This can make your event not only fun and informative,but veryworthwhile as well.

Step 6: Putting It All Together - The Day of Your Event

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Last Step: When the Party's OverWhen the day is done and the members came in droves, leaving happy and full ofinformation, what’s left to do?

First, pat yourself on the back! You worked hard to make this event a success, andyou and your committee should be proud of your efforts. If this is the first timeyou’ve done this, it’s likely that your members will be talking about it for a while,and hopefully it spurs involvement in the union. Take a moment to feel goodabout what you’ve done.

Moment passed? Okay. Now it’s time to clean up and start planning for the nexttime.

The next step is to honestly assess how you think the event was received. You can utilize the checklist below as aguide. Did the members show up? Did everything work as planned? Was there something that you know you didright? Wrong? Ask your committee, and try to figure out what worked and what didn’t. Ask around afterward andfind out what your rank and file members thought. See if they liked it, and if there is interest in doing it again.

Next, take the time to write thank-you letters (page 38) from your committee, thanking the vendors whoparticipated, management for allowing you the space, any merchants who donated door prizes, and it would benice to make a short flyer or notice in your CSEA Local or Unit Newsletter thanking your members for attendingas well. If you did not give out all your door prizes at the event, you should send out the prizes, along with acongratulatory letter (page 39).

Finally, think about doing it again. You should probably wait at least a year between InfoDays, but if you’ve gota segment of workers that never made it, think about holding a separate event for them. Talk to your Communica-tions Specialist and your CSEA leadership and figure out if you want to do this again and when. Once that timegets near, dust off this guidebook and start all over again!

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Timeline and Checklists

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More than Eight Weeks Prior to Eventq Establish Local/Unit InfoDay Committee & set date for your initial meeting about eight

weeks prior to date of event - be sure to invite your Communications Specialist to attend.q Distribute this guidebook to committee members in advance to become familiar with this

process.

Eight Weeks Prior to Eventq Hold your initial committee meeting - go over questionnaire and checklist forms (pages

13-19), determine who to invite, location, food arrangements, publicity, and so on.Assign committee members duties.

q Send out site reservation request (page 23) to management where appropriate - request atimely response to aid in your planning.

Seven Weeks Prior to Eventq Confirm site, space, location, date, times.q Communications Specialist will send staff attendance request memo to CSEA Member

Benefits Dept., and appropriate Region Staff (page 24).q Communications Specialist will send out benefit provider invite (page 25) along with

response form (page 26) - due back in two weeks.q Distribute door prize solicitation letter (page 27) to committee members and have them

start seeking out local donations - due back within 3 weeks.q Communications Specialist will send mailing label request form (page 28) to CSEA HQ

to request labels for postcard mailing.

Six Weeks Prior to Eventq Communications Specialist will request poster and postcard artwork from HQ

Communications Dept. using artwork request memo (page 29).q Post "teaser" poster at worksites if desired (page 32).

Five Weeks Prior to Eventq Communications Specialist should confirm benefit providers attending and notify person

in charge of room setup on number of vendor tables needed.

Four Weeks Prior to Eventq Send out Public Service Announcements (page 33) to local media if appropriate.q Make a listing of door prize donations to post at event.q Publicize event in Local/Unit newsletter if you have one.

What To Do When? A Step-By-Step Timetable

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Three Weeks Prior to Eventq Meet with committee & confirm progress - tie up any loose ends.q Assign committee members to staff sign-in/door prize registration table.q If you’re going to distribute an event program (page 34-35), compile your listing of

CSEA representatives & benefit providers attending, door prize donors, and Local/UnitOfficers, and request that your Communications Specialist put it together.

q Put up event publicity posters at worksites.

Two Weeks Prior to Eventq CSEA Print Shop will mail postcard mailing w/door prize coupon - extra coupons should

be sent to Communications Specialist to have available that day.q Communications Specialist should confirm Region and HQ staff attending.

One Week Prior to Eventq Confirm food arrangements.q Have event programs printed w/enough copies for expected attendance.q Make nametags for benefit providers/staff attending.

Day of Eventq Make sure tables are set up and have signs (from Communications Specialist)q Have your Communications Specialist put up CSEA banner or

“banner up” display if available.q Put up posters (page 36) around event site pinpointing exact location of event.q Put program, sign-in sheet and door prize registration table by entrance to room.q Ask Communications Specialist take pictures for your Local/Unit newsletter

or union website.q Do door prize drawing at event conclusion.

Week After Eventq Send out thank-you letter (page 38) to benefit providers/staff/donors/committee.q Send out door prizes to winners with congratulatory letter (page 39).

More Than a Week after Eventq Get your committee together to assess how you did with your event, and talk about

planning for future events.

What To Do When? A Step-By-Step Timetable (Continued)

12

13

uestionnaire: Basic Information to Start With _____ WHO from which Locals/Units will be invited to attend our InfoDay? Just members, or are Agency

Fee payors welcome too? How about retirees? How many people total can we expect to attend(estimate a little over a third of the total possible #)?

Total Members ______

Total Agency Fee ______

_____ WHAT will be the event structure? What will we call it? Will it be a CSEA Information Day? AHealth Fair? An Employee Awareness Day? A Lunch ‘n’ Learn? A Contract Fair? Who willsponsor (pay for) the day’s events, including food and room costs? If more than one Local/Unit isparticipating, will the involved Locals/Units share the costs?

_____ WHERE will the event be most effective? What location will be most accessible to the largestgroup of employees? Can we do this on-site, or do we need to hold it on “neutral” ground? Do weneed to plan multiple-site events to reach more workers? Who will be responsible for confirmingthe location?

_____ WHEN would be the best day of the week to reach the largest number of employees? What’s thebest time? Is there an event already planned that we can schedule our InfoDay around? Would theweekend be a possibility? When are employee break times for the location we want? Will it runlong enough to get workers from all shifts? Can we pin down a tentative date and a backup date?Have we checked to make sure that the date(s) don’t conflict with any other union or workactivities, or any large community, social or sporting events?

_____ HOW can we get the membership to attend? What kind of incentives can we offer? Food? Prizes?Custom imprinted giveaways? How will we publicize the event? Who will be in charge of gettingdoor prizes? Can we get release time from management to allow employees to attend?

_____ FOOD ARRANGEMENTS: Will we be serving refreshments or food? What type of food shouldwe serve? Does the location we’ve chosen demand a specific food vendor? Does the location havecatering available or do we need to hire outside? Will this be a continuous buffet, a sit-down meal,an appetizer spread, or just pizza and soda? Who will be responsible for handling food arrangements?

14

15

Checklist: Which Benefit Providers Should We Invite?

CSEA Region Officers:

_____ Region Executive Board - Invite through Region President

CSEA Region Staff Representatives:

_____ Communications Specialist

_____ Organizer

_____ Occupational Safety & Health Specialist

_____ Political Action Coordinator

_____ Labor Relations Specialist

CSEA Headquarters Representatives:

_____ Member Benefits Specialist

_____ Education & Training Specialist (if providing workshops)

_____ Field Mobilization Specialist (if needed)

AFSCME PEOPLE Program:

_____ Regional People Committee Chair

CSEA Insurances:

_____ Pearl Carroll & Associates Insurance Representative

_____ Pearl Carroll & Associates Retirement Counselor

CSEA Employee Benefit Fund:

_____ EBF Marketing Representative

AFSCME NY:

____ AFSCME NY Representative

16

17

Checklist (Continued): Which Benefit Providers Should We Invite?

CSEA-Endorsed Providers

_____ Empire/Davis Vision Centers (Discount Eyeglasses)

_____ Ear-Q (Hearing Aid Discount)

_____ Regional Attorney

_____ New York Safety Program (Defensive Driving Classes)

_____ Pinnacle Motor Club

_____ CSEA Legal Assistance Program (Workers Comp., Personal Legal Services)

_____ Consumer Credit Counseling of CNY (**Regionwide Events Only)

Local Health Benefit Providers:

_____ Health Insurance _____________________________

_____ Dental Insurance _____________________________

_____ Optical Insurance ____________________________

_____ Prescription Drug ____________________________

_____ Local HMO's _______________________________

CSEA/NYS Joint Labor-Management Committees: ** State Employee Local s Only

_____ CSEA/NYS Partnership for Education & Training **

_____ CSEA Health Benefits Dept.

_____ CSEA Work Institute

_____ NYS Family Benefits Committee **

Other Benefit Providers:

_____ Credit Union __________________________

_____ Deferred Compensation Provider ____________________________

_____ NYS Retirement System

_____ NYS 529 College Savings Program

18

19

Checklist (Continued): Which Benefit Providers Should We Invite?

Local or Unit Committees:

_____ Membership, Safety & Health, EAP, Social, Political Action, Womens’, other

Management Representatives:

_____ Personnel Department

Health Screening:

_____ Cholesterol Screening

_____ Blood Pressure Screening

_____ Blood Sugar Screening

_____ Glaucoma Screening (Empire Vision)

_____ Carpal Tunnel Screening

Local Emergency Service Providers:

_____ Police, Fire or Ambulance Services

_____ American Red Cross

Health Advocacy Organizations:

_____ American Cancer Society

_____ American Red Cross

_____ Other ________________________________________

_____ Other ________________________________________

Local Charities You Support:

_____ Food Banks/Soup Kitchens, Relief Organizations, Local Boys/Girls Clubs

_____ State Employees Federated Appeal (SEFA)/United Way

20

21

Sample Forms and Letters, Etc.

Appendix

22

Sample Member Benefits Request Card

23

Sample Site Reservation Request Letter

Date

Dear (Personnel Officer):

The Info Day Committee of CSEA (Local/Unit) is meeting to organize aninformational union "awareness day" for our CSEA members working at(worksite location).

This event will feature informational tables set up by union staff and participatingvendors, along with refreshments for those attending. The purpose is to informmembers and non-members about the benefits of their CSEA affiliation andcontract, including insurance plans, health benefits, communication services andmuch more. We would also welcome you to set up a table representing the(county/facility) to distribute any information regarding benefits of(county/facility) employment.

To reach the largest audience of workers, we would like to hold our informationday on-site at (location). We are tentatively planning to hold it on (date) at (time),but first need your approval. Please contact (name) at (phone number) to discussthe availability of this location or any questions you might have. Your promptattention is sincerely appreciated.

Sincerely yours,

(signature)

(Name), ChairCSEA (Local/Unit) Info Day Committee

Local 123

24

M E M O R A N D U M

TO: Sean Egan, Member Benefits Department

FROM: (Name), Communications Specialist, Region (#)

DATE: (insert date)

RE: Info Day in (location)

Please consider this memorandum a request for a representative of the Member BenefitsDepartment at Headquarters to participate in a CSEA Info Day to be held as follows:

Location: (Insert Place)

Time: (Insert Hours)

Date: (Instert Date)

Local: (Insert Local #)

We will require the usual literature and handouts from Member Benefits. Approximately(insert number) members are expected to attend.

Also, by copy of this memo, I am requesting that the Labor Relations, Communications,Organizing, Political Action and Safety & Health Departments assign their Region staff toattend. A meal (will/will not) be provided for staff.

Please contact me if you have any questions or comments.

cc: Region President Region Director Stanley Hornak, Communications Adam Acquario, Political Action Janet Foley, Occupational Safety & Health Lisa Horton, Organizing OSH Specialist Member Benefits Specialist Field Mobilization Specialist (where needed) Region Organizer Region Political Action Coordinator

Sample Member Benefits/Region Staff Request

25

Date

Dear CSEA Member Benefit Provider:

On behalf of CSEA, I would like to invite a representative from your company to participate inan upcoming informational event to be held for CSEA Local (insert number) members workingat (insert name of municpality or facility). Approximately (insert number) members are expect-ed to attend.

Your representative should be prepared to set up brochures and/or displays outlining theservices/benefits that you provide to CSEA members working at this location. We will provideyou a table for this purpose. Please contact Communications Specialist (insert name) at (insertphone number) if you require any special considerations. A meal (will/will not) be provided. Itwould also be appreciated if you could bring a small item to be raffled off as a door prize.

The event will be held as follows:

Date: (insert date)

Time: (insert time)

Place: (insert location)

Please be prepared to arrive at least 15 minutes early to set up your informational table.

We hope you will be able to attend. For your convenience, we have enclosed a reply form youcan use to notify us of your ability to participate. Please fill this out within ten days of receipt ofthis letter and return it to the address listed. If you have any further questions, please do nothesitate to call. Your cooperation is sincerely appreciated.

In Unionism,

(signature)

(Insert Name) Region President

Sample Vendor/Benefit Provider Invitation

26

Sample Vendor/Benefit Provider Reply Form

27

Sample Door Prize Solicitation Letter

Date

Dear (name of area) Business Leader:

I'm writing to you as the union president for more than (number) (name of area ormunicipality) employees, and requesting your support.

On (date), our union, Local (xxx) of CSEA, New York’s Leading Union, will be holding aninformational fair for our entire membership, to inform them of the benefits and services ourunion provides, as well as what’s available to them as union members in (name) area. This iswhere you come in.

We are asking your business to make a contribution to this event, in the form of a giftcertificate or merchandise which can be raffled off as a door prize for those attending. Inexchange for your generosity, you will receive a listing in our event program, with a requestto union members that they patronize the businesses that supported us in this endeavor.Consider this some very worthwhile low-cost advertising, which will reach an audience of(number) and a sure-fire way to increase your name recognition and your customer base.

We would appreciate your generous response before our deadline of (date), and wouldwelcome any questions. Please address any correspondence to: (name, address) Also, feel freeto call me at (phone number). Your cooperation and contribution is sincerely appreciated.

Sincerely yours,

(name), PresidentCSEA (name) Local XXX

Local 123

28

Sample HQ Mailing Label Request

DATA PROCESSING SPECIAL REQUEST FORM

Requested By: (Name), Communications SpecialistDate of Request: (Date)Local/Unit Name: (Name)Local/Unit Number: (Number)# of Members: (#)# of Agency Fee Payors: (#)Date Needed: (a few days before mailing date)Ship To: Bryce MachinePurpose of Request: Labels for InfoDay reminder card to Members & Agency ShopItems Needed: Bryce labelsPostage Class: FirstType of Mailing: "Alert card"Number, Size, & Weight of Pages: One page, alert card sized, backed up, card stockTo be Mailed From: Print ShopDate to be Mailed By: (set date a week-and-a-half prior to event)Special Notes: Artwork from Communications

submit to: stanley.hornak@cseainc.org

29

M E M O R A N D U M

TO: Janice Kucskar, Production Specialist

FROM: (insert name), Communications Specialist

DATE: (insert date)

RE: Request for InfoDay “Alert” Cards & Poster

Could you please put together poster and reminder card artwork for aninfoday with the following info:

To: (insert name of group)

Date: (insert date of event)

Time: (insert time of event)

Place: (insert location of event)

Other: (door prizes? food? other enticements to list?)

When finished, please e-mail a copy to me for approval. Final postcardcopy can go to special requests and the poster copy can be sent to(Who? Where?).

E-mail request to: janice.kucskar@cseainc.org

Sample HQ Artwork Request

30

Sample Event Publicity Poster

Don’t Miss the

INFODayTown of Vestal and VestalLibrary CSEA Members:

All CSEA members and agency fee payersare invited to come and participate.

WEDNESDAYMAY 18, 2009

5 p.m. - 8 p.m.

Vestal Library, Community Room320 Vestal Parkway East

Meet Your Union Officersand Staff!

Meet Your BenefitProviders!

Free Refreshments!

Door Prizes & Giveaways!

31

Sample Membership Alert PostcardDOORPRIZE

LOCAL 1000 AFSCME, AFL-CIO

143 Washington Ave.Capitol Station Box 7125

Albany, N.Y. 12224

_____________________________________________________________________________

PH

ON

E (

) __________________________ n

TO B

E E

LIGIB

LE FO

R D

OO

R P

RIZE

S —

please CLIP

and BR

ING

this coupon to the CS

EA

Inform

ation Day

DOORPRIZE

NEWSNEWSL O C A L 1 0 0 0 , A F S C M E , A F L - C I O

Don’t Miss the

INFORMATION DAY

TO: ALL CAYUGA COUNTY LOCAL 806 MEMBERS& AGENCY FEE PAYORS

MEET YOUR UNION

REPRESENTATIVES!

MEET YOUR

BENEFIT PROVIDERS!

DOOR PRIZES!

REFRESHMENTS!THURSDAY, MAY 4, 2009

11 am - 4 pmHOLIDAY INN,

AUBURN

All CSEA Members and Agency Fee Payors are invited to come and participate.

NA

ME

_________________________________________ SO

C. S

EC

. # ___________________

AD

DR

ES

S

____________________________________________________________________

32

Sample Teaser Poster

ATTENTION (NAME) EMPLOYEES:Some questions you might have:

· What union benefits can I take advantage of?· How can I win some great prizes?· What are my rights as a union member?· Is there such a thing as a free lunch?· What’s happening with our union contract?· What does the union do for me?· Who are my union representatives?· What do I get for my union dues?

The answers are coming...at your CSEA InfoDay!

Keep watching for further details!!!

33

Sample Media Advisory/Public Service Announcement

FOR IMMEDIATE RELEASEDAY, DATECONTACT: NAME, PHONE #

MEDIA ADVISORY

LOCATION -- CSEA union members working at (location) will soon have a chanceto find out more about their union as the CSEA Info Day rolls into town!

On (day, date), the union is sponsoring information tables and refreshments for work-ers at (location), from (start time) to (end time). According to CSEA (Title) (Name), theevent is designed to bring the union to the employees, instead of the other way around.

“As a union of working people, we realize that it’s tough to fit the union into a busywork and home life, so instead of asking our members to come to the union for a meeting,we’re bringing the union right to them at the worksite,” (he/she) said.

CSEA is New York’s leading union, representing more than 265,000 active and re-tired employees across the state. CSEA represents (number) of workers in the (location) area.

WHAT: CSEA (WORK LOCATION) INFO DAY

WHERE: (LOCATION)

WHEN: (DAY, DATE, TIME)

# # #

34

Sample Event Tri-Fold Program Outside

35

Sample Event Tri-Fold Program Inside

36

INFODAY

HERE(cover 2 arrows to point sign toward event site)

Sample Site Location Poster

37

CSEAEmployee Benefit Fund

CSEA

Mem

ber B

enef

itsCS

EAW

orke

rs C

omp

Lega

lSe

rvice

s Pla

n

RegistrationTable

Defe

rred

Com

p.Pr

ovid

er

CSEAOptional Insurances

CSEA

Orga

nizin

gCS

EA/N

YSPa

rtner

ship

CSEA

Heal

th B

enef

its

Empire/DavisVision

Consumer

Credit CounselingEar Q

CingularCell Phone Discount

Local CreditUnion

CSEACom

munications

CSEAPolitical Action

CSEASafety & Health

NYSRetirement System

Health BenefitProvider

Food

/Ref

resh

men

ts/

Beve

rage

s

Sample InfoDay Vendor Table Layout

38

Sample Benefit Provider Thank-You Letter

<DATE>

<SALU> <FIRST> <LAST><COMPANY><ADDRESS><CITY>, NY <ZEP>

Dear <FIRST>:

On behalf of CSEA Local 123, I would like to extend our sincere gratitude for yourparticipation in our recent information day in <LOCATION>.

We were very pleased with the day’s events and the turnout that we received. We are happyyou could attend to share information with our members about the benefits and services youprovide to them. I hope that the exposure was equally beneficial to your business, as well.

Again, I thank you for your attendance and hope that you enjoyed working with us on thisevent. If you have any questions or comments, I would ask that they be directed toCommunications Specialist (Name) at (number). I look forward to seeing you again.

In Unionism,

Name,CSEA Local 123 InfoDay Committee Chair

Local 123

39

Sample Door Prize Winner Letter

<date>

<salu> <first> <last><address><city>, NY <zip>

Dear <salu> <last>:

Congratulations! Your name was drawn to receive the following door prize from ourrecent CSEA Local 123 Information Day:

<Prize>

Donated by <donor>

Your prize is enclosed. On behalf of CSEA, allow me to congratulate you on winning,and I thank you for attending our information fair. I hope you learned a lot about whatCSEA has to offer you.

In Unionism,

Name,CSEA Local 123 Info Day Committee Chair

Local 123

40

CSEA Member Benefits DepartmentSean Egan, Director - sean.egan@cseainc.org(800) 342-4146, ext. 1303

Member Benefits Specialist Regions 1 , 2 & 3:Dolores Carter - dolores.carter@cseainc.org - ext. 1451

Member Benefits Specialist Regions 4, 5 & 6Carmela McHugh - carmela.mchugh@cseainc.org - ext. 1224

CSEA Education & Training DepartmentSharon Lovelady-Hall, Directorsharon.loveladyhall@cseainc.org(800) 342-4146, ext. 1469

CSEA Legal Services ProgramFine, Olin & AndermanChristine Grosse, Labor Liason - cgrosse@foalaw.com(888) 909-4362, ext. 2053

CSEA Employee Benefit FundDiedra Guisti, Marketing - dguisti@cseaebf.org(800) 323-2732CSEA Health Benefits DepartmentLaura Balogh, Deputy Director - laura.balogh@cseainc.org(800) 286-5242, ext. 4453

CSEA/AFSCME P.E.O.P.L.E. ProgramCheryl Palmer, PEOPLE Coordinatorcheryl.palmer@cseainc.org(800) 342-4146, ext. 1404 orcontact your Region PEOPLE Chairperson

CSEA/NYS Partnership for Education & Training

Field Staff, Regions 1 & 2Zoranda Wilson - (718) 712-5776wilsonz@nyscseapartnership.org

Field Staff, Regions 3 & 4Timothy Gerard - (518) 872-1106gerardt@nyscseapartnership.org

Field Staff, Regions 5 & 6Mark Houck - (607) 535-7382houckm@nyscseapartnership.org

CSEA Work InstituteDeb Baum, Program Coordinator - debra.baum@cseainc.org(866) 478-5548

Pearl Carroll & AssociatesRegions 1, 2 & 3:Insurance & Retirement Counseling - Steve Neithardtsteven.neithardt@pearlcarroll.com(800) 681-2654

Regions 4, 5 & 6:Insurance & Retirement Counseling - Jim Hoffmanjames.hoffman@pearlcarroll.com(800) 536-9856

AFSCME New YorkJim Cullen, Area Field Services Director(518) 869-2245

Empire/Davis VisionPaul Patrick, CSEA Client Managerppatrick@davisvision.com(315) 446-7573

Ear Q (Hearing Aid Benefit)Ms. Amy Chevalierachevalier@earq.com(866) 432-7500

NY Safety Program (Defensive Driving)Mr. Jim McGuirk, Regional Directorsales@nysp.com(518) 462-4729

NYS Family Benefits CommitteeDeb Miller, Staff Directordmiller@goer.state.ny.us(518) 473-6798

Governors Office of Employee Relations(Health Care Spending Account)Ms. Joan Krohn, Employee Relations Assistantjkrohn@goer.state.ny.us(518) 474-8306

The Buyer’s EdgeDan Walker, Presidentdwalker@buyersedgeinc.com(800) 755-5008

Pinnacle Motor ClubKen Fransson, Vice President of Marketing/Distribution(401) 846-7813

NYS Deferred Compensation Plan

Anthony Prezio, Supervising Account Executiveprezioa@nationwide.com(800) 422-8463

NYS Retirement SystemBob Connell, Information Representativerconnell@osc.state.ny.us(518) 408-4251

Consumer Credit Counselling of CNYGary Thurber, Asst. Director of Community Relationsgthurber@cccscny.org(315) 474-6026

NY 529 College Savings ProgramGeorge Makras, Senior Institutional Relationship Managergmakras@upromise.com(914) 924-0155

State Employees Federal Credit UnionNathan Phillips, Business Development Dept.(518) 464-5291

CSEA e-store (http://cseastore.sm-pm.com)Velocity Print SolutionsDave Engledengle@velocityprint.com(518) 370-1158, ext. 212

40

Contact Numbers for Common Benefit Providers

41

Long Island Region 13 Garet Place

Commack, NY 11725(631) 462-0030

(631) 462-0039 F

Metropolitan Region 2125 Maiden Lane, 5th FloorNew York, New York 10038

(212) 406-2156(212) 406-2296 F

Southern Region 3568 State Route 52Beacon, NY 12508

(845) 831-1000 or (800) 757-2732(845) 831-1117 F

Capital Region 41 Lear Jet Lane, Suite 2

Latham, NY 12110(518) 785-4400 or (800) 874-7344

(518) 785-4595 F

Central Region 56595 Kirkville Road

East Syracuse, NY 13057(315) 433-0050 or (800) 559-7975

(315) 433-0915 F

Western Region 6120 Pineview DriveAmherst, NY 14228

(716) 691-6555 or (866) 568-7734(716) 691-5430 F

Region Offices

Plattsburgh6 Booth Drive

Plattsburgh, NY 12901(518)563-0761

(518)563-0939 F

Binghamton71 State Street

Bache Building, 1st FloorBinghamton, NY 13901

(607)772-1750(607)772-8017 F

CantonP.O. Box 488

Canton, NY 13617(315)386-8131 (or 8132)

(315)386-1621 F

Rochester332 Jefferson Road

Rochester, NY 14623(716)272-0800

(716)272-1127 F

Satellite Offices

Colleen Wheaton, President