LETTERS TO PRESENTERS AND VOLUNTEERS

After all the presenters and volunteers have been found, send a form letter to each one. Here are examples of letters used by a school to inform the presenters and volunteers of the details of their Science Carnival . These letter contain merged fields <IN BRACKETS> from the presenter and volunteer databases.

LETTER TO PRESENTERS

May 6, 1998 <LAST NAME> <ADDRESS> <CITY/STATE/ZIP>   Dear <FIRST NAME> <LAST NAME>, (School Name) School staff and students appreciate your contribution to our Science Carnival to be held on (date). We will begin our program at 8:45 Am. Students will assemble in the multipurpose room for a 30 minute presentation featuring the "Scientific Jam" band. Following the Science Carnival kick off, students (grades K-5) will then circulate around the school in groups of 15 to 20 visiting the various science presentations . Student groups will remain at one presentation for 20 minutes and then move on to another. School bells will be used to aid the flow. Science Carnival presenters may begin setting up as early as 7:30 AM. Please check in at our office when you arrive for any instructions and a map of our school. Let us know if you have any special needs, visual equipment, outlets, extension cords, etc. We have placed your presentation of" <PROJECT NAME> ",<LOCATION>. Thank you for being partners in education. Sincerely,   Name(Science Carnival Coordinator) (School StreetAddress) (City, ST. Zip) (area code)- phone-number

LETTER TO VOLUNTEERS

May 6, 1998 <LAST NAME> <ADDRESS> <CITY/STATE/ZIP>   Dear <FIRST NAME> <LAST NAME>, (School name) School staff and students appreciate your contribution to our Science Carnival to be held on (date) We will begin our program at 8:40 Am. All students will assemble in the multipurpose room for a 30 minute assembly featuring the "Scientific Jam" band. Following the Science Carnival kick off, students grades K-5 will then circulate around the school in groups of 15 to 20 visiting the various science presentations we have for them. Student groups will remain at one presentation for 20 minutes and then move on to another. School bells will be used to aid the flow. We will begin setting up at 7:30 AM. If you could arrive by 8:00 then we could be organized and ready to go at 8:30. Please check in at the office when you arrive for further instructions. We've assigned you to the task of <ASSIGNMENT> <LOCATION>. Thank you for helping make our school events like Science Carnival successful. Sincerely,   Name(Science Carnival Coordinator) School StreetAddress City, ST. Zip (area code)- phone-number

DOWNLOAD Microsoft Word (Mac) form letter template to presenters

DOWNLOAD a Microsoft Word (Mac) form letter template to volunteers

Staff Meeting	Data & Communications	Physical Set-Up
Coordinator	Activity Planners	Crowd Control
Callers	Kickoff Assembly	Home

This presentation was created by Jeff Hale @ Sandia.gov