12-Week Recruitment Prep Checklist

Great recruitment doesn't happen by accident. The councils that run smooth, low-stress recruitment weeks are the ones that start preparing months in advance.

Here's a 12-week checklist I've developed from working with Panhellenic communities of all sizes. Adapt it to your campus, but don't skip the fundamentals.

Weeks 12-10: Foundation

Goal: Get your leadership aligned and your data in order.

Council Tasks

• [ ] Review last year's recruitment data (registration numbers, bid acceptance rates, chapter outcomes)
• [ ] Identify what worked and what didn't—be honest
• [ ] Confirm quota and total calculations with your advisor
• [ ] Set a calendar for all pre-recruitment deadlines

Chapter Tasks

• [ ] Confirm chapter contact information is up to date
• [ ] Begin identifying recruitment chairs and team members
• [ ] Review membership numbers and chapter capacity

Key Questions to Answer

• What's our projected PNM registration this year?
• Are any chapters at or near total?
• Do we need to adjust our recruitment schedule from last year?

Weeks 9-7: Training & Communication

Goal: Make sure everyone understands their role and the process.

Council Tasks

• [ ] Schedule and promote RFM training for chapter presidents and advisors
• [ ] Create a recruitment handbook or update last year's version
• [ ] Establish communication channels (group chats, email lists, shared drives)
• [ ] Finalize the recruitment schedule and share with all stakeholders

Chapter Tasks

• [ ] Train recruitment team on values-based conversations
• [ ] Plan chapter-specific recruitment events (within guidelines)
• [ ] Prepare marketing materials and social media content

Key Questions to Answer

• Does every chapter leader understand how RFM works?
• Do we have a clear escalation path for issues during recruitment?
• Is our schedule realistic given campus logistics?

Weeks 6-4: Logistics & Rehearsal

Goal: Work out the operational details before pressure hits.

Council Tasks

• [ ] Confirm all event locations and room assignments
• [ ] Train recruitment counselors on their roles and boundaries
• [ ] Run through the recruitment schedule as a team—identify gaps
• [ ] Test any technology you'll use (registration systems, preference forms, matching software)

Chapter Tasks

• [ ] Finalize event plans and scripts
• [ ] Practice member conversations and storytelling
• [ ] Ensure all members understand recruitment rules and expectations

Key Questions to Answer

• Have we walked through the full schedule, minute by minute?
• Do recruitment counselors know what to do when PNMs have questions about specific chapters?
• What's our backup plan if technology fails?

Weeks 3-1: Final Prep

Goal: Tie up loose ends and build confidence.

Council Tasks

• [ ] Review registration numbers and adjust projections if needed
• [ ] Hold a final all-council meeting to answer questions and set expectations
• [ ] Prepare materials for recruitment week (preference cards, bid cards, etc.)
• [ ] Confirm advisor availability throughout recruitment week

Chapter Tasks

• [ ] Complete final walk-throughs of events
• [ ] Ensure all members know the schedule and their responsibilities
• [ ] Address any last-minute concerns with advisors

Key Questions to Answer

• Is everyone clear on what happens each day of recruitment?
• Do we have a communication plan for daily updates during the week?
• Who is the point person for RFM questions?

Recruitment Week

Goal: Execute with confidence and flexibility.

Daily Tasks

• [ ] Morning briefing with council leadership
• [ ] Midday check-in to address any issues
• [ ] Evening debrief to review data and prep for the next day
• [ ] Update chapters on their position (as appropriate)

Things to Remember

• Expect the unexpected—something will go differently than planned
• Communicate early and often—silence creates anxiety
• Celebrate small wins along the way

Post-Recruitment

Goal: Capture lessons while they're fresh.

Council Tasks

• [ ] Hold a debrief meeting with all chapter leaders
• [ ] Document what worked and what needs improvement
• [ ] Send thank-you notes to advisors, recruitment counselors, and volunteers
• [ ] Begin planning for the next recruitment cycle

Chapter Tasks

• [ ] Welcome new members and begin the new member education process
• [ ] Debrief internally—what can your chapter do better next time?
• [ ] Submit feedback to the council

Tips for Using This Checklist

1. Assign owners. Every task should have a name attached. "The council will do this" means no one will do it.

2. Build in buffer time. If something is due week 6, start working on it in week 7. Life happens.

3. Communicate constantly. The more information you share early, the fewer surprises you'll face later.

4. Ask for help. If your council is struggling with any part of this timeline, that's a sign you need support—not a sign of failure.

Need Help Getting Ready?

If your council could use a partner to walk through this prep process, I'm here. A Recruitment Strategy Sprint is designed exactly for councils who want to go into recruitment feeling confident instead of chaotic.

Reach out and let's talk about what you need.