Plan an Activity:
itrek Leader Guide to Hosting Campus Events

​Goals: 

1. Participants learn something new about Israel and the region.

2. Create/maintain interest to travel to Israel.

3. Create/maintain trust between potential participants and student-leaders

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Funding: 

• Speakers - Up to $3,500

• Venue - Up to $1,000 dedicated to securing a meeting space to conduct the program (including A/V)

• Food & Beverage - Up to $50/person​

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Step 1: 

Decide on the type of event you're interested in having - virtual or in-person, define a clear topic and what you want participants to get out of it.

• Lecture

• Interactive Workshop (i.e. cooking, virtual tour)

• Dinner & Dialogue

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Step 2: 

Consult with your Program Manager to find the right speaker. You can find a speaker on your own or look for available speakers on itrekexperiences.org which will be updated regularly with recommended speakers in the US.

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Step 3: 

Once speaker availability is confirmed, finalize key info like date, time, location, and update the itrek-provided registration form*. 

 

*All campus experiences must utilize itrek-provided registration in order to qualify for funding.*

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Step 4: 

Create a fun invite for email + Whatsapp + social media, etc - send this 3 weeks prior to the event.

 

Send out subsequent invites weekly leading up to the event and reminders to all who signed up before the event!

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Step 5: 

Send a calendar invite with information about the event to all those who register.

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Step 6: 

Once you have a clear sense of how many people are attending, order some food & bev! Be sure to consult your PM on budget and logistics. 

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Step 7:

Show up early on the day of the event to set up as needed and meet with speakers or other team members.

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Good to Know and Think Ahead: 

• Make sure the place has enough space to hold all registrants

• Make sure there’s a sound system should you need it

• Ordering food? Ask for cutlery, drink, napkins, etc.

• If you don’t have everybody’s email address, make sure you capture them. Either ask for it upon arrival to the event or put a QR code on the screen for them to share it. 

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Pointers to Share at the Event: 

• Share with your participants the updated itinerary for the Israel Trek

• Can hold “ask me anything” - if you as Leaders feel comfortable. Allow the participants to ask questions freely about Israel, the Israel Trek, etc.

• Bring a past participant/Leader to share insights 

• Make it fun! Many Leaders expressed in the past that the Israel Trek is associated with challenges and complex subjects due to the political climate. This session is your opportunity to address a different approach.

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