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Recruitment of participants for the workshops is a major component in successful planning. Your program will focus on specific groups:
1) spouses, adult children, other relatives or friends providing care to older adults, and
2) older adults themselves who may be in the role of caregiver to a spouse or another family member. These people may be identified through collaboration with professional groups such as Veterans Affairs offices or through your local communication efforts.
The language you use in your promotional materials is very important. Many family members, particularly spouses, do not identify themselves as "caregivers". It is important to clarify your message and test it with some of the people whom you know may be potential participants. Over the years, some organizers have had difficulty recruiting participants despite the reality that there was a great need in the area for support workshops and many have concluded that it was because the language they used in promotion did not reach their target group.
Often the caregivers you wish to recruit may be experiencing some degree of burnout. Certainly they will all be coping with tremendous demands on their time and resources. Participation in these workshops will not lighten their burden, but it may help them to enhance or develop skills to cope with these demands. The personal contact from a workshop organizer may be the most effective form of recruitment. One of the strategies organizers may consider is the availability of respite options - sessions could be timed during periods when respite is most likely available.
The size of the group should be limited. The recommended number is 12 to 15 participants. The sponsoring organization will indicate a response number on the promotional materials. If a voice message machine is used to receive the calls, it is recommended that someone return the call to confirm with the interested participant. Mail responses may also be a option. As participants are identified, keep a list of names, addresses and phone numbers.
Prior to workshop...
One month before the start date, phone the people on the list to ensure they are still available and committed. Advise them of the date, time and location of the workshops. A letter should follow this call (see Appendix 2), including this information as well as directions to the facility, and parking information. Ensure your instructions are thorough, explicit and clear. One week before the start date, make a reminder call.
Include with the letter a Registration Form (Appendix 4) explaining that the information obtained helps in the planning process of the Program. Be sure to include a stamped, self-addressed return envelope.
Attention should be given to those caregivers who have the most need. In your (or a co-worker's) conversation with the potential participant you may recognize "some who are near the breaking point, people whose anger may place the care receiver at risk, and people whose conflicts with family members have accelerated" (Care for the Caregiver Manual, 1992, p.2). Priority for placement in the Workshop series should be given to these people even if it means others must go on a waiting list.
Sometimes, people need some encouragement to attend; they may find it uncomfortable to express their personal difficulties or they may wish to keep family matters private. In all cases, the contact person must remember that the workshops should not be an additional stress or burden on the caregivers. The purpose is to offer something for them, a chance to focus on their needs in a setting which offers education and support.
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