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Event Publicity Plan

HOPE Coalition
Red Wing, MN, USA
HOPE Coalition
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HOPE Coalition
Red Wing, MN, USA

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Human services
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Marketing Public relations Social media

Posted October 2nd

Event Publicity Plan

Project details

What we need
  • An event publicity plan for promoting an upcoming event, and/or securing coverage of the event itself
  • A press release (who, what, why, when, where) about the event to send out to media contacts
  • A list of key media contacts to reach out to about the event, and/or invite to the event
  • Detailed instructions on how and when to reach out to media
  • Social media posts (twitter, instagram, facebook) to complement media outreach, if applicable
  • Note: This project does not necessarily include on-site event attendance by the Professional, or on-site media check-in or management at the event. This may be requested or offered, but will depend on the Professional's location and availability.
Additional details

Put into a template that we can use for future events.

What we have in place
  • We are currently implementing and promoting a year-long series on communication using Improv games. A well-known comedian is facilitating. The entire town is invited. We have brand messaging info that we have used to date, and info on the workshops. Feb. 20th we have rented a theatre (450 capacity) and will have a showcase with the comedian as the MC. So a very funny evening. We have a FB page, monthly newsletter, he has a FB page. We have good local news contacts, but nothing in the twin cities. We would like this to be a big fund raising event.
How this will help
This project will save us $6,262 , allowing us to Promote a fun and funny evening for attendees, show skills learned by the community, and bring in needed funds for our NP.

We have a new and unique event coming up February 20th, 2019, so we would use this event as the focal point. We need new and innovative events that can reach a larger audience. We are a small Non Profit, in a rural area and we would like to increase interest in our events that would bring people to town from the Twin Cities. We do not have the skills to do this. We are also looking to make this into an event publicity template that we can continue to use into the future.

Project plan

P
Prep: Initial Planning Meeting
  • The Professional and Volunteer Manager conduct an initial meeting to discuss the Organization’s upcoming event, including the target audience, event goals
  • The Volunteer Manager describes the Organization's desired media coverage for the event, to include priority for traditional print and broadcast media, online media, and social media
  • The Volunteer Manager provides any relevant information about the Organization's past media outreach efforts, including any existing press lists or relationships with media, and links to the Organization's social media accounts (if any)
  • The Volunteer Manager provides any relevant information or documentation about the event and the Organization, to include the Organization's mission statement and any available key messaging that should be used in the event publicity campaign
1
Milestone 1: Research and Planning
  • The Professional researches and identifies key media outlets and contacts for outreach, based on the Organization's media coverage goals and the purpose of the event
  • The Professional shares initial findings with the Volunteer Manager for feedback
2
Milestone 2: Draft Publicity Plan
  • The Professional drafts the event publicity plan, which includes a summary of publicity goals, as well as specific tactics to be used, such as the press contact list, proposed methods and timing for media outreach and follow up, key messaging, and outlines of any new media materials (e.g., press release, event invitation, FAQ, etc.)
  • The Volunteer Manager reviews the draft plan and provides feedback
3
Milestone 3: Final Publicity Plan
  • The Professional incorporates feedback and delivers the final publicity plan, including the press list, key messaging, and any new materials created for media outreach (e.g., press release, event FAQ, etc.) to the Volunteer Manager for approval.
  • If media outlets are invited to the event, the final plan should also include an invitation list and RSVP checklist, as well as a plan for providing media passes to invited outlets and checking them in at the event
  • The Volunteer Manager approves the final plan and any new materials that have been created for media outreach
4
Milestone 4: Publicity Plan Execution
  • The Volunteer Manager conducts media outreach according to the methods and timeline in the publicity plan
  • The Professional provides support to the Volunteer Manager as needed, including advice on how to follow up or respond to unexpected questions
5
Milestone 5: Day-of Event Publicity and Follow Up (optional)
  • If applicable, the Professional helps the Volunteer Manager create a plan for signing in media to the event and ensuring they are able to set up equipment (cameras, microphones, wifi access, etc.)
  • If applicable, the Professional crafts an event summary to be shared with the media after the event (e.g., if this is a fundraising event, the follow-up press release may include information on how much money was raised, or photos or video clips from the event that can be published by the media)
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About the org

HOPE Coalition
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Causes
Human services Housing & homelessness Violence prevention
Posted by
Linda F
Linda F.

Development Coordinator

Our mission

No one thinks straight in a crisis. We all need help to navigate the multiple systems involved with trauma, violence and poverty. HOPE's mission is to empower lives through hope, offering support, education and advocacy to anyone affected by child abuse, sexual assault, domestic violence or homelessness.

What we do

We serve about 1700+ people a year in 2.5 rural counties in SE Minnesota. We have a domestic violence shelter, and offer advocacy and support to those who have experienced child abuse, sexual assault and homelessness. We are the only organization proving these services in our rural area.

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