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Event Publicity Plan

Nonprofit New York
New York, NY, USA
Nonprofit New York
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Nonprofit New York
New York, NY, USA

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Cause
Philanthropy & capacity building
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Marketing Public relations Social media

Posted July 10th

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.
What we have in place
  • We currently have awards program logos, brand guidelines, conference graphics, which should make it easy for you to get started. We also have a communications plan, and the ability to provide any other information you need.
How this will help
This project will save us $6,262 , allowing us to Increase conference registration, raise brand visibility, and gain media interest from NYC based media outlets and other nonprofits.

This is the 12th year of the The New York Community Trust Nonprofit Excellence Awards Program and the inaugural year of the Nonprofit Coordinating Committee of New York (NPCC)'s Best Nonprofit Conference, which will be held on Thursday, December 6, 2018 in Manhattan. Because this is NPCC's first conference, we need to make sure we promote this conference and the awards program, to the best of our ability. We need creative thinking and support in reaching out to media. Social media is underway, as well as press releases.

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

Nonprofit New York
Unfollow
Cause
Philanthropy & capacity building
Posted by
Kelly M
Kelly M.

Communications Manager

Our mission

Nonprofit New York exists to strengthen and unite New York's nonprofits. We're building a thriving community of extraordinary nonprofits -- a relentless, collective force for good. With nearly 1,600 member organizations, we've been building a powerful nonprofit community in New York for 35 years, driven by the belief that when one nonprofit is stronger, all of us are stronger. Nonprofit New York is a 501(c)3 nonprofit membership organization based in Manhattan. Visit www.nonprofitnewyork.org for more information.

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