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Event Publicity Plan

Random Hacks of Kindness Junior, Inc.
Woodbury, CT, USA
Random Hacks of Kindness Junior, Inc.
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Random Hacks of Kindness Junior, Inc.
Woodbury, CT, USA

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Posted July 25th

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

I am also looking to create a nice flyer to use to help promote the program in local schools.

What we have in place
  • We currently have a list of newspapers and other media outlets, which should make it easy for you to get started. We also have a sample press release and list of schools from last year's program, and the ability to provide any other information you need.
How this will help
This project will save us $6,262 , allowing us to improve our reach and provide more students the opportunity to learn to code.

I ran this program last year and I was happy with the results but I am hoping to increase participation by 25%. I am not sure what is the best time to start pushing out the event. It is on Saturday, October 6 and I am concerned that information about the event will get lost during the beginning of the school year. I am hoping to learn how to promote my programs so that I can optimize my reach and improve attendance.

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

Random Hacks of Kindness Junior, Inc.
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Education Science & technology
Posted by
Patrice G
Patrice G.

Founder/Executive Director

Our mission

The mission of Random Hacks of Kindness Junior, Inc. (RHoKJr) is to empower students to use technology to positively impact the challenges facing local nonprofits in their communities. We do this by hosting one-day hackathons around the state where 4th-8th grader are paired with computer science mentors and nonprofit representatives to develop prototype smartphone apps for local charities. Using an MIT developed coding tool students will learn the basics of app design, as well as the ideation and brainstorming process required to build a successful prototype mobile application. All students regardless of their computing background are welcome.

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