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Event Publicity Plan

Project: Music Heals Us
Guilford, CT, USA
Project: Music Heals Us
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Project: Music Heals Us
Guilford, CT, USA

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Posted December 14th

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

Our third Annual Benefit will take place on February 26, 2019 at the Edith Fabbri Mansion on the Upper East Side. We are thrilled to have the Emerson String Quartet booked to perform Beethoven's Op. 132 as part of the evening's activities, and are excited for this opportunity to share our story with a wider audience!

What we have in place
  • We currently have an incredible performance planned for the evening, which should make it easy for you to get started. We also have had two successful benefits in the previous two years, and the ability to provide any other information you need.
How this will help
This project will save us $6,262 , allowing us to take a string quartet and teaching artist into a prison for a week-long musical immersion residency like the one completed at Rikers in November, covered at the time by the Wall Street Journal.

This benefit is a great opportunity to introduce Project: Music Heals Us to a whole new circle of classical music lovers and philanthropists. The Emerson String Quartet brings a level of prestige and significance to the evening that should get people's attention. We have loyal followers already, but this is a chance for new supporters to find us. We would love your help connecting with them through strategic media and publicity!

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

Project: Music Heals Us
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Arts & culture Diversity & inclusion Human services
Posted by
Mary L
Mary L.

Interim Administrative Director

Our mission

PROJECT: MUSIC HEALS US is a non-profit organization whose mission is to provide encouragement, education and healing through bringing high-quality live music performances and interactive programming to marginalized communities with limited ability to access it themselves, with a focus on elderly, disabled, rehabilitating, incarcerated, and homeless populations.

What we do

Now in its fifth season, PROJECT: MUSIC HEALS US has presented over 100 free classical music concerts in hospitals, nursing homes, hospice centers, retirement homes, food pantries, centers for individuals with disabilities, correctional facilities, and homeless shelters. Each season (September-May) includes a series of public ticketed concerts which aid in subsidizing the rest of our healing concerts.

TICKETED CONCERTS
We present formal chamber music and solo recital concerts featuring musicians from the Chamber Music Society of Lincoln Center, the Marlboro Music Festival, the Juilliard School, the Manhattan School of Music, the Curtis Institute of Music, the Perlman Music Program, and more. The roster of musicians includes both up-and-coming artists of this generation as well as their performing artist mentors. Additionally, these concert evenings feature 45-minute pre-concert lectures, 15-minute pre-concert YOUNG ARTIST PERFORMANCES, and post-concert receptions with Q&A with the musicians.

HEALING CONCERTS
We perform concerts for patients in nursing homes, hospitals, and hospices, as well as for those who are incarcerated in prisons and those staying in homeless shelters. These performances are shorter versions of the formal ticketed concerts with much more discussion and interaction with the audience.

PRISON RESIDENCIES
In the last two years, Project: Music Heals Us has developed an innovative 'outreach' program that brings interactive, thoughtfully-conceived chamber music concerts to incarcerated communities. PMHU artists have performed in federal and state correctional institutions of all security levels in Connecticut, New York, and California. PMHU was awarded the ProMusicis 2017 Father Eugene Merlet Award for Community Service, supporting a week-long musical immersion pilot program at Danbury Federal Correctional Institution in January 2018. During this week, PMHU musicians presented an interactive, conversational, and educational musical program, and facilitated creative workshops to help inmates find positive emotional outlets through composing their own musical pieces. The resulting musical creations and responses of the inmates was extraordinary, and reinforced to all involved the power of music to bridge the divide between people of different cultures and circumstances.
PMHU's 2018-2019 season of Prison Outreach Residencies will include four additional weeks of musical immersion programs in federal and state prisons.

NOVEL VOICES
In 2018-2019, PMHU will embark on a new year-long initiative called Novel Voices. Expanding on our belief in the importance of using art to bring comfort, connection, and empowerment to those living on the margins of our local communities, this project is designed to give voice and visibility, through music and film, to the lives and struggles of both local and international refugee communities, and to educate and encourage audiences and artists alike to become connected and involved. It will bring free, interactive concerts to displaced populations while increasing awareness of and raising support for both U.S.-based and international refugee-aid programs.
Throughout the 2018-2019 season, violist and PMHU founder Molly Carr, pianist Anna Petrova, composer Fernando Arroyo Lascurain, and filmmaker Lea Hjort will visit ten refugee communities in the U.S., Europe, and the Middle East to perform music, engage with refugee audiences, and record their stories. These conversations will serve as the inspiration for an original musical work by Lascurain and a film by Hjort, documenting the year-long journey. The Carr-Petrova Duo will record and release Lascurain's composition on an album entitled "Novel Voices," and will premiere it alongside Hjort's film in a benefit concert at Carnegie Hall in Fall 2019.

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