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Event Publicity Plan

Grown Women Dance Collective
Oakland, CA, USA
Grown Women Dance Collective
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Grown Women Dance Collective
Oakland, CA, USA

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Posted December 17th

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

Grown Women Dance Collective is gearing up for our 10th annual "Fallen Heroes, Rising Stars: A Juneteenth Celebration Through Dance". The June 2019 dance concerts will be an amazing milestone for our work and we'd like help getting the word out. Thank you for your expertise!

What we have in place
  • We currently have a website, Facebook, e newsletter, short video, and photos., which should make it easy for you to get started. We also have a lot of enthusiasm, and the ability to provide any other information you need.
How this will help
This project will save us $6,262 , allowing us to have a bigger impact on social justice through arts and wellness programs, and sponsor hundreds of low income kids for theater activities.

We produce an annual Juneteenth dance concert using dance and music to teach and celebrate African American history. Ths year, we sponsored 200 kids to come see the performances, take a dance class, visit backstage, and meet the dancers. We are a tiny organization that is trying to make a big impact using the arts for social justice. As the project has been mostly self funded, we've done almost all of our own marketing. We need to stop spinning our wheels.

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

Grown Women Dance Collective
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Causes
Arts & culture Diversity & inclusion Health & nutrition
Posted by
Tonya A
Tonya A.

Artistic Executive Director

Our mission

Grown Women Dance Collective creates cross-cultural, generational, and class connections, encouraging dialogue, empowering thought and action, and building racial harmony through concert dance and wellness programs. In a positive and nurturing environment, mature dancers challenge the stereotypes of aging, create artistic work that is relevant and accessible to diverse and underserved audiences, promote mind and body healing through health and fitness programs, and create economic opportunities for young people.

What we do

Arts & Wellness for Social Justice

1) World-class dance concerts that teach and celebrate Black history; celebrating resistence, resilience, self-empowerment and joy.

2) Free community arts & wellness classes: Dance, Dance with Literacy (Black history and African American poetry), Pilates for Back & Joint Pain, Fall Prevention for Seniors

3) Pilates & Joyful Movement Life Skills Certification- creates audacious movement leaders in under resourced communities that bring arts, pain prevention, fall prevention, nutrition, financial literacy, and well paying careers into their own communities.

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