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Event Publicity Plan

Waioli Corporation
Lihue, HI, USA
Waioli Corporation
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Waioli Corporation
Lihue, HI, USA

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Posted November 26th

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

Help in reaching the right demographic - young families. We have promoted this event as 'affordable family fun... a step back in time... enjoying time with your family at an old fashioned carnival... a chance to put the electronics down'. But the turnout has been low - but those who come love the concept and have a fun day.
This event is also for older folks who in the past have enjoyed remembering the carnivals of their youth.

What we have in place
  • This event has been held for five years using print ads, radio, community calendars, Facebook blasts, and public service announcements to try and reach as many people as possible. We also list it on our website at grovefarm.org. Our Facebook page has 142 'likes' and we have a small list of press contacts.
How this will help
This project will save us $6,262 , allowing us to reach community members by bringing them to Grove Farm museum as well as raise funds to help with the ongoing preservation efforts, which are very costly and are funded through donations and grants.

Preserved by Misses Elsie and Mabel Wilcox throughout their lifetimes, in 1975 the historic sites and extensive unique collections were gifted to the community through Waioli Corporation, which relies on community and visitor participation and financial support to continue their legacy. The community often confuses Grove Farm museum with Grove Farm Company, (we are their past, but not their present), which unfortunately often works against us. This event helps to distinguish between the two and inform the community in a fun way that the historic sites were saved for them and need their support.

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

Waioli Corporation
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Education Arts & culture
Posted by
JM
Julie M.

Volunteer manager

Our mission

Our kuleana is to preserve Grove Farm and Waioli Mission House museums, and other important properties, buildings, and collections, and to share authentic educational experiences through stories about the people, collections, and diverse properties that bring life to Kauai's rich history and culture.

Adopted May 9, 2011
By the Waioli Corporation
Board of Trustees

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