Event Logistics Guide
ADVERTISING AND
PROMOTION
The primary audience for the
VERB Activity Zone event is the
tween audience. Promotional
efforts should be dedicated to
bringing tweens to the event.
Here are suggested methods to
advertise your event. Choose the
tactics that work best in your
community.
Advertising
Posters — Hang posters at community
centers, schools, and at
businesses in the surrounding area.
Flyers — Print color posters or
black and white posters on
colored paper according to your
resources.
Print ads — Contact city, community,
and school newspapers for
advertising space. Ask for free
ad placement.
Radio — Ask local radio stations to
make announcements about the
community–wide VERB Activity
Zone event. Consider the reach
of the radio station. If your VERB
Activity Zone event is intended
for a small community, not the
entire city, radio may not be an
appropriate vehicle.
Announcements
Send multiple announcements
throughout the weeks prior to the
event. The more times people
are reminded about the VERB
Activity Zone event, the more
likely they are to attend. (See
Appendix D for a template of the
Announcement). Places where
you might send your announcement
include:
PTA — Announce the event
through PTA bulletins.
Faith–Based Groups — Ask area
churches and synagogues to
include an announcement in their
printed or e–mail bulletins,
and/or to distribute flyers.
Schools — Ask schools to promote
the event during their
morning announcements or
send to parents in their
e–mail announcements.
Press Relations
Informing the press about the
community–wide VERB Activity
Zone can serve two objectives:
to raise awareness about the
event, and therefore, raise attendance;
and to raise awareness
about the issue of youth physical
inactivity and one way the community
is addressing this concern.
Outlined here are tactics to solicit
press coverage for VERB Activity
Zone events.
Media List
- Create a list of local media
including TV, newspapers, and
radio. Include all outlets that
might cover the event, like
school newspapers and
community newsletters.
- Call each outlet to find the
reporters who cover community,
youth, and/or health topics.
Ask them how they prefer to
receive information: via phone,
fax, or e–mail.
Press Announcements
- Send a "hold the date" media
advisory (See Appendix E) to
fax or e–mail to media outlets
two weeks prior to the event.
- Repeat the media advisory two
days prior to event with
updated information.
- Follow–up the final media
advisory fax or e–mail with
phone calls to the news desks,
pitching the event and
describing any exciting visuals,
a recognized spokesperson, or
VIP attendees.
Day of Event
- Sign–in media at media table
and credential them with a
"Press" badge that you have
designed for the event.
- Assign one event staffer to
answer questions and act as a
media liaison.
- Designate a spokesperson who
is trained and prepared to
answer questions and talk
about the event.
Page last reviewed: August 1, 2007
Page last modified: August 1, 2007
Content source: National Center for Chronic Disease Prevention
and Health Promotion, Division of Adolescent and School Health |
