Promoting your Program

Tips for host organizations

How to promote your MHC Speakers Bureau program:

• Post information about the upcoming program on your organization’s website.
• Publicize the event on social media, including Facebook and Twitter. Create an event on Facebook and invite people to it, or just post a link to more detailed information on your website.
• Send information to your constituents through direct mail or an email blast. Send mailings a few weeks before the event to let people know about the opportunity, and then send a brief reminder just prior to the date.
• Send a press release (see sample press release here or below) to area newspapers, radio and television stations, and relevant publications at least six weeks in advance. Include mainstream media as well as smaller, local publications such as community, business, and nonprofit organization newspapers and newsletters.  Target organizations that might have a special interest in the subject matter.
• Get a local radio talk show host or feature writer to interview someone involved in the program.  Develop a short public service announcement for radio and television.
• Develop printed materials such as a poster, postcard, or small handout with event details (see sample flyer here or below). Be sure to credit MHC and other sponsoring organizations by using their logos in your materials. Distribute to area businesses, chamber of commerce, community centers, cafes, post office, etc.
• Ask local businesses to donate goods for the event, such as snacks from an area restaurant or bottled water from another local business. This helps raise the company’s visibility in the community and serves as an incentive to potential audience members.
• Partner with other local organizations such as libraries, service and civic clubs, historical societies, senior citizen groups, business/professional organizations, and educational institutions.  Ask partners to send promotional materials to their mailing lists and make announcements to their constituents who would be interested in the presentation.
• Personally invite community leaders, representatives from local institutions, and elected officials such as city or county council members, state delegates or senators, and others (see sample invitation here or below).

Documents for a successful Speakers Bureau program (adapted from Humanities Washington's Tool Kit For Hosts):

• Sample Press Release: Send approximately six weeks prior to presentation
• Sample Flyer: Post in your community and share with other organizations
• Sample Invitation: For community leaders and elected officials
• Cost Share Report: due five days after program
• Event Review: due five days after program