Steps for Event Planning and Event Ideas
Getting Started:
Once you decide to plan a National Clean Beaches Week Event, there are a few simple steps to ensure the success of your event.
- Define the event purpose, participants and goals
- Secure the event location, proper permits, safety equipment and supplies necessary to complete the event or project.
- Promote the event through your organization’s outlets- including meetings, membership publications and newsletters, Clean Beaches Council website, your local media and other resources that would be fitting with the purpose and audience.
- Document the event through photos and complete the post-event evaluation form. Submit the photos and event write-up to the Clean Beaches Council for recognition in the True Blue E-Newsletter, website or other publications.
- Finally, and most importantly, use the Clean Beaches Council as a resource in your planning- register your event here, request promotional items, ask for assistance in defining your event, securing a location or identifying a sponsor or partner for event supplies, etc.
Event Goals:
Planning a successful event depends on having defined and measurable goals. Use these questions to help focus your event plans and clearly define your event goals.
- What is the purpose of this event?
- What specifically do I hope to accomplish? How will I define a successful event?
- What kind of event or activities will best achieve this?
- Who will participate in this event? Are there other groups in my community who could participate? (i.e., associations, youth organizations, churches, etc.)
- Who can help me plan this event?
Event Guidelines:
All National Clean Beaches Week events must:
- Publicize this event as a National Clean Beaches Week event.
- Feature prominent use of the National Clean Beaches Week logo or banner.
- Follow all appropriate laws and regulations as necessary: Obtain permits and forms, meet safety requirements, and secure volunteer agreements and parental approval.
- Host the event on public lands or private lands that provide a great benefit to the public (with owner’s consent).
- Reflect a positive message of cooperation among Federal, state and local governments, private entities and civic organizations.
- Be an “on the ground” project rather then an advocacy event.
Event Ideas:
There are many possibilities for National Clean Beaches Week events, with something sure to appeal to all ages and interests. Here are some ideas to get you started:
- Rehabilitating coastal habitats.
- Dune re-nourishment projects.
- Planning a cleanup by removing trash and/or debris from beaches.
- Rebuilding or improving beach accesses.
- Holding a sustainable seafood festival.
- Holding a green recreational event.
Media Suggestions and a Sample Media Advisory
Why should I involve the media?
By investing a little time, effort and planning, you can execute an effective media campaign to promote your event. Below are simple instructions on how you can use the media to garner attention for your event and organization.
Whom do I contact?
Identify your local newspaper, television stations and radio stations. Once you decide on the media outlets to contact, you’ll need to identify the reporters who are most likely to have an interest in volunteering, outdoor recreation, environmental issues and/or public lands. Examples include lifestyle, recreation, outdoor and sometimes education writers. Create a list of contacts, including the outlet name, reporter’s name, phone number, fax number, email address and if possible, preferred method of communication (i.e., phone, fax or email). Develop a working relationship with them, so when you call, they are more likely to listen.
The simplest way to track down this information is to call an outlet’s main number, which you can easily find in the phone book or on the internet. When you make a call, briefly explain that you are pulling together a media list for an upcoming event and ask for some help. The receptionist or operator will likely transfer you to the newsroom, in the case of newspapers, or a producer, when calling a television or radio station. Brevity and politeness are important when asking for this information.
When do I contact a media outlet?
Initial contact with the media should begin 2-3 weeks before your event. By beginning early, you can gauge the interest of each outlet and focus on those that express interest as the event draws closer.
The best time to call stations and newsrooms is between 9:00 a.m. and 3:00 p.m. The worst time to call a newspaper is after 3:00 because reporters and editors are on deadline and feverishly finishing stories. When it comes to broadcast, do not call within one hour of the news program broadcast.
What do I tell them?
If you are pitching an event, know the key points you want to relay before you pick up the phone. Take the time to write a short, 30-second script, and practice before you make your first call. Or take a few moments to work on an effective email message. Be sure you succinctly address the 5 W’s: Who, What, When, Where and Why. Remember, the more creative and visual your event is, the more likely media will be interested. Finally, be prepared to send the reporter, editor or producer the event details in a media advisory. Not only does an advisory provide all necessary information in one place, it’s a great way to follow up a phone call.
What materials should I put together?
A Media Advisory invites reporters to an upcoming event. An advisory needs to be short and simple. Begin with a catchy lead sentence explaining why the event is important. Next, include the 5 W’s (who, what, where, when and why) that you have already identified in a bullet-like format. If you’re inviting television crews, be sure to note what part of your event will provide the best visual for their cameras (i.e., Note to television producers: Kids will slosh through the tidal pool at 2:30 p.m. to pick up trash).
As you call reporters, they will likely ask for an advisory. However, it is equally important to send it to those you do not have time to call. Follow up is essential- a day or two before your event day, find time to call and confirm the attendance of reporters who committed to attend, and make calls to those you did not contact initially.
A News Release generates interest among the media about your “news”- be it an event, awards ceremony, project launch, or announcement. News Releases spark curiosity and inspire further questions by reporters. Using a local angle, make your release brief, interesting and timely. Start with a short, attention-grabbing “hook” in the first sentence. Next include a quote from a relevant official or spokesperson, possibly expressing appreciation for volunteer efforts or explaining the purpose of the event. Your third paragraph can provide added detail on the merit and objective of the activity, Try to keep a release to one page, include a contact name and number at the top so a reporter knows whom to contact with questions. A news release should be sent to targeted media contacts 2-3 days before the event to help build a newsworthiness angle about your event.
Tips on Working with the Media:
- Keep up-to-date media lists.
- Contact the media in advance of events.
- Be aware of reporter deadlines. Ask if you are unsure of their deadline.
- Be courteous, brief and stick to the point when you have a reporter on the phone.
- Use a media sign-in sheet at your event, so you know who to invite again.
- Keep an eye out for articles that may be published about your event and collect them for your files.
- Also, send a copy of news clips or articles to the Clean Beaches Council so we can highlight the event on our website or e-newsletter.
For a sample media advisory, please click here, or here for a pdf version)
Please click here (pdf version here) to fill out a post event evaluation form! The information you provide will be used to help National Clean Beaches Week grow and become a better celebration for everyone. Thank you for working with us to enhance one of America's most precious resources-our beaches.
