How to Plan a Successful Event for Your

How to Plan a Successful Event for Your

How to Plan a Successful Event for Your

Reach Out and Read Coalition/Program

Reach Out and Read Coalition Leaders and Program Coordinators can create a successful event for their ROR program by following these simple steps.

Two Months Out

  • Determine date - make certain that all constituencies have been contacted: health center/hospital administrative staff, volunteer coordinator, clinic director, and nurse manager. Note: Often, events must also be cleared through the clinic/hospital’s public relations staff.
  • Identify celebrity readers - local politicians, authors, athletes, media representatives.
  • Verify location - Choose an appropriate location that can accommodate the number of guests you anticipate attending. If you are using the clinic waiting room, make certain that arrangements are made so that patient care will not be disrupted.

Six Weeks Out

  • Invitations:
  • Identify invitees. Include administrators, doctors and nurses, volunteers, local politicians, and other community literacy partners.
  • Be sure that key staff at the institution know what you are doing. Seek their advice, guidance, and assistance.
  • Materials:
  • Make certain that you have extra books on hand for children who are participating in the event. If not, order them now.
  • You may also want oversized books for the guest reader to use. Those can be ordered through the ROR Catalog.
  • If you are going to use other handouts (i.e. bookmarks or stickers), check your stock now and order from the ROR Catalog if necessary.
  • If you need additional posters or signage, contact the RORNationalCenter.
  • You will need photo release forms. If your hospital or health center doesn't have a model form, you can download the form in English or Spanish from the Media Resources section on myROR.

Four Weeks Out

  • Invitations:
  • Distribute invitations, keep RSVP list.
  • Children are the key ingredients to a successful celebration. Check to determine the volume of patient visits that day and ask program staff to bring in their own children. If you are concerned that there won't be enough children available, consider making arrangements with local childcare programs or other clinic families to come in during the celebration.
  • Location:
  • Become familiar with the area where the event will be held.
  • Determine how you will set up the room, keeping in mind that you want to maximize photo opportunities, and hang the ROR banner in the background.
  • Make arrangements for any additional furniture you might need -- a podium for the speaking program if space allows or tables for refreshments.
  • Schedule:
  • Create an event schedule, with start and end times. Share relevant versions of this schedule with your celebrity or legislator.
  • Make certain that all the appropriate people are represented in the speaking program - health center or hospital administrator, ROR Medical Director or other program champion, and celebrity or legislator.
  • Keep the speaking program to a limited amount of time - 10 - 15 minutes maximum.
  • If there is reading scheduled to take place, allow approximately 10 minutes for that portion of the program. If it gets too lengthy, the children may become restless.
  • Refreshments (optional):
  • Determine the menu and order refreshments. Keep in mind common food allergy issues (i.e. peanuts).
  • A sheet cake with ROR logo will create a great visual.
  • Finger foods and cut up fruit are easy to serve.
  • Don't forget tablecloths and napkins.
  • All juice containers should be plastic - not glass. Juice boxes are convenient for the children.

Three Weeks Out

  • Compile Press List - if your clinic is in a hospital or health center with a PR office, ask for their assistance in this process. Make sure to include the photo desks of local newspapers as well!
  • Prepare Media Alert and Press Release. Lead time is necessary to allow your Public Relations department and/or legislators to review the materials. Note: It’s a good idea to include detailed information about where to park and the clinic’s location within the building in the media alert.
  • A press release includes a “lead” that outlines the who, what, when, and where of the program. It also includes background information about the program, and the specific event for which you want press attention, as well as quotations from those involved. A press release should end with a consistent “boilerplate” paragraph about ROR. (See the Media Resources section of myROR for suggested boilerplate.)

Two Weeks Out

  • Prepare media kits to have available for the day of the event. Kits should include: the ROR fact sheet, Case Statement, and Research Summary (available from Press Kit section of myROR), the event news release, copies of important press to date or press from the ROR National Center (available in the Press Kit section on myROR), and a business card for the contact person. ROR pocket folders for the press kits may be obtained from the RORNationalCenter.
  • Assign a person to take photographs of the event (or hire a freelance photographer). Make sure to capture all the visuals: the speaking program, volunteers reading, ROR staff, celebrities or government officials, and of course, children (again, be sure to get releases signed). Many times, a local newspaper won’t be able to send a reporter to the event, but will be willing to run a photo from the event and press release after the fact. A great photo significantly increases your chances for this kind of coverage!
  • Assign a person to greet the media representatives who show up to cover the event. If several media representatives are expected, set up a well-marked media sign-in table. Again, you can ask your PR office for assistance in this process.
  • Prepare talking points for anyone who may be speaking with reporters about Reach Out and Read. They may include an explanation of the need for the ROR intervention, a description of the program model, a summary of the research that supports the model, and facts about ROR’s impact locally.

One Week Out

  • Mail or fax Media Advisory to local press.
  • Do a "walk-through" and verify the physical location of everything.
  • Take a look around the waiting room. Make sure there are plenty of books and that ROR signage is prominent (ROR banner, posters, welcome sign, etc.)
  • Determine if there is a need for additional signage to guide guests to the clinic area.
  • Check to make certain the area will be cleaned prior to the event.

Two Days Out

  • Follow up phone calls with local media to determine their attendance at the event. Here are a few suggestions to make that contact go smoothly:
  • Prepare yourself for a phone conversation by jotting down a few key points about your story and why their audience might be interested.
  • Ask if the reporter is “on deadline.” If so, make arrangements to call back at a more convenient time.
  • Check to make sure the reporter has received your media alert, and if you can provide additional information.
  • If you are familiar with stories this reporter has covered before, try to relate them to this story—make it clear you understand this reporter’s “beat” and expertise.
  • Try to get a commitment from the reporter to attend the event.
  • Whether you are speaking to a print or television reporter, describe the photo opportunity that will be available.
  • Engage the reporter in a conversation about your program. Even if he is unable to report on it now, he may want to use you as a resource in the future.
  • Reconfirm food orders, if applicable.
  • If you are expecting children from a day care center, reconfirm time and attendance.

Don't Forget these on the Day of the Event!

  • Books for children and oversized books
  • Cameras and film
  • Release forms for photos
  • ROR signage
  • Press Kits

Follow-Up

  • Give the legislator or celebrity an information packet about your Program and ROR in general.
  • Send a thank-you note to the legislator or celebrity.
  • Stay in touch with the legislator or celebrity and his/her staff by updating them on your successes.
  • Write to the editors, reporters, and photographers who covered the event. Thank them for attending and taking the time to speak with ROR staff, children, parents, etc. Emphasize this is an on-going story and you hope they will return.
  • Maintain a file of media contacts. Stay in touch with reporters who have written about the program. Update them as your program changes or expands.
  • Keep track of your publicity efforts by creating a media library. This information will help you document the success of your ROR program and can be added to your media kit. It can also be used to publicize the program to other publications and foundations.
  • Letter to the Editor or Op-Ed: Ask one of your medical champions to write a letter to the editor or column/op-ed for a local newspaper. This can either be in advance of the event to raise awareness about the program, or it can be written after the event to publicly thank the legislator or celebrity for their support of ROR and early literacy