Secure a written price quote from proprietor and caterer - at a reduced
price if possible.
Estimate number attending, to include such dignitaries as city, state officials
and federal representatives, if appropriate, NPR president, CPB president,
station manager and development/ marketing director, Board president and
select media reps. Major underwriters and major donors are optional.
Now that you have estimated the number in attendance you can now estimate
the cost.
It's time to find an underwriter once the dollar figure is established
-- someone whose identity would be enhanced by an association with the
station and who would benefit from program underwriting, a program guide
ad or other forms of exposure you have available. Remember, however, the
"for consideration" clause when developing the underwriting credit.
Draft a complete mailing list of those to be invited. You will need this
list not only for sending invitations, but also for sending thank you acknowledgments.
Be sure that names/titles are current and spelled correctly lest anyone
be offended.
Draft the letter and personalize each. Sign each personally.
Request pictures and bios of out-of-state dignitaries. Include in press
kits for press breakfast along with station history and promotional materials.
Call national figures six months prior to the event to invite them and
determine if they will be available. Then follow up with letters. Send
another letter 1 1/2 weeks preceding event and include the day's agenda.
Mail invitations to press two weeks before the breakfast, along with background
information on station and include an
RSVP. Call two days before
to ensure attendance. (Remember TV/newspaper people's lives are as chaotic
as yours!)
One week prior to event(s), check with the restaurant/hotel for last minute
changes and to make sure arrangements are to your liking.
Assemble press kits. Make sure you have extras in case of drop-in guests
or in the event a reporter would like an extra.
Prepare a poster (to be displayed at press breakfast) one week prior to
event citing underwriter(s) and any other necessary information. Also make
name tags for attendees.
Prepare seating arrangement so you can easily direct guests to their seats
at the head table.
Prepare a number of statements and topics to keep questioning going. If
the press doesn't receive good, interesting information, you won't receive
"good, interesting" coverage. Also be prepared for those uncomfortable
questions about funding and why should tax dollars go to support public
radio.
Arrive at breakfast 30-45 minutes early to take care of any last minute
details and distribute press kits.