Committee: Publicity

Before Event

Post information on website (article and/or calendar), OutreachCircle, social media, newsletter

• Keep event info. in newsletter very short and link it to full event description on the website
• Develop a graphic about the event. Try to use same one in newsletter, website, social media, etc.to brand the event
• Social media: post 1-2 times day of event; 2-3 days before event; 1 week before event. Encourage 'sharing' event with friends.
• Use OutreachCircle (aka "League in Action") to publicize registering and attending event
• Remember 5 W's and highlight them in every reference to event: Who, What, Where, When and Why

On ClubExpress: contact registrants with event reminders

• one week before event
• three days before event
• one day before event (or day of event)
• Admin emails associated with event. Use these to schedule reminders that go only to registrants or non-registrants.
• avoid sending event information on Saturday and Sunday
• avoid problems with logging in to website by making registration open to members and nonmembers. NOTE: If you use this option, then after event clean up duplicates in the People Manager. It is good practice to keep the non-member list clean

During Event

1. Take notes to use to write up post-event recap and articles
2. Take photos and optionally make video
3. Making videos

• Consider (2023) a BOYA BY-XM6-S2 Wireless Lavalier Microphones (found here on Amazon)
• You can hook up the Receiver to a laptop and record the audio with a program like Audacity, found here.
• Record both Zoom and live events if possible.
• Upload the recording to YouTube.
• Video files are large and YouTube is the best place to share them - they are too large for CE and will quickly fill up your League’s Google Drive
• Include chapter marks in the video, even if just 5-6 of them (eg, intro of speaker, presentation, Q&A, closing); if you have time, break down the speaker’s presentation itself into multiple chapters
• If your event is part of a series, include end cards for the previous and subsequent videos (you will need to go back and add these after the subsequent events)

Publish a recap of the event on website/social media/newsletters/blog/newsletter/emailings

• Include a photo or screenshot of the event.
• Briefly summarize the event and send people to your website for the complete recap and to watch the video. If you don’t have a recap, just link to the video.
• At a minimum, send the recap, which should include a link to the recording, to the people who registered for the event. You can do this from within the event in ClubExpress (in the same way you sent the event invitations).
• If it was popular or you think your whole mailing list would like to see it, include it in an email to your entire mailing list. (It can basically be the same email as the one that goes out to registrants.) You always need to weigh the number of emails people tolerate vs. the importance of getting the information out.
• Remember to merge duplicate nonmembers with members after the event ends (if you allowed non-member registrations)

Publicity and Press Releases

Press releases and similar outreach is done in the "3rd" person as opposed to website/social media which can use 1st person ("we").