RIGHT2KNOW EVENT COMMUNICATION FRAMEWORK

July 2014

Objectives:

-We reach out to relevant stakeholders and ensure they all have an opportunity to participate in R2K activities (let people know what will happen)

-We use our activities to impact on those with power we want to influence and/or to raise public awareness of an issue

-Our work is well documented and well communicated to relevant audiences (let people know what did happen)

Generic Event Communication

Who is involved?

Event Organiser/s / ❖Oversee all parts of an event
Event spokesperson/s / ❖Liaise with the Media & respond to queries
R2K Communicator / ❖Support based in National Office
Social Media Team / ❖R2K facebookers, twitters, WhatsAppers and people on Mxit that are spreading the word

What do we do?

WHEN / Event Organiser & Team / R2K Communicator & Team
2 weeks before / ❖Agree on event purpose, targeted participants, logistics, Event spokesperson (Host structure)
❖Create a RSVP contact mechanism and agree contact person
❖Finalise an invitation, with JPEG if possible (supported by R2K communicator)
❖Send invite to relevant stakeholders, email lists, etc
❖Send personalised invite to critical stakeholders
❖Encourage comrades to invite relevant people via Facebook and email
❖Maintain list of RSVPs
❖Respond to media queries (Event Spokesperson/s) / ❖Support Event Organiser to finalise an invitation, with JPEG if possible
❖Upload invite to website & Create a FB events page
❖Send invite to relevant individual journalists
❖Facebook, Tweet, Mxit and WhatsApp about the event with the Social Media Team.
❖Respond to media queries with Event Spokesperson/s
1 week before / ❖Send a reminder to relevant stakeholders, email lists
❖Make follow-up phone calls to confirm critical stakeholders
❖Encourage comrades to invite relevant people via Facebook and email
❖Respond to media queries Event Spokesperson/s / ❖Send a reminder to relevant journalists
❖Send out a general press alert if appropriate
❖Facebook, Tweet, Mxit and WhatsApp about the event with Social Media Team
❖Respond to media queries with Event Spokesperson/s
1 day before / ❖Send reminder to confirmed participants
❖Ensure capacity/equipment to document the event is ready - photographer, minute taker, and video/audio if possible
❖Respond to media queries (Event Spokesperson/s) / ❖Send reminder to confirmed media
❖Facebook, Tweet, Mxit and WhatsApp about the event. (with Social Media Team)
❖Send Press alert or statement to all media if appropriate
❖Respond to media queries with Event Spokesperson/s
Day of event / ❖Respond to media queries (Event Spokesperson/s)
❖Document event with pictures and minutes/notes - video/audio if possible
❖Collect copies of inputs - speaking notes or powerpoint
❖ Collect R2K endorsements or event registration forms
❖Encourage attendants to facebook and tweet about the event. Create a # for trending the event, or use #R2K / ❖Respond to media queries with Event Spokesperson/s
❖Facebook and tweet about the event with Social Media Team
❖Respond to media queries with Event Spokesperson/s
Day after event / ❖E mail photos/notes/video/audio to R2K Communicator
❖Send registration forms and endorsements to
❖Send brief report/thankyou to participants & relevant stakeholders
❖Respond to media queries (Event Spokesperson/s) / ❖Archive all and upload relevant photos/notes/video/audio to website and social media
❖Respond to media queries with Event Spokesperson/s