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AID Conference Organizing Toolkit

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					                                    Awareness. Advocacy. Action.
                              Leaders of tomorrow creating change today.


                   Cultural Diplomacy Toolkit:
       Organizing a Cultural Benefit Show to Support a Cause

AMERICANS FOR INFORMED DEMOCRACY: A SUMMARY
Americans for Informed Democracy is a non-profit organization designed to encourage
and support students working to raise awareness and create change on their campuses and
in their communities. There are a variety of program areas including Global Peace and
Security, Global Development, Global Health, and Global Environment. AID assists
students in organizing events on issues pertaining to each of these fields.

Global Peace and Security
With the highly successful and renowned Hope Not Hate initiatives that AID commenced
in 2002, the Global Peace and Security initiative extends the momentum to encompasses
not only cross-cultural understanding but also issues such as Iran, US-Middle East
Relations, Counter-Terrorism, and Rising Powers to name only a few. Our organizing
toolkits empower you to plan your own event or collaborate with a partner organization
on one of their events. For information on this program, contact Vicente Garcia at
Vicente@aidemocracy.org

Global Development
The Global Development program deals with issues ranging from HIV/AIDS to fair
trade, from maternal and child health to potable water, and from debt relief to labor
rights. The components of development are varied and complex and AID has programs
related to many issues within the field of development. Americans for Informed
Democracy develops campaigns designed to empower students to learn about the issues
and then take actions that will have a positive, tangible impact in both their local
communities as well as in the lives of the millions of impoverished men, women, and
children worldwide. For more information on this program, contact Sam Schabacker at
sam@aidemocracy.org

The Global Health program
Global health something that we cannot afford to ignore as it is arguably the most
important basic need we as humans have. From diseases like HIV/AIDS, Malaria or
Tuberculosis, to issues like health care worker shortages, access to essential medicines
and effective disease education and prevention measures, global health something that we
cannot afford to ignore. We are constantly updating our toolkits for campus events,
campaigns, fundraising and awareness-raising events, legislative actions, birddogging
training sessions and other resources you can use to get your voice heard and make and
impact in improving global health. For more information on this program, contact
Courtney Matson at Courtney@aidemocracy.org

Global Environment


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The environment is perhaps the most pressing issue of our generation—one that affects
all global citizens, but increasing falls to our generation to address. As students, we have
both a unique and promising opportunity to reduce our carbon emissions, green our
campuses, and in the process, ensure the sustainability and integrity of our world’s eco
system for our generation, as well as generations to come. AID offers toolkits and support
for awareness raising events as well as a Carbon Neutral Campus campaign and the city
version, the Urban Environmental Accords. For more information on this program,
contact Richard Graves at richard@aidemocracy.org

You can become part of Americans for Informed Democracy’s exciting initiatives by
hosting a conference on your campus this year! AID will support you every step of the
way in organizing your event, as outlined in this comprehensive organizers’ toolkit. AID
also provides mini-grants, free posters, help with identifying speakers, circulating press
releases, sending out e-mail announcements, and more. AID is offering student leaders a
mini-grant of up to $150 to support speaker travel expenses, advertisement costs, and
light refreshments for events.




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                            CULTURAL DIPLOMACY TOOLKIT:
                   Organizing a Cultural Benefit Show to Support a Cause

Americans for Informed Democracy believes that you can spread cultural awareness,
build bridges among communities, and support a great cause through cultural
diplomacy. In six easy steps, you can organize a great benefit show on your campus
—an event featuring local artists that will bring together a diverse group of
students, student organizations and members of the community—to support a
worthy cause. With art comes collaboration, congregation, and an effective means of
conveying a message. As a form of cultural diplomacy, art has the power to capture
attention and deeply affect people. It can foster connections on a personal and cultural
level, leading to mutual understanding, respect, and a strong response to your cause or
message.

When planned effectively, a benefit show can accomplish all of these things. We know
that you’re busy, and we know that schools are bureaucratic. That’s why we’ve stripped
down planning to the most critical and effective steps. In this toolkit, you’ll find the best
of the best—tried and true organizing tactics that we’ve learned after many hours spent at
many different schools. Follow our clear steps; adjust our pre-written scripts, invitations,
e-mails and poster templates; use our publicity strategies; and keep to our timeline.

If you do, you will minimize your time and maximize your benefit show’s impact on
your community, thus bringing the world home to more people than ever before.
Why try to recreate the wheel?

STEP 1: CONTACT LOCAL ARTISTS
STEP 2: CHOOSE A CAUSE
STEP 3: SET A DATE
STEP 4: FIND AND RESERVE A VENUE
STEP 5: PUBLICITY!
STEP 6: HOSTING THE EVENT, DAY-OF PLANNING, EVENT FOLLOW-UP


SHORT DESCRIPTIONS OF EACH STEP:

STEP 1: CONTACT LOCAL ARTISTS

Browse your surrounding campus and community for local artists of all trades—music,
visual arts, and dance. Do not fear diversity and collaboration!

You can find local artists in four ways:

   1.      By using online resources such as myspace.com, idealist.org, or yelp.com;



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   2.      By contacting local independent coffee shops, existing venues,
           community/religious orgs;
   3.      By using your university art, music, and dance departments as a resource; or
   4.      By browsing local publications.

It is best to utilize all the resources available to you. This way, you will be sure to find
artists of eclectic backgrounds with different followings that will draw a larger, more
diverse attendance to the show.

STEP 2: CHOOSE A CAUSE

When deciding on a cause to support, make sure to consider local issues plaguing the
area, ones that affect the surrounding community, the university, or both, as well as
global issues of pressing nature. We encourage you to seek out the connections between
your local community and communities abroad. Often, people are reassured to
participate when they know there is another community half way across the world
fighting the same battle.

STEP 3: SET A DATE

Investigate to see if there is a national day of action for your cause. If there is, be sure to
consider that date when making your plans. Either way, find a range of dates that artists
can commit to. Be sure to consult the academic and events calendars at your university
to make sure your show does not conflict with major events occurring on campus.

STEP 4: FIND AND RESERVE A VENUE

There are a variety of spaces you can consider when reserving a space for your
benefit show. Choose your venue based on the range of dates and what is a realistic
space for your medium to shine through as clearly as possible.

You can reserve a space four ways:

   1.      By reserving you university center; or
   2.      By using community centers where local, city events are held; or
   3.      By using local, existing venues or 18+ bars known to host live music or
           exhibits; or
   4.      By using a person’s home/garage/basement, being sure to make
           appropriate preparations and securing appropriate city permits to avoid
           cancellation.

It is best to pursue all three avenues simultaneously because people often do not
respond. Once you’ve reserved a space, you’ll be ensured a mini-grant!



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STEP 5: PUBLICITY!

Advertising is the most important part of an event. We recommend that you e-mail
listserves, utilize myspace.com and facebook pages, place table tents at the cafeteria,
make announcements at lectures and in classes, hang posters in random places (including
bathroom stalls!), ask professors to announce the event, and contact other activists and
artistic organizations. Send press releases to the community calendar section of your
local and campus newspapers to let them know about your event. Use Americans for
Informed Democracy as a resource; if you put on a benefit event in your area we will
definitely use our list of contacts to publicize the event in your area. Do not
underestimate the power of word of mouth!

STEP 6: HOSTING THE EVENT, DAY-OF PLANNING, EVENT FOLLOW-UP
Pre-event planning is imperiative in ensuring that the benefit show runs smoothly for
both yourself and the artists.

Five steps to making sure you are prepared for the event:
            1. Make sure to have all of the artists’ contact information
            2. Set and account for arrival times, set-up, and performances.
            3. Inquire artists about their space and technology requirements beforehand,
               and on the day of the show have an understanding of the equiptment.
            4. Establish open and clear communication with the host venue proprieter;
               share all the above information.
            5. Arrange for a place to collect and store donations or other forms of
               charity. This includes an email sign up sheet at the event so that you can
               begin building an electronic list and keep people informed.

The most important thing to remember on the day of your show is to relax! With a clear
head you will be able to react appropriately and resourcefully to unforeseen quirks. Also,
do not forget to document the event! Take pictures and record performances so that you
can share highlights and advertise for future events.

To follow-up your show, we encourage you to hold a discussion group. This will allow
people to interact with the artists and is a great time to brainstorm ways to stay more
involved with the issue.

Be sure to thank everyone for attending and to send out thank-you cards to the artists who
participated.




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DETAILED DESCRIPTIONS

STEP 1: RECRUIT LOCAL ARTISTS

Identifying Artists
We encourage you to seek out artists from all different fields, backgrounds, and
experience. Do not hesitate to host a collaborative effort of music, visual art, or dance in
your show—each medium will have a unique spin on the message you are trying to
convey. Incorporating a variety of artists increases your chances of connecting with
those in attendance.

1. TO RECRUIT MUSICIANS:
    Myspace may be your biggest tool. Not only can you listen to the music, but you
      can also contact the band. Most importantly you can search by location.
    Use yelp.com to review what people in your area think about different bands or
      performers.
    Contact independent coffee shops in your area to see what artists perform or have
      performed in the past.
    Look for flyers for music events in your area. You could see a band live and get a
      sense of what kind of crowd they bring
    Research pre-existing venues/spaces. Usually, an array of bands come through
      venues every week and larger touring bands will often open with local acts.
    Take advantage of your university setting and investigate other local universities.
      Where there is diversity, there is art. In most cases the mixtures of people at
      universities create opportunities for many collaborations. Music groups are just
      one form of this collaboration. This can be done not only officially through
      Music departments, but also unofficially through local music communities.
    Check out your local community and religious organizations. Whether informal
      or formal, many local organizations have members who form small acapella
      groups or bands; many are supportive of certain causes in addition to being very
      supportive of their fellow members (which will help with publicity).

2. TO RECRUIT VISUAL ARTISTS (INCLUDING FASHION):

      Visit local museums and galleries and inquire about recent exhibits and local
       artists.
      Independent Coffee shops often display the work of artists in the area.
      Local universities – Design departments are becoming increasingly popular.
       They are breeding grounds for eye catching, groundbreaking design and fashion,
       which can used in creative ways to put on a charity event.
      Make use of your local publications – a lot of the time a local newspaper or two
       will have postings about visual art events going on in your city. An example


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       would be O.C. Weekly in Orange County, CA or the City Paper in Baltimore,
       M.D.

3. TO RECRUIT DANCERS:
     Contact dance schools/performance spaces – dancers will always be coming in
      and out of these places in addition to the fact that their coach works there. That is
      always a good place to establish a relationship.
     University departments – dance departments at schools are thriving with hungry
      dance students who are always excited to do things for the right cause, for it not
      only gives them experience, but positive exposure as well.

4. USE AID AS A RESOURCE!
    We’re happy to assist you in identifying artists in your community. Feel free
      to contact one of the AID project directors to get suggestions or strategies.
    AID has a database of speakers, divided by state, which you can access by e-
      mailing the project directors.

Inviting Artists

Once you’ve identified artists in your area, it’s time to invite them! When inviting artists,
keep in mind that some of their schedules may be more available than others. Some may
be busy people, who may not always notice e-mails from unfamiliar names, so it’s
important to be persistent yet professional when you invite them. To do so, use our
telephone scripts and invitation templates to save time on the invites. Decide how formal
or informal you would like to be, cater your invitation so that it is relevant and
appropriate for the artist you are requesting. It may help to first call or message the artist
to give them a heads-up that you’re about to send them an invite; then send the invitation.
Finally, follow up with a phone call if you haven’t heard back. If you don’t get your
desired number of artists for your show—repeat!

1. Call the artists you’ve identified, if you can find a telephone number.

   If you reach the artist directly (or you reach a representative), you can introduce
   yourself and the event and find out the best way to send them an invitation by
   saying something brief:

   ―Hello NAME OF ARTIST, my name is NAME and I am a campus coordinator
   for Americans for Informed Democracy at UNIVERSITY. I’m calling because I
   admire your work on AREA OF EXPERTISE and would love to have you
   perform at our organization’s upcoming benefit show, TITLE OF EVENT. The
   event will address STATE ISSUES YOU HOPE YOUR SHOW WILL
   ADDRESS. The event will take place at LOCATION on DATE. At the moment,
   I am wondering what the best way to send you the invitation is. I plan to send it
   via e-mail, but I can also send it via fax or mail if preferable.‖


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       Note: If the artist requires fax, send your invitation as an attachment with
       fax number to the AID project director responsible for your area of interest
       and we’ll fax it right out.

       If the artist is not in when you call, leave a short message:

       ―Hello ARTIST, my name is NAME and I am a campus coordinator for
       Americans for Informed Democracy at UNIVERSITY. I’m calling because I
       admire your work on AREA OF EXPERTISE and would love to have you
       perform at our organization’s upcoming benefit, TITLE OF SHOW. The event
       will address STATE ISSUES YOU HOPE YOUR SHOW WILL ADDRESS. The
       event will take place at LOCATION on DATE. I am wondering what the best
       way to send you the invitation is. I plan to send it via e-mail, but I can also send it
       via fax or mail if preferable. Let me know at NUMBER if you would like your
       invitation sent another way. Thank you.‖

2. Send the invite. E-mail invites using our template to 10-15 artists unless you hear
   otherwise.

   Dear ARTIST,

   On behalf of Americans for Informed Democracy (AID), I am honored to invite you
   to perform at a CITY benefit show. The show is intended to OUTLINE GOALS OF
   THE EVENT. The CITY show will take place on DATE, TIME AND LOCATION.

   We believe that art possesses the power to unite youth around critical global issues
   and build connections and understanding in local communities. We would be truly
   delighted to have you contribute to our show. We have carefully selected a small and
   balanced group of artists equipped for the event and you are on the top of our list.

   Although we have received significant media attention, Americans for Informed
   Democracy (AID) may be new to you as an organization. AID is a non-partisan
   organization that seeks to educate and engage young Americans about global issues.
   Over the past year, AID has brought together tens of thousands of young leaders to
   discuss America’s role in the world through conferences, international
   videoconferences and youth summits. AID members have written op-eds in the
   Washington Post, L.A. Times and Christian Science Monitor, and been featured by the
   New York Times, C-SPAN’s Washington Journal, and CNN. For more information,
   you can visit our website at www.aidemocracy.org.

   Given the mission of our organization and this initiative, we would be delighted and
   honored to have you perform at our benefit show. In closing, I should emphasize that
   your participation would not only add a fresh perspective, it would also give the


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     young leaders present a chance to see how art has the ability to effectively inspire and
     raise awareness for worthy causes. Please let me know at your earliest convenience
     whether you might be able to attend as part of this remarkable and much needed
     series.

     Best wishes,

     YOUR NAME
     Campus Coordinator, Americans for Informed Democracy

     3. 3-5 days after you send out your invite, follow up with a phone call to all
        unconfirmed artists.

        ―Hi NAME, this is NAME from Americans for Informed Democracy and I just
        wanted to follow up on the invitation that I sent you on DATE. As that invitation
        expressed, we would love to have you prform at NAME OF EVENT, our
        upcoming benefit show on ISSUE TO BE DISCUSSED. I’m calling because we
        are in the process of finalizing our line-up and I wanted to see whether you could
        attend. I sincerely hope that you can, but if not, please let me know as soon as
        possible so that we can begin the search for a suitable replacement. My number is
        PHONE NUMBER. I look forward to hearing from you at your earliest
        convenience.‖

     STEP 2: CHOOSE YOUR CAUSE

1. INCORPORATE LOCAL AND GLOBAL ISSUES
        Discuss local issues plaguing the area. These could be issues that affect the
         surrounding community, the university, or both.
        Discuss global issues of pressing nature.
        We urge you greatly to seek out the connections between your local community
         and communities abroad. People are often more willing to participate if they
         know that there is another community half way across the globe that is fighting
         the same battle.

2.      INCLUDE THE OPINIONS OF THE ARTISTS WHEN MAKING A FINAL DECISION
          Involving the artists in this process will make them more likely to participate.
          A democratic process may be helpful:
                  - Choose 2 local issues to decide on
                  - Choose 3 global issues to decide on
           Amongst the participating artists select/vote/decide on the issue of support
                  - We suggest using consensus voting, but whatever works best for that
                      specific group of people is acceptable as well.

     STEP 3: SET A DATE


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   Now that you have a cause and you have some information about where you can find
   local artists, its time to establish a date.

   1. National Day of Action
   Check to see if there is a national day of action for your specific cause. If there is,
   consider that date when making your plans.

2. Research Possible Conflicting Events.
      a. Be sure to consult the academic and events calendars at your university to make
          sure your show does not conflict with major events occurring on campus.
      b. Google search your local area to make sure your date is conflict free.

3. Establish Artist Commitment
        Pick a range of dates that all artists can COMMIT to.
        In the interest of progressing and purporting this type of work, we greatly urge
           you not to invite any artist or group of artists to participate again if this
           commitment is broken.

   STEP 4: FIND AND RESERVE A VENUE

   Sometimes the simplest things are the hardest to accomplish—and reserving a room
   on college campuses can often be one of those things. There are three basic ways to
   reserve a room on most campuses: through an existing student group, through a
   relevant department, or through the dean of student affairs. Most schools have a
   directory of student organizations, where you can find the names and e-mail
   addresses of the student organizations’ presidents. Likewise, university departments
   and programs all have websites that you can visit to determine the departmental heads
   or student advisors, who would most likely be able to help you with your room
   reservation. In terms of a benefit show, there are a number of alternative venues in
   addition to your university.

1. Keep Your Date and Artists in Mind
   Choose your venue based on the range of dates and what is realistic for the specific
   mediums you are including in your show. For example, what kind of technology will
   be required for the exhibit in order for the work to shine through as clearly as
   possible?

2. Examine your Options
    University centers:
      On campus eating spaces usually can be used by students to put on event.
    Community centers:
      Local towns always have a space where events occur. You can usually find
      information about these places on city websites. There is a potential fee involved, but


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       if you can reason with them and explain your purpose for the event, there is a chance
       that something can be worked out.



      Small venues:
       These places need to raise their clientele base and thusly having a local benefit show
       is the exact thing they need to raise some publicity.
      Bars/18+ clubs:
       In certain areas, bars and clubs are always creating opportunities for local live music
       and other work to be on display.
      Peoples homes/garages/basements:
       These are the places where cultural diplomacy comes to life. This is something
       anyone can do. You will have to take some extra steps to ensure that the noise level
       will not get your event cancelled, but that can be handled with the right preparation
               - Going to your city hall to procure a sound permit a month in advance.
               - Once you obtain your permit, you may begin informing your neighbors of
                   your event, so hopefully the will join.

2. Make the Reservation
   Since reserving a room is not always easy, we strongly encourage you to go through all
   channels at once. Go online, find the relevant student groups, professors and
   administrators, and e-mail them. Then once the room is reserved, you’ll already have a
   network of people that are excited for the event. Use the templates below to e-mail
   student groups, professors, and the dean of student affairs for help reserving a room.

      E-mail To Relevant Student Group Leaders:

       Dear NAME,

       I am a NUMBER-year student at UNIVERSITY and a campus coordinator for
       Americans for Informed Democracy (www.aidemocracy.org), a non-partisan
       educational organization that seeks to raise awareness in the U.S. about global
       issues. I am writing to you because I know that you are involved with STUDENT
       ORGANIZATION.

       Americans for Informed Democracy (AID) is currently planning an event called
       STATE EVENT YOUR GROUP IS PLANNING. The event will address
       DEVELOPMENT, HEALTH, ENVIRONMENTAL, US-MUSLIM RELATIONS
       (OR YOUR RELATED EVENT) issues as a means of informing our campus and
       calling for action to deal with the issue.

       As part of this exciting series, I am planning to host a benefit show here at
       INSERT UNIVERSITY. Our plan for the show is to have performances and


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    exhibits by local artists who will address questions such as: INSERT ISSUES
    YOU HOPE TO BE DISCUSSED (BASED ON YOUR THEME/PROGRAM
    AREA. After these performances, there will be a discussion group to strategize
    ways students can become more pro-active on this issue.

    Would NAME OF STUDENT ORGANIZATION be potentially interested in co-
    sponsoring this event? We already have artists in mind for the event and a mini-
    grant to put it on (although additional resources are always helpful). The key help
    we need at the moment is for a registered student organization to reserve a space
    for the event. Would your organization be able to cosponsor and to reserve a
    space for the event? We look forward to working with you.

    Thank you,

    YOUR NAME
    Campus Coordinator, Americans for Informed Democracy

   E-mail To Professors in Relevant Departments:

    Dear Professor NAME,

    I am a NUMBER-year student at UNIVERSITY and a campus coordinator for
    Americans for Informed Democracy (www.aidemocracy.org), a non-partisan
    educational organization that seeks to raise awareness in the U.S. about global
    issues.

    Americans for Informed Democracy (AID) is currently planning a benefit show
    called STATE EVENT YOUR GROUP IS PLANNING. The event will address
    DEVELOPMENT, HEALTH, ENVIRONMENTAL, US-MUSLIM RELATIONS
    (OR YOUR RELATED EVENT) issues as a means of informing our campus and
    calling for action to deal with the issue.

    As part of this exciting series, I am planning to host a benefit show at INSERT
    UNIVERSITY. Our plan for the show is to have performances and exhibits by
    local artists who will address questions such as: INSERT ISSUES YOU HOPE
    TO BE DISCUSSED (BASED ON YOUR THEME/PROGRAM AREA. After
    these performances, there will be a discussion group to strategize ways students
    can become more pro-active on this issue.

    At the moment, we are trying to reserve a space for the event. Given your
    potential interest in this type of event, I wanted to see if it might be possible to
    reserve a space for this event through you or the INSERT ACADEMIC
    DEPARTMENT. We would also be delighted for the department to co-sponsor
    the event. We already have some artists in mind for the event and a mini-grant to


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    put it on (although additional resources are always helpful). The key help we
    need right now is to reserve a space for the event. Would the department be able
    to cosponsor and/or to reserve a room for the event? I look forward to hearing
    back from you at your earliest convenience.

    Thank you,

    YOUR NAME
    Campus Coordinator, Americans for Informed Democracy

   E-mail To Dean of Student Affairs or Another Administrator:

    Dear Dean NAME,

    I am a NUMBER-year student at UNIVERSITY and a campus coordinator for
    Americans for Informed Democracy (www.aidemocracy.org), a non-partisan
    educational organization that seeks to raise awareness in the U.S. about global
    issues.

    Americans for Informed Democracy (AID) is currently planning a benefit show
    called STATE INITIATIVE YOUR GROUP IS PLANNING. The event will address
    DEVELOPMENT, HEALTH, ENVIRONMENTAL, US-MUSLIM RELATIONS
    (OR YOUR RELATED EVENT) issues as a means of informing our campus and
    calling for action to deal with the issue.

    As part of this exciting series, I am planning to host a benefit show here at
    INSERT UNIVERSITY. Our plan for the show is to have performances and
    exhibits by local artists who will address questions such as: INSERT ISSUES
    YOU HOPE TO BE DISCUSSED (BASED ON YOUR THEME/PROGRAM
    AREA. After these performances, there will be a discussion group to strategize
    ways students can become more pro-active on this issue.

    We already have artists in mind for the event and a mini-grant to put it on
    (although additional resources are always helpful). The key help we need at the
    moment with reserving a space for the event. As the Dean of Students, I was
    hoping that you might know how I can reserve a space for this event. If so, please
    let me know at your earliest convenience. Thanks so much for any help you can
    offer.

    Thank you,

    YOUR NAME
    Campus Coordinator, Americans for Informed Democracy



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       Once you’ve reserved a room, let us know at
       http://www.globalscholar.org/roomreservation so that we can start to help you
       identify speakers and set aside a mini-grant for your event!

   STEP 5: PUBLICITY!
1. Recruit student group cosponsors.
    Send the following e-mail to recruit cosponsors.

       Dear NAME,

       I am a campus coordinator here at UNIVERSITY for Americans for Informed
       Democracy. Our organization is hosting a benefit show on ISSUE. The event will
       take place at TIME on DATE at LOCATION and we are currently soliciting
       student group co-sponsors.

       To give you a little background, this event is part of a major initiative of the
       Americans for Informed Democracy organization. We are coordinating efforts
       with a national organization to bring this conference to UNIVERSITY.

       The show’s artists will address some of the most pressing questions of our time.
       LIST SOME QUESTIONS YOU HOPE TO ADDRESS                             After these
       performances, students and members of the general public in attendance will be
       able to participate in an interactive discussion group. We have great artists
       confirmed for our show: INSERT NAMES/TITLES. All the event’s expenses are
       taken care of and we have posters and programs. If you co-sponsored the event
       we would simply ask you to help advertise. In exchange, you would be
       recognized on the poster and at the event. Please let me know if you are
       interested!

       YOUR NAME
       Campus Coordinator, Americans for Informed Democracy

2. Utilize Online Resources
         If you plan on doing a series of these then I would definitely suggest beginning a
           Myspace account and to start building friends in your local area.
                 - This will not only garner a ton of publicity, but it also will allow artists to
                   say that they did an event for a good cause and direct them to your
                   account. This will also inadvertently help you keep track of each artist
                   and watch them grow.
         Facebook events – if 5 or 6 artists including the volunteer staff who are putting on
           the event create a Facebook event and invite everyone, word will spread quickly.




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                                         Awareness. Advocacy. Action.
                                   Leaders of tomorrow creating change today.


3. Flyer your campus!
       Ask your AID project coordinator for funds and resources for publicity. Let us know
       if you need help developing flyers, posters, and ideas. E-mail your relevant project
       coordinator. HERE ARE SOME DO’S AND DON’TS FOR PUTTING UP YOUR FLIERS:

   DO:
          Do flier in unorthodox places. Bathrooms, tables, the ground, building
           entrances, lounges, etc. are the best places to put your fliers. If it’s a strange
           place to put a flier—it’s probably a good one!
          Do flier with all your energy the afternoon before and the morning of
           your event.
          Do stand at the entrance to your campus’s busiest dining hall or student
           center at lunchtime. Spend just half an hour handing out quarter sheets at
           the entrance and reach hundreds of students.
          DO MAIL MERGE!
          Do choose two large lectures to make announcements at on the day of
           your event. Show up ten minutes early to ask the professor if you can make a
           30 second announcement before class.

   DON’T:
      Don’t waste time with bulletin boards! Fliers on bulletin boards will be
        covered in a matter of days, if not hours. Put your fliers someplace they’ll get
        noticed.
      Don’t flier too far in advance. Your fliers will probably just get ripped
        down or covered.
      Don’t hesitate to e-mail groups or departments that seem unrelated.
        Reach out to new groups—Greek houses, campus ministries and random
        departments—to engage more people in global issues.
      Don’t forget to put fliers in the community. Use tables or bulletin boards at
        local shops and cafes.

4. Word of Mouth
   This is a very underrated tool within advertising artistic events. The more people you
   tell about it whom you think would be interested the more they will tell others.
5. Advertise at Local Organizations
   This includes:




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                                           Awareness. Advocacy. Action.
                                     Leaders of tomorrow creating change today.
         The venue itself – this is an obvious one.
         Local artistic organizations – if they find out about what you are doing they might be
          able to share it with their network of people
         Contact other local activists- research to see if there are other local activists who
          share your cause
         Cultural departments of cities- these departments love to hear good things like this
          going on in their city. They might not only help you advertise, but help give you
          access to more resources to make the event even better.

   6. Contacting the Media
      The benefits of the presence of the media are two-fold: they contribute to raising
      awareness of your cause as well as for advancing the careers of the participating artists.

      Getting press coverage is, as the saying goes, 1% inspiration and 99% perspiration. We
      have all of the templates ready for you to send using this timeline:

           Time                                   Checklist Item
                       Even if your local newspaper or television news cannot have a full
Two weeks prior to event:
                       story about your event, they will certainly put your event in the
1. GET THE NAME OF THE calendar of upcoming community events – but only if you
PERSON WHO RUNS THE    contact the right person! Call your newspaper switchboard, the
COMMUNITY CALENDAR AT number for which you can also find at
YOUR PAPER AND         http://www.newspapersol.com/usa.html. AND Call the local
TELEVISION NEWS (LOCAL television news media. (Your school’s Communication or Mass
AND SCHOOL)            Media department may be able to help with this)

2. SEND HIM/HER THE               Ask the switchboard operator who you can talk to about listing
DETAILS OF THE EVENT              an event in the community calendar. After you speak with that
                                  person, e-mail him/her your event’s details using our template.
3. CALL HIM/HER TO MAKE
SURE THEY RECEIVED THE            While the protocol will change for school news media, find the best
INFORMATION                       avenue to contact your school news. The Student Government may
                                  have a list of relevant student leaders or your school’s newspaper
                                  will have contact information for the editor. Contact your school’s
                                  Communication Department (or relevant department) for contacts
                                  at both school and local media.

                                  After you send the information to the media contact, call to
                                  confirm that he/she has received the information. Ideally, you
                                  should make this confirmation call on the same day.

                                  REMEMBER: All e-mail correspondence on this item should be
                                  titled ―Event for Community (or Campus Events) Calendar –
                                  INSERT DATE‖ in the subject line of the e-mail. Some


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                                           Awareness. Advocacy. Action.
                                     Leaders of tomorrow creating change today.

                         community calendars fill up significantly ahead of time, so be sure
                         do this early.
Ten days prior to event: Call the news editors and the higher education reporters at all your
                         local newspapers. You can find newspapers’ contact information at
1. GET SPECIFIC          http://www.newspapersol.com/usa.html. Tell your local newspaper
CONTACT(S) AT LOCAL      about the event and ask to follow-up with more information via e-
NEWSPAPERS, RADIO        mail. After the information has been sent to the media contact,
STATIONS, AND TELEVISION call to confirm its receipt. Ideally, you should make this
STATIONS                 confirmation call on the same day.

2. SEND CONTACT(S) MORE           If you need a document faxed, e-mail it to your relevant AID
INFORMATION VIA E-MAIL            project coordinator with the fax number.
OR FAX
                                 Share your press release with the Office of Public Affairs at your
3. CALL CONTACT(S) TO            university as well as your event’s speakers. They have strong
CONFIRM RECEIPT OF THE           connections you can capitalize on. And use our templates!
INFORMATION
Two days prior to the event, the CALL ALL MEDIA TO REMIND THEM OF THE EVENT
day before the event, and the
day of:                           Ask newspapers to run an advance story.

                                  Ask radio stations if they are interested in interviewing you or your
                                  speakers about the event and the series it is part of.

                                  REMEMBER: Follow up all phone calls with an e-mail.

          A Script to Call Your Local Press Outlets:

          ―Hello, my name is NAME, and I am a student at UNIVERSITY and a campus
          coordinator for Americans for Informed Democracy, a non-partisan organization
          that promotes global understanding. I am calling to let you know about an
          upcoming YOUR CITY benefit show. The event will take place at TIME on
          DATE at LOCATION and will feature INSERT NAMES AND TITLES. This
          event will address issues pertaining to ISSUE AREA consistent with other
          projects occurring nationally in the Americans for Informed Democracy student
          network.

          Since we would love to get out word to your audience about this free event, we
          are hoping you might be able to provide some advanced coverage. Is there a way
          that I can send you more information so you can decide if advanced coverage
          would be possible?‖

               NOTE: If you are speaking to the community calendar, follow the same
               format for introducing yourself and the event, but take out the last two


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                                    Awareness. Advocacy. Action.
                              Leaders of tomorrow creating change today.

        sentences and instead say: ―Since we would love to get out word to your
        readers about this free event, we were hoping that NEWSPAPER might be
        able to include this event in your community calendar.‖

A Follow-Up E-mail to Local Press Outlets:

Dear NAME,

As I mentioned over the telephone, there will be a major YOUR CITY benefit show
on ISSUE AREA at UNIVERSITY on DATE. The event will feature INSERT
ARTISTS HERE. The event is free and open to the public and will include free
refreshments.

I have included a press release about our upcoming benefit show below. I hoped you
might be interested in advance coverage of the event so that your readers could know
about this free, public event in our community (OR IF YOU ARE E-MAILING THE
COMMUNITY CALENDAR PERSON, YOU COULD SAY: ―I hoped you would be
able to feature this in your community calendar.‖). If you are interested in covering
this event or require more information, please do not hesitate to contact me at this
email address or at PHONE NUMBER.

Best,
YOUR NAME
YOUR UNIVERSITY Campus Coordinator
Americans for Informed Democracy
www.aidemocracy.org
YOUR PHONE NUMBER; YOUR EMAIL ADDRESS




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                                Awareness. Advocacy. Action.
                          Leaders of tomorrow creating change today.




For Immediate Release: DATE PRESS RELEASE IS SENT

Press Contacts: YOUR NAME                                   Marceline White
                Coordinator, YOUR SCHOOL Chapter            President
                Americans for Informed Democracy            Americans for Informed
            Democracy
                YOUR PHONE NUMBER                           (410)962-8770
                YOUR E-MAIL
            marceline@aidemocracy.org


      CITY Benefit Show Title or Theme
TOWN – On DATE, TOWN will …. summary of your event themes, goals, and
artists.

On DATE, an exciting benefit show is coming to CITY. The CITY event will
take place at TIME at the LOCATION. The event will feature LIST OF
ARTISTS AND THEIR TITLES. The event is free and open to all, and free
refreshments will be served.

The event is a series based on other events hosted by the Americans for Informed
Democracy. GIVE INFORMATION ON OTHER EVENTS AROUND THE
COUNTRY THAT HAVE HAD THE SAME THEME (THIS PROVIDES
BACKGROUND ON THE ISSUE AND HOW STUDENTS ARE
ADDRESSING IT) – TALK TO YOUR PROGRAM DIRECTOR FOR MORE
INFORMATION

Americans for Informed Democracy is a 501(c)(3) non-profit organization that
empowers college students to address issues pressing issues of our time. The
organization supports students in raising awareness and creating change locally,
nationally, and globally. YOU MAY INCLUDE MORE BACKGROUND
INFORMATION ON YOUR PARTICULAR AREA HERE

For more information about this highly influential and unprecedented series,
please visit www.AIDemocracy.org




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                                         Awareness. Advocacy. Action.
                                   Leaders of tomorrow creating change today.
7. Contact Your Artists
   E-mail each of your performers one week prior to the benefit show to confirm and send
   the press release. Here’s a sample:

   Dear ARTIST,

   Thank you again for agreeing to perform at our upcoming event on the ISSUE AREA. In
   this mailing, I just wanted to update you on our event and share our press release with
   you.

   I think our benefit show at UNIVERSITY will be extremely exciting. The event will be
   held at INSERT DATE/TIME/LOCATION/DIRECTIONS/PARKING INFORMATION.

   I have attached a press release below about our upcoming show. While we anticipate a
   great student turnout, we are working hard to recruit coverage from local media because
   we would love for community members of YOUR CITY to attend our event as well to
   ensure that it is truly a conference. On that note, if by chance you know any local media
   who might be interested in this story, we would be delighted if you could share this
   release with them.

   It is again a great honor to have you as a part of our series. I look forward to meeting with
   you and watching your performance.

   With my best wishes,

   YOUR NAME
   YOUR UNIVERSITY Campus Coordinator
   Americans for Informed Democracy
   www.aidemocracy.org
   YOUR PHONE NUMBER

   STEP 6: HOSTING THE EVENT, DAY –OF PLANNING, EVENT FOLLOW-UP

   Now you’ve done all the hard organizing work and you just get to enjoy the event! Here
   are a few tips for how to make sure that the little details go smoothly as you host the
   event…
1. Pre-Event Planning
   There a few vital things that will help you get the most out of your event.




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                                         Awareness. Advocacy. Action.
                                   Leaders of tomorrow creating change today.
      Contact information for artists – always have that this information hand, for you
       never know when you will need to speak to an artist about one thing or another before
       the event.
      Establish a designated arrival/set-up/performance time range for each artist.
           - This is definitely dependant on the artist’s medium.
           - When you have a schedule planned out, share that information with the artists
             and leave them no room for negotiation, unless there is a rare case. This will
             make your life a lot easier day of the event.
      Inquire the artist as to their space and technology requirements for their craft to be put
       on display
      Have an understanding of the audio/visual equipment that is available at the venue.
           - You will definitely need to share this information with the artists at some point
             before they arrive to ensure they are not lacking anything.
                     For example: public announcement system
                                        Extremely key in music utilizing events
                                    Projectors
                                    Internet access
                                    Extra surge protectors
           - A lot of artists these days need a lot of outlets to power their respective exhibit
      Maintain open and clear communication with the venue proprietor–you will also
       share the schedule of events with this contact point
      Secure any kind of lock box to not only hold, but protect any kind of funds received
       from the night’s event.
      AN EMAIL SIGN UP SHEET- Use this to begin building an electronic list of
       people to advertise future events to. In reality, this will be more valuable to you than
       the donations coming in for the charity.
      Have information about the charity that the funds will be going towards.
       Get as specific as possible, clearly laying out how the funds will be spent and people
       will be willing to donate more.
           - Also remember that donating capitol does not have to be the case at every
           event. Some events can also require entrants to bring an item that a certain group
           needs such as soap, canned goods, etc.

2. Optional Preparations
      Bring back-up artistic supplies for the event
              I.e. guitar strings, paint brushes, an extra microphone
                   All which can be procured through local sources
      Video recorder
         Being able to document event highlights via video is not only a great way to
         remember the event, but can be used to help advertise for future events.




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                                         Awareness. Advocacy. Action.
                                   Leaders of tomorrow creating change today.

3. Day-of Event Preparation:
   The most important aspect about this day is to not let the little things that aren’t going
   how you planned get to you. If you keep a clear head, you will find that solving the
   unexpected and unforeseen issues about these events is rather easy.
       MAKE SURE YOU COLLECT THE EMAILS/DONATIONS – THIS
         CANNOT BE STRESSED ENOUGH
       If it is within your capacity to provide some kind of refreshment for the artists to
         enjoy, they would greatly appreciate it. (Water, Any kind of snack food, a lot of
         times you will not be able to financially compensate artists for their participation,
         but this is a good way to show your appreciation)
       Something relevant to open up the evening with.
             - This can help remind the audience of the reason they came to the event
             - i.e. short media piece explaining the issue, a short speech
       Hold a discussion group after the event
             - This gives the attendees a chance to interact with the artists while learning
                more about the cause
             - This is also a good time to reveal ways to stay involved with the issue

4. Post-Event Follow Up
       Send thank you notes/cards/Myspace messages
       If you videotaped some aspect of their exhibit, post that video on their Myspace
         page or website. That way the public can view it any time they visit that artist’s
         specific web page.
       Send an initial email out to those who signed up to receive more information
         about events like the one that was recently organized.
       Thank the artists and participants for coming and helping fight against a
         cause
       Let them know exactly how the donations were used to assuage a pressing global
         issue
       Inform them that there will be another email coming in the near future advertising
         the next artistic event
       Inquire if they know of any local artists that would be interested in doing an event
         for a cause/charity
             - If so, to please send their respective contact information and a short
               description on why they feel they would be relevant for this type of work.

5. Fill out an AID Event Report Form
   To be reimbursed for your mini-grant, fill out a report at
   http://www.globalscholar.org/event_report and send in the Reimbursement form that we
   included in your package. If you’ve misplaced that form, you can access it at
   www.aidemocracy.org/reimbursement.pdf. Just answer a few brief questions to let us
   know how the event went.




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                                       Awareness. Advocacy. Action.
                                Leaders of tomorrow creating change today.


5. RINSE, WASH, REPEAT

  Finally, now that you have a large base of individuals in your area who are interested
  in this issue, consider the ways that you can use this new excitement. Start a
  campaign around the issue to promote change on your topic of interest. Talk to AID
  project directors for next steps and advice on using this new energy for starting a
  campaign.




                           THE ORGANIZER’S CHECKLIST

             I n s t r u c t i o n s f o r u s i n g t h i s G u i d e : The following
             guide is intended to guide you through the process of organizing an event
             with AID. Use the checklist below as you proceed. The guide contains a
             series of documents that you can easily customize by replacing the
             BLOCK TEXT with the specifics of your university, contact information,
             etc.

      Goal:          Send us an update!                              Checklist Items:
      1. Establish a If you are planning an event and need ideas, o  See
      Theme          drop us a line and ask for some advice or check www.aidemocracy.
                     out our website for other events planned by     org for the program
                     student organizers around the country.          director associated
                                                                     with your area of
                                                                     interest.
      2. Reserve a   Once you’ve reserved a space, sign up your o Check academic
      Venue/Set a event with us at                                   and event calendars
      Date           http://www.globalscholar.org/roomreservation. on campus to
      (at least 6    Then we can reserve a mini-grant for your       ensure that there are
      weeks prior to event and help you identify potential speakers. no major
      event)                                                         overlapping events
                                                                  o
                                                                  o Reserve a room on
                                                                     campus using e-
                                                                     mail templates.
                                                                   o
      3. Invite       E-mail the relevant project director to let us o Call potential
      Artists (at     know of performers or artists.                   participants using
      least 4 weeks                                                    phone scripts.


                                                                                           23
                               Awareness. Advocacy. Action.
                         Leaders of tomorrow creating change today.

prior)         Contact the relevant project director or      o
               coordinator if you need further ideas for     o Send out
               speakers at your event!                         invitations.
                                                             o
                                                             o Make follow-up
                                                               phone calls.
                                                             o
                                                             o (Note: If an artist
                                                               requests a fax, e-
                                                               mail the invitation
                                                               as an attachment to
                                                               the AID program
                                                               director most
                                                               related to your
                                                               event and we will
                                                               fax it in for you.)
4. Event       E-mail a copy of your flyer to the AID        o Tailor the flyer
Publicity      program director most related to your event as template with your
(2 weeks prior an attachment. We’ll put the information up     event’s information
to the event) on our website!                                  and send it to the
                                                               AID office.
                                                             o
                                                             o Recruit student
                                                               group co-sponsors
                                                               to help advertise.
                                                             o
                                                             o Delegate planning
                                                               responsibilities to
                                                               other AID
                                                               organizers on
                                                               campus.
                                                             o
                                                             o Tailor media
                                                               advisories to
                                                               newspapers and
                                                               community
                                                               calendars – try to
                                                               get specific press
                                                               contacts.
5. Event       E-mail your press release as an attachment to   Plaster the campus
Confirmation   the AID program director so that we can help with posters and
and Final      you advertise.                                  send e-mails to
Publicity (3-4                                                 student groups,
days prior to                                                  professors and


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                              Awareness. Advocacy. Action.
                        Leaders of tomorrow creating change today.

event)                                                       listserves.

                                                             Tailor press release,
                                                             call local media,
                                                             send press release
                                                             via e-mail to press
                                                             contacts and send
                                                             press release to AID
                                                             office.
                                                         o
                                                         o Send reminder e-
                                                             mails to artists.

6. Day of      Call us if you have any last-minute        o Early in the
Event          problems…don’t be shy, no matter the time!   morning, pepper all
                                                            the common spaces
               Our office: (410) 962-8773                   on campus with
                                                            advertisements. Put
                                                            flyers in the
                                                            cafeteria,
                                                            bathrooms, and
                                                            other noticeable
                                                            places.

                                                             Prepare your
                                                             opening remarks.

                                                         o Set up venue.
                                                           Check sound
                                                           system; make sure
                                                           the space is easy to
                                                           find (put up signs if
                                                           needed); arrange
                                                           seating.
                                                         o
                                                         o Set up table with
                                                           informational
                                                           materials from AID.
                                                         o
                                                         o Pass around pen
                                                           and sign-up sheet
                                                           during the event.
7. Follow Up! Fill out an event report form at           o
              http://www.globalscholar.org/event_report/ o Write an op-ed in


                                                                                 25
                              Awareness. Advocacy. Action.
                        Leaders of tomorrow creating change today.

              and mail in any receipts in order to be          your local or school
              reimbursed to:                                   newspaper.
              Americans for Informed Democracy
              701 Cathedral Street                             Follow up with a
              Suite L3                                         thank you note to
              Baltimore, MD 21201                              artists and
                                                               volunteers.
              Send an op-ed in progress to the appropriate
              program director for editing and feedback.       Get excited for the
                                                               next AID event!
              Let us know if you’d like further resources or
              suggestions for NGO campaigns related to the
              event’s topic.

              E-mail us to add the names and e-mail
              addresses of the people that signed up on your
              sheet (enter into an Excel spreadsheet with
              columns: FIRST NAME, LAST NAME,
              EMAIL, AFFILIATION, or send in a Word
              Document)

AID’s Event Planning Checklist was adopted from The People Speak Flowchart for
                    The People Speak Event Organizers.




                                                                                   26
    Awareness. Advocacy. Action.
Leaders of tomorrow creating change today.




                                         27
                                    Awareness. Advocacy. Action.
                              Leaders of tomorrow creating change today.

            Cultural Diplomacy Benefit Show
                      Strategic Plan
                                     (Your Copy)

Now that you have the skills to host a benefit event, complete the document below to
help you plan and put your skills to action! Once completed, you may provide a copy to
an AID representative for guidance and to help you with any resources you may need.

Step 1: Determine Artists
Artists:__________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Step 2: Determine Cause to Support
Local or Global Causes:____________________________________________________
_______________________________________________________________________
_______________________________________________________________________

Who will be responsible for contacting the appropriate AID program director to request
and confirm the effectiveness of the cause?_____________________________________

Step 3: Determine Dates that Artists Can COMMIT to
Who will contact the artists and determine a date that EVERY artist potentially
COMMIT to?____________________________________________________________
Date to Complete Step 3:___________________________________________________

Step 4: Select a venue
List of potential venues with sufficient technological abilities:______________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Who will research and contact the venues?:_____________________________________
Date to Complete Step 4:___________________________________________________

Step 5: Publicize!
Who will do the publicizing?:
a. Internet Resources:
________________________________________________________________________
b. Flyering: ______________________________________________________________

c. School Community Newspaper: ___________________________________________


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                                    Awareness. Advocacy. Action.
                              Leaders of tomorrow creating change today.

d. Local T.V. Stations: _____________________________________________________

e. Partnerships (organizations/departments/individuals):___________________________

Date to Complete Step 5:___________________________________________________


Step 6: Prepare for the Event & Follow Up/Thank You’s
Who will be in charge of opening and closing the performance space?
________________________________________________________________________
Who will sit at the welcome table and be responsible for sign-in sheets?
________________________________________________________________________
Who will be responsible for running the technological aspects of the performance?
________________________________________________________________________

Who will thank the artists, venue proprietor, volunteers and in what manner
(email/letter/face-to-face):__________________________________________________

When will the thank yous for the artists, venue proprietor, and volunteers be
executed?:_______________________________________________________________

How will you follow up with the attendees? What will you do to try and recreate this in
another location: __________________________________________________________
________________________________________________________________________
________________________________________________________________________

Who will be responsible for distributing the funds raised to the charity or to AID which
will in turn will give the funds raised to the charity?______________________________




                                                                                     29
                                    Awareness. Advocacy. Action.
                              Leaders of tomorrow creating change today.

              Cultural Diplomacy Benefit Show
                       Strategic Plan
                                     (AID Copy)

Now that you have the skills to host a benefit event, complete the document below to
help you plan and put your skills to action! Once completed, you may provide a copy to
an AID representative for guidance and to help you with any resources you may need.

Step 1: Determine Artists
Artists:__________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Step 2: Determine Cause to Support
Local or Global Causes:____________________________________________________
_______________________________________________________________________
_______________________________________________________________________

Who will be responsible for contacting the appropriate AID program director to request
and confirm the effectiveness of the cause?_____________________________________

Step 3: Determine Dates that Artists Can COMMIT to
Who will contact the artists and determine a date that EVERY artist potentially
COMMIT to?____________________________________________________________
Date to Complete Step 3:___________________________________________________

Step 4: Select a venue
List of potential venues with sufficient technological abilities:______________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Who will research and contact the venues?:_____________________________________
Date to Complete Step 4:___________________________________________________

Step 5: Publicize!
Who will do the publicizing?:
a. Internet Resources:
________________________________________________________________________
b. Flyering: ______________________________________________________________

c. School Community Newspaper: ___________________________________________


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                                    Awareness. Advocacy. Action.
                              Leaders of tomorrow creating change today.

d. Local T.V. Stations: _____________________________________________________

e. Partnerships (organizations/departments/individuals):___________________________

Date to Complete Step 5:___________________________________________________


Step 6: Prepare for the Event & Follow Up/Thank You’s
Who will be in charge of opening and closing the performance space?
________________________________________________________________________
Who will sit at the welcome table and be responsible for sign-in sheets?
________________________________________________________________________
Who will be responsible for running the technological aspects of the performance?
________________________________________________________________________

Who will thank the artists, venue proprietor, volunteers and in what manner
(email/letter/face-to-face):__________________________________________________

When will the thank yous for the artists, venue proprietor, and volunteers be
executed?:_______________________________________________________________

How will you follow up with the attendees? What will you do to try and recreate this in
another location: __________________________________________________________
________________________________________________________________________
________________________________________________________________________

Who will be responsible for distributing the funds raised to the charity or to AID which
will in turn will give the funds raised to the charity?______________________________




                                                                                     31

				
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