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 Promotion Timetable Sample --- College trip 12 months ahead _____ try and get the trip registered as an official class at the school _____ form a recruitment committee to help promote the trip. Sign some of them up for the trip! _____ brainstorm with recruitment committee a list of ways to get word out everywhere: events, organizations, key leadership people, newsletters, faculty, student groups, etc. Develop a plan for each outlet. Divide responsibilities among group members. _____ generate a list of prospective participants. Have a plan for contacting each personally. _____ receive “Lessons from a Distant Road” video from the Center. Have it available for prospective participants to see to sway them to join. _____ speak about trip with at least 15 individual persons (don’t count persons in groups!)/month 10 - 11 months ahead _____ contact other colleges and universities in the area and let them know about the trip _____ place an ad, listing and/or announcement in departmental association newsletters _____ speak about trip with at least 15 individual persons (don’t count persons in groups!)/month 9 months ahead _____ check-in with recruitment committee. Keep track of all inquiries and recontact. _____ schedule and plan two promotional meetings _____ draft flyer announcing trip and two promotional meetings--send to 15 faculty colleagues and asked to distribute and mention in their classes. _____ meet to discuss trip with campus ministry representative and how she/he can promote; invite to promotional meetings _____ meet to discuss trip with study abroad advisor and how she/he can promote _____ meet to discuss trip with faculty members of Latin American Studies/African American Studies and how they can promote _____ announce trip in own classes at least once every two weeks _____ visit classes in related fields and make announcements _____ put announcement in campus e-mail system about trip and info meetings _____ put announcement in campus newspaper about trip and info meetings. Send press release or ask an editor about putting an article in the paper _____ speak about trip with at least 15 individual persons (don’t count persons in groups!)/month 8 months ahead _____ carry out at least two informational meetings. Show video “Lessons from a Distant Road,” have regional food for snacks; hand out brochures (and applications); get names of those present and their phone numbers and addresses for contacting again. Share the Center’s World Wide Web site address. _____ attend student organization meeting and made announcement about trip _____ post brochures around campus, give to interested faculty and students to distribute _____ announce trip at faculty meeting; encourage faculty to attend and ask for faculty willing to let you make a class visit about the trip _____ speak about trip with at least 15 individual persons (don’t count persons in groups!) / month 7 months ahead _____ call all present at informational meetings who have not yet applied for the trip. Ask what you can do to help them become participants. Be welcoming and encouraging. _____ speak about trip with at least 15 individual persons (don’t count persons in groups!) / month 6 months ahead ______ check-in with recruitment committee. *Note: the timeline shown does not list the 1001 conversations, phone calls, notes, etc. that the sponsor would have to make in the six to twelve months before the trip to “talk it up!” with others
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