News Release for a Local Civic Organization - Essay Example

? Topic: Affiliation: Section I.   Purpose of this paper   The purpose of the this paper is to prepare a news release, a video commercial and a print ad for a local civic organization which has requested proposals for a fundraising event from four agencies, and one of them is the agency I work for. My boss has directed that I submit a proposal that is comprehensive and one that presents my agency as the agency that should be hired to handle this event. This proposal is to be handed over to the chairman of the selection committee who will analyze the proposals before deciding on the best contender to take care of the event. The event I am proposing to be given a chance to organize will be intended at raising funds to be used in covering the costs of the medical examination of 250 high school athletes from Megan High School. In order to organize a successful event, our agency will need to get word out about an upcoming event. The best way to publicize an event is to advertise. I will, therefore, start by preparing a press release we intend to send to newsrooms hopefully to be published or to be used in writing an article. Then I will prepare a video commercial to be used in advertising on television or on the internet. Finally, I will prepare a full page print ad that will be put out in newspapers and magazines (Tucker, 1997, p. 56). There is a growing need for funds to be raised in support for athletes in high school due to the fact that the cost of running the athletic department at the school has increased. This is even more necessary considering the number of programs in the athletics department. Our agency proposes the following press release to be used for advertising the event. I have also included a one-page print ad that we propose to use in publicizing the event. Section II.   News release   Megan High School Booster Club, a local civic organization, plans a fundraising event aimed at raising enough funds to cover the cost examinations for the 250 varsity athletes in all sports at Megan High School. This event will be held on the 22nd May 2013 from 10 a.m. The fundraiser, which will be held in the school’s social hall, will sponsor the medical examination of hundreds of athletes from the school who will be going to join various universities. During the event, invited guests will be shown a video of the last Sports Day held at the school in order to exhibit the various talents that students at Megan High School have. Some of the sporting events that will be showcased include tennis, basketball, volleyball, hockey, and badminton. The main event of the evening will be a car raffle which will be sold at one hundred dollars each. These raffle tickets will be sold to willing business associations, sports clubs and persons taking part in the fundraising event. Our target for this fundraising will be to raise a minimum of 100 dollars per student. In the event that we raise more than the required amount, we intend to put the rest of the funds into good use such as the maintenance of sports programs at the school, improvement of sports facilities, and sponsoring of medical examinations for more students next academic year. Robert Kelly, Chairman of Tennis Federation said, “The fundraising event at Megan High School is very important as it highlights the importance of sports in the lives of students. It also gives an opportunity for those students who wish to pursue sports in college but are short of funds an opportunity to start the application process.” The newly appointed Chairlady of the club Maggi’s also said "We are excited that Save the Children has agreed to conduct this sports fundraiser. Megan High School Booster Club has been a strong supporter of nurturing sports talent in the young ones. This event will go a long way in impacting the lives of our young athletes." To register for this event, contact Mercy at (44) 875-9272. Section III. Print Ad We, as Megan High School Booster Club, a local civic organization, plan a fundraising event aimed at raising funds to cover the costs of the medical examination for more than 250 varsity athletes in all sports at Megan High School. This event will be held on the 22nd May 2013 from 10 a.m. Our core aim is to support and promote our student athletes who participate in various sports. Through this event, we hope to raise funds that will cover the costs of the medical examination of Megan High School Students who hope to join various colleges. This project needs your support and help! Kindly join the Megan High School Booster Club now and help support these young men and women achieve their dreams. That is how to get involved: www.meganhigh.org, email: programdirector@meganhigh.org or for general inquiries: info@meganhigh.org My agency proposes to hold the event at the Megan High School social hall. We are proposing to use this particular venue because it is accessible and can also be accessed by people who are disabled. Also, the venue can be found easily as it is well signposted. Our agency plans to hire public address equipment from a reliable firm that we have contracted in the past. We would like to assure you that when it comes to non-profit fundraising event management, our company is the company of choice. We have been in the business for more than ten years and have a record of delivering quality services. We have a well-established system for sending out invitations to the invited guests. We have a list of donors that we have invited successfully to similar events. This is the other reason why you should go ahead and contract us to take care of this event. We are a reputable firm and we believe that invites with our logo on them will get you the kind of people you need for this event to be a success. We have enough human resource to plan, develop and implement this sports fundraiser. Section IV. Video I have also produced a video highlighting the importance of raising funds to support these young athletes. The video begins with a showcase of talents focusing on the last sports day held at Megan High School. The video also features the school director Mr. James White highlighting the importance of nurturing the talents of young athletes. To further highlight my point, I included interviews with stakeholders including parents and the general community. The video I have produced further aims to appeal to the business community as well as willing individuals to come out in large numbers and support this noble cause. Together with the IT team at the agency, we shot the video in various locations that we felt would appeal to our target audience. The background is an athletics track with soft music playing in the background. To make it appealing to teenagers as well, we also brought on board a few famous athletes who talked about how much athletics had changed their lives. We were convinced that these speeches by accomplished athletes would inspire our young and up-coming athletes to work even harder to achieve their dreams. References Tucker, K. D. (1997). Public Relations Writing. Upper Saddle River, NJ: Prentice-Hall. Read More