Tips for Organizing and Promoting
ThinkWY Road Scholars Tours Programs
At least 3 weeks before the program (or as soon as you receive confirmation):

Complete and send invitations to all Wyoming State House and Senate members
representing the community in which the program will take place. You will find contact
information for your state elected officials at
http://legisweb.state.wy.us/LSOWEB/LegInfo.aspx

Distribute the WHC provided news release—or a version of—to www.wyopress.org,
local newspapers, organizational newsletters, e-mail list-serves and radio stations.

Post information on online activity and organization calendars

Tag the Wyoming Humanities Council on Facebook or Twitter - for assistance
contact Josh Watanabe – Josh@thinkwy.org

Look at the Project Director Evaluation form to be sure you are tracking the
information you will need to provide.

Create flyers to post in places people gather—post office, libraries, museums, grocery
stores, coffee shops, cafes, churches, schools and store windows.

Initiate word-of-mouth publicity. Contact the representatives of local clubs by phone or
email. If possible, attend their meetings to announce the program. Call or email friends and
others you think might be interested in the program.

Ask a local bank to display the program on its electronic marquee.

Send information to churches and schools for listing in their bulletins.
1 week before the program:

Contact the speaker again to confirm the time and location of the program.

Determine equipment you will need to provide, such as VCR, slide projector, screen,
extension cord(s), microphone, etc.

Print one minute impact statements and attendance sheets for the event.

Review the Project Director Evaluation form to be sure you know what you need to
report on.
See back for tips on the day of and after the program
Tips for Organizing and Promoting
ThinkWY Road Scholars Tours Programs
The day of the program:

Arrive early to check the room and equipment. Greet the speaker, who will probably arrive
early, too.

Pass around the Audience Attendance sheet as audience members arrive, so they can
sign in.

Pass around One Minute Impact Statements and ask audience members to complete
them before leaving.

Introduce the speaker to the audience using the introduction provided, or a version
adapted to your audience. Please be sure to credit the sponsorship of the Wyoming
Humanities Council.

Take note of the total audience numbers and demographics for your final evaluation.

Take pictures (action shots of speakers, engaged audience members) of the event. In our
visual age the WHC needs publicity materials to advocate for the funding that keeps our
programs going.

Collect the One Minute Impact Statements and Attendance sheets at the end
After the program (while it’s still fresh in your mind):

Complete the Project Director Evaluation form.

Scan and email or mail the Final Evaluation and Audience Attendance forms to:
Wyoming Humanities Council 1315 E. Lewis St  Laramie WY 82072
If you have questions please contact Sheila Bricher-Wade, sheila@thinkwy.org