| Your Quality On Tap Planner Quality On Tap is a nationwide, grassroots public relations and awareness campaign designed especially for the drinking water industry. The framework for the campaign was created by water professionals who understand the need for better community support for their systems. SPECIAL NOTE: If you would like a hard copy of this document, simply highlight (select all) of the document from top to bottom, copy it to the Clip Board, and paste it into any modern word processor for printing. What these people have in common is an intense desire to see that America’s public water systems continue to provide the highest quality drinking water possible. Second only to that is the desire that people know about their hard work. That’s what fuels this campaign. Quality On Tap is the first practical "hands-on" guide to better public relations for small water utilities. It contains the tools small water systems need to do the most important job of all - spreading the truth to the public of the quality of work they do and the quality water they produce. As communities nationwide use the "Quality On Tap" logo and materials to promote their own quality water they are also promoting YOUR quality water and the quality water of each system that participates in this campaign. Every time a person sees the QOT logo or materials they are being assured that the community they’re in is providing Quality On Tap to their customers. Whether it’s seen in California or Maine, Montana or Texas, the public will come to know that rural water in America is "Quality On Tap"!
For help in planning your own Quality on Tap public relations campaign, the following SPECIAL EVENTS PLANNER offers the tools you'll need to plan a successful event. For more information, contact your state association.
NRWA
SPECIAL EVENTS PLANNER An easy, step-by-step guide to organizing a fun and successful Special Event
NRWA SPECIAL EVENTS PLANNER CONTENTS Calendar Calendar Calendar Calendar THE WATER WEEK ACTIVITIES Calendar
10-week schedule 1. PLANNER CALENDAR Calculate the date 10 weeks prior to day of event and insert the month and day in each block. Use a pencil so this sheet can be used again.
Return to Contents DEDICATION CEREMONY 2. CHECKLIST _____1. Organizational meeting At this meeting of key members of the company, decide the following items: Date & Time- _______________________ Site Location - ____________________________ Budget amount - _____________________ Key Speaker - _________________________ (Special order items, food, rental fees, decorations, postage) Other speakers -_____________________________________________________________________ Special Guest List - attach list _____2. Contact Key Speaker Call the Key Speaker immediately to set up the speaking engagement. After you have confirmed the speaker by phone, mail an official acknowledgment as his or her reminder. Mail an invitation, too. _____3. Order Special Items Items which require printing or engraving take 6 to 8 weeks, so order now to be sure it arrives in time. SPECIAL ITEMS include Bronze tablet, Wall plaque (see Sample Engravings), Giveaway favors such as; water bottles, key chains, etc. _____4. Make Guest List Pull out your VIP folder or newsletter mailing list. You might want to include neighboring systems, including organizations, local media, or community officials such as trustees and county commissioners. Use this list for an invitation count. _____5. Design or Order Invitations You can save money by creating your own invitations on your computer. But if you are going to use professionally printed invitations, order them now so they can be addressed and mailed out early. Set an RSVP date. See Sample Invitation. _____6. Inspect Site Go to the site and check it out for necessary sprucing-up. Check the surrounding area and landscaping. If the ceremony is indoors, look for areas that need attention. Assign a site manager to lead the crew during the clean up work. _____7. Decide on a Parking Area Inspect the site for the best place to park the visitors vehicles. Get permission from property manager. _____8. Assign Parking Attendant(s) Once you have designated a parking area, select parking attendants to direct the visitors. Go over the entering and exiting plan with them. Make a parking map. _____9. Check on Site Progress Go back to the site and check on the areas that needed attention. Make sure it will look the way you envision it. _____10. Report Project Progress Report on the progress of the project to your superior every two weeks at the beginning of the project. _____11. Select theme and colors Decide on a unifying theme for the speeches and decorations. _____12. Decide on Refreshments First decide if you are going to provide any refreshments. The time and length of the ceremony may dictate your decision. Decide if you will serve cake and punch, finger foods or a meal. _____13. Contact a Food Supplier Go to a local deli shop or caterer and get a copy of their menu and prices. Select items within your food budget. Check on their policy for payment and how much advance notice they require for guest count. This calendar has a one-week notice for caterers. _____14. Contact Floral Shop Go to the shop and pick up a book with decorating ideas. Decide if you will use a floral centerpiece for the food table. Check out decorating books at the library for ideas. Will you need any corsages or boutonnieres? _____15. Decide on Type of Decorations After you have looked through the decorating books, you should have an idea of what you would like to use for decorations. The best idea is to keep it simple yet elegant. _____16. Seating Arrangement Go to the site and decide the seating arrangement. If the ceremony is outdoors, choose a flat area and consider ordering a canopy tent if the weather is unpredictable. _____17. Reserve or Order Set Up Items Set up items are tables, chairs, podium, flags or a canopy tent. Check on borrowing chairs from a local funeral parlor, church or school. Some rental shops provide chairs, as well as a canopy tent. Look in the phone book for Wedding Rental businesses. _____18. Request Formal Proclamation Contact your state Senator or Representative's office. Tell them of your special event and ask for a formal Proclamation to be printed by the State House. Provide all the details to help with the wording of the Proclamation. See Sample Proclamation. _____19. Contact All Speakers Talk with all speakers to be sure they know they are expected. Tell them you will provide notes to help with their speech. _____20. Report Project Progress This is your second report to your supervisor. You should have a better feel of the ceremony. _____21. Finalize Agenda & Speaking Order After you have confirmed every speaker, decide on an order of speakers and type an agenda. Get final approval from your supervisor. Send speakers a copy of agenda. See Sample Agenda. _____22. Write Speech Notes Using the theme you have chosen, write down some information about the site/facility being dedicated. Look up some company information or statistics. Make up some interesting quotes you think would be appropriate for the occasion. Put a copy in a folder to take to the ceremony. _____23. Fax or Mail Speech Notes to Speakers Get the information to the speakers so they can begin putting together speeches. They may want to contact you for more information. _____ 24. Make a Program Use your word processor to type a list of speakers and give information on the site/facility. Styles: A single sheet of paper unfolded or a sheet of paper folded in half. _____25. Copy and Fold Programs Make copies of the program on the copier. Consider copying on colored paper. _____26. Choose Event Assistants Select others to help in the final stages of the project. Choose people you can count on to handle the tasks you give them. _____27. Assign Assistant Duties Make decorations, address and stamp invitations, Pick up supplies, Make table favors, Make direction signs, Greet guests, Help at food table, Clean up crew _____28. Decide on a Photographer Hire a professional or find someone with a good quality camera to volunteer. The pictures from this event could be framed or used in a press release or scrapbook. _____29. Decide on Music This is a matter of choice. If your event is outdoors, music might be difficult. If your event is indoors, some soft classical music before the ceremony may be appropriate. _____30. Report Project Progress This is the third major report to your supervisor. Use your PLANNER CALENDAR as a reminder of what you have completed and what is left to do. _____31. Address and Mail Invitations The invitations should be ready to address, using your guest list. Be sure to include the media. If you don't have a postage meter, use the peel and stick stamps. _____32. Reserve Hotel Room - Speaker If you have a special speaker or guests traveling a great distance, help them with lodging arrangements. _____33. Write a Press Release Type one sheet of facts about the upcoming event with a little history for the local media to use in a story. Make it brief with interesting facts. _____34. Mail/Fax Press Release Locate addresses and fax numbers for the local newspaper, radio and television stations. Send them a copy of the Press Release with a personal note to expect an invitation. _____35. Check on Site Progress It's been a while since you've inspected the site so either check with your site manager or, if at all possible, go to the site and conduct an inspection. _____36. Pick Up Supplies Make a shopping list of the items needed for the decorations, welcome banner and signs. _____37. Make Table Favors Begin working on table favors or decorations. Remember to stay with your theme. _____38. Contact Special Guests Call some of the local dignitaries or special guests and make sure they put your event on their calendar. _____39. Contact Media About Release Call the media offices and make sure they received your Press Release and Invitation. Invite them verbally to attend. You might be able to get a nice story about the ceremony in the local news. _____40. Report Project Progress This is the fourth report. Take samples of completed ceremony items to this meeting. _____41. Make a Welcome Banner Sometimes local corporations have a department which will make a banner for you. If not, you can make your own out of canvas, paint and a stencil. Maybe you can get a talented airbrush artist to make your banner. _____42. Make Direction Signs Get some white poster board, black paint and small sponge brushes. Make letters large enough to be seen from a car. Make sure your sign is legible. Point arrows in the right direction. Don't put the signs out until the morning of the ceremony. _____43. RSVP date - Guest Total Guests should have responded to your invitation by this date. Now you have an accurate count of guests for the seating arrangement and food. ____44. Call Caterers with Guest Total Check with your food supplier for the last day to give them a total. Some may require more than one week notice. _____45. Report Project Progress Closer to the date of the ceremony, progress reports or meetings should be more frequent. Let everyone know the project is on schedule. _____46. Put Materials in a Box Gather together everything that goes to the ceremony and put in a box so it won't be left behind in the excitement on the big day. Make yourself a checklist of items you need to take to the ceremony. Don't forget materials to register guests. _____47. Last Minute Site Clean Up Before setting up and decorating, make sure the area is ready. Check restroom condition. _____48. Begin Set Up and Decorating If the ceremony is indoors, go ahead and set up the table and chairs. Put up any hanging decorations such as the Welcome Banner. If the ceremony is outdoors, set up as late as possible in case there is a threat of bad weather. _____49. Double Check Everything Use the PLANNER CALENDAR and CHECKLIST to make sure you haven't forgotten anything important. Go over each completed item. _____50. DEDICATION DAY Put up direction signs to the site. Pick up any flowers ordered. Finish decorating. Meet the caterer at the door and make arrangements to set up food. Check out site set up. Stand back and enjoy the ceremony.
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DEDICATION CEREMONY 3. SAMPLE PAGE
Special Items: Bronze Tablet (Cost $500 to $1000)
(Professionally printed will cost $1.00 to $2.00 each)
Return to Contents DEDICATION CEREMONY 4. SAMPLE AGENDA
WELCOME INVOCATION LUNCH INTRODUCE BOARD OF DIRECTORS RECOGNIZE SPECIAL GUESTS KEY SPEAKERS PLAQUE PRESENTATION MESSAGE FROM CHAIRMAN SPECIAL GUEST SPEAKERS CLOSING REMARKS Return to Contents
DEDICATION CEREMONY 5. COST OF PROJECT Project name _____________________________________________ DATE ____________ BUDGET AMOUNT ____________ PROJECT COST____________ SPECIAL ORDER ITEMS: (printed, engraved, awards) _____________________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ RENTAL ITEMS: (tent, helium tank, space fee, costume) _________________________________________________________________________________________________ _________________________________________________________________________________________________ REFRESHMENTS: (food and drink) _________________________________________________________________________________________________ _________________________________________________________________________________________________ DECORATING SUPPLIES: (flowers, ribbon, paper items, signs, balloons, cups and plates) _________________________________________________________________________________________________ _________________________________________________________________________________________________ EDUCATIONAL SUPPLIES: ( booklet, video, poster supplies) _________________________________________________________________________________________________ __________________________________________________________________________________________________ CONSTRUCTION OF SPECIAL ITEMS: (booth, display, costume) __________________________________________________________________________________________________ __________________________________________________________________________________________________ MISC.: (film, postage) __________________________________________________________________________________________________ __________________________________________________________________________________________________
Return to Contents THE CLASSROOM PROJECT 5-week Schedule 1. PLANNER CALENDAR
NOTE * If you plan to give away promotional items, order them 4 weeks before beginning this calendar.
Return to Contents CLASSROOM PROJECT 2. PLANNER CHECKLIST
_____1. Contact EPA Request educational materials, including posters, from your state EPA, Regional USEPA or USEPA, Office of Drinking Water, 401 M Street, SW Mail Code 4602, Washington DC 20460, 202-260-7077 _____2. Contact State Water Organizations Materials may be available at the State Department of Natural Resources, a Water Development Authority, a Water Resource Management council, or your State Rural Water Association. _____3. Contact the U.S. League of Women Voters Water materials may be purchased from this organization on community groundwater protection at 1730 M Street, NW, Washington DC 20036, 202-249-1965 _____4. Contact Water Organizations Educational materials are available from American Water Works Association, 6666 W. Quincy Ave., Denver, Colorado 80235, 303-794-7711 or from your State Rural Water Association. _____5. Contact School Officials Request permission to speak to the classroom through the school principal's office. Some school districts may require that you request permission through the superintendent's office. _____6. Contact Classroom Teacher Select a classroom of students old enough to read the material (4th or 5th grade). Set up date and time to be in the classroom. Try to keep it around 30 minutes. _____7. Order Poster Paper Poster paper can be white construction paper 12" X 18". This can be purchased or ordered from the local office supply. An order may take one to two weeks. _____8. Secure a Water Video You may be able to borrow a video about water from the local library or state EPA office. Videos may also be purchased from organizations such as WINGS for Learning, P.O. Box 660002, Scotts Valley, CA 95067-0002, 1-800-321-7511 _____9. Order Place Ribbons If you're going to have a poster contest, you should get place ribbons for the winners. You can order customized ribbons or go to a sporting goods/trophy shop and pick up some plain place ribbons. Be sure to get extra in case of a tie. _____10. Create Activity Pages Students learn more if they participate in the lesson. Give them some activity pages to do in class or as a homework assignment. See Sample Activity Page and Activity Page for Kids. _____11. Prepare a Water Talk Provide the class with some history of their water supply along with some water trivia. See Questions and Answers. _____12. Make a Water Quiz Using the information you supply the class on their water supply and the water trivia, make a Quiz of about 10 questions. This could be a take home assignment. This may also interest the parents. _____13. Comparison Sheet Save several copies of the newspaper grocery store ads for the students to pass around the class. Compare the cost of water to the price of soft drinks, juice, milk or bottled water. See The Cost of Water. _____14. Make a Water Cycle Poster If you don't have a large drawing of the water cycle, make one on a 2' X 3' poster board. You could also draw a really large one on the class chalk board, with the teacher's permission. _____15. Make Copies for Students Your presentation would be much nicer if each student received a folder or binder with a copy of each page inside. You could stamp your company's name on the folders. _____16. Prepare a Press Release Have a prepared press release ready to fax to the local media as soon as the classroom project is completed. If you plan to include a photo of the event, mail the press release. _____17. Make a Sample Poster for Contest If you don't want a lot of blank looks at blank poster paper, make a few samples to give the class ideas for their poster. Discuss other poster ideas. Don't leave the sample posters on display unless you want several identical copies. _____18. Rehearse the Water Talk Practice your talk. Time your talk. Rehearse the talk without reading the notes. Rehearse in front of an audience of co-workers, family members or the dog, or stand in front of a mirror. _____19. Preview Water Video Be sure to preview the video before you show it in a classroom. You should know what is on the video before the class sees it. Contact the teacher to reserve a TV and VCR from the school library. _____20. Gather Materials Make sure you have enough folders for everyone, including the teacher. Make a checklist: folders, posters, plain copy paper, poster paper, newspaper ads, place ribbons, promotional items. _____21. DAY 1 Water Talk Wear a company uniform, blazer or name badge. Be on time. After the water talk, give the students the folders. Give the class a fun assignment. _____22. DAY 2 Water Video Check out the TV and VCR. Make sure the tape is rewound and ready to play. After viewing the short video, pass out the newspaper grocery ads and discuss the cost of water compared to the cost of other drinks. _____23. DAY 3 Poster Contest Get started right away talking about ideas for posters. Have the students sketch a quick rough draft of their poster ideas on plain copy paper. Then pass out the poster paper. Suggest to the teacher to allow the students to finish the posters in another class; such as art. _____24. DAY 4 Poster Show & Tell - Judging Allow the students to go to the front of the class and tell about their posters. Let a couple of teachers judge the posters anonymously while the students aren't in class. Award the place ribbons to the winners. Good photo opportunity. _____25. Fax Press Release to the Local Media Have the fax number ready to fax the press release so it will be timely news. If you plan to mail it with a photo, have the film developed immediately. Keep a copy of the press release and photo in a folder or scrapbook Return to Contents
3. QUESTIONS AND ANSWERS ABOUT YOUR WATER
Q - Where does the water we drink at school come from ? Is it safe to drink? (your source and testing procedures) A - ____________________________________________________________________________________________ _______________________________________________________________________________________________ _______________________________________________________________________________________________ _______________________________________________________________________________________________ Q - Where did water first come from ? - Where did water first come from ?A - Water molecules were formed from hydrogen and oxygen atoms billions of years ago. The same water that formed on earth during creation is the same water on earth today. No more will be added. We must take care of this water for the future. Q - Why is the earth called the water planet? Why is the earth called the water planet? A - Water or glaciers cover about 80 percent of this planet. But only 3 percent is freshwater (containing no salt). Most of the freshwater is frozen in glaciers at the North and South Poles. That leaves 1 percent of the freshwater for our use. That's all we'll ever have to use. So you can see that water is a very precious resource on earth. Q - What if the glacier ice at the North and South Poles melted? A - Scientist have been talking for years about how nice it would be if an iceberg could be towed to places where fresh water is needed. They estimate that if the ice caps melted, the present sea level would rise over 200 feet. That would cover many seashore communities which are below the 200 feet sea level mark. But the earth's temperature at the North and South Poles would have to rise considerably before this would happen. Q - With so many of us using the water, will we ever run out ? A - About 700 billion gallons of clean drinking water is used each day by people in the United States. Each person uses about 170 gallons every day. As long as the water can complete the hydrologic cycle, the water will be replaced. But too much demand on a water supply can cause a shortage of safe, clean drinking water. We should all conserve our water use. The hydrologic cycle constantly moves water from the earth to the clouds and back again. The sun draws the water to the clouds through evaporation, and by precipitation the water falls back to the earth as snow, ice or rain. The sun evaporates a trillion tons of water each day. 16 million tons of water fall somewhere on the earth every second of every day. Q - How does the rainwater or snow melt get into the aquifers? A - Precipitation percolates or moves downward through the soil and travels until it finds an opening. Snow could melt on a mountain top, run down the side of the mountain and find a creek then move downward through the soil and travel until it reaches the surface again in a river or ocean and finally be evaporated into the atmosphere. That is a complete cycle for that water drop. In a one hundred year period, a water molecule spends 98 years in the ocean, 20 months as ice, about 2 weeks in lakes and rivers, and less than a week in the atmosphere. Q - What would happen if the hydrologic cycle stopped ? A - Just what you would expect to happen without water. All life on earth depends upon water for survival. Without it, all living things would perish. That means plants, trees, grass, insects, reptiles, birds, fish and all animals, including man. Q - How long can we live without water ? A - We can survive longer without food than water. Some scientist say the human body can live several weeks without food, but only a few days without water. Our bodies can store food, but not water. Humans eliminate about ¾ of a gallon of water each day, which we must replace. Humans are mostly water. Men are about 70% water and women are about 60% water. Your blood is 83% water. Your bones are 25% water. Humans also need water to transport body waste, lubricate joints, keep the body temperature stable and make up our cells. Q - How much water should we drink a day? A - We must replace 2.5 quarts a day. That's 80 ounces. But we get some of our water from our food. For instance, fruits and vegetables are 80% to 90% water. Fried chicken and pizza are 50% water. A hamburger contains about 4 ounces of water. Q - What can we do as students to help protect our water ? A - There are lots of ways you can save water and stop water pollution. Save water by taking shorter showers or shallow baths. Wash full loads of laundry. Wash a few dishes by hand. Don't let the water run while brushing your teeth. Use what you need, then turn it off. Check for leaks and report them. Protect water by buying environmentally safe products. Use up any chemical household cleaners. Share any unused portions of paint with your neighbors. Don't pour used motor oil on the ground or bury old car batteries. Take them to a recycling center. Once ground water is polluted, it may remain that way for several hundred to several thousand years before it is cleansed by natural recycling. If each one of us makes an effort to not waste water and to help stop pollution, we can guarantee an adequate clean water supply for the future. RECITE THE WATER PLEDGE: I pledge not to take water for granted, to not waste water and to help stop water pollution on this planet. I pledge not to take water for granted, to not waste water and to help stop water pollution on this planet. Return to Contents
CLASSROOM PROJECT 4. THE COST OF WATER
The prices are figured in 10 GALLONS. If 1,000 gallons of water = $5.00 100 gallons of water = $ .50 10 gallons of water = $ .05
SOFT DRINK - CUBE If 24 cans of 12 oz. soft drink (2 gallons) = $5.00 10 gallons of soft drink = $25.00
MILK If one gallon of milk = $2.20 10 gallons of milk = $22.20
JUICE If ½ gallon of juice = $1.00 One gallon of juice = $2.00 10 gallon of juice = $20.00
ICED TEA If one gallon of iced tea = $1.30 10 gallons of iced tea = $13.00
FRUIT DRINK If one gallon of fruit drink = $1.10 10 gallons of fruit drink = $11.00
LIQUID MEASURMENT EQUIVILENTS One gallon = 4 quarts = 128 oz. One quart = 2 pints = 32 oz. One pint = 2 cups = 16 oz.
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CLASSROOM PROJECT 5. ACTIVITY ASSIGNMENT Sample Activity Page
How much water do you use in one day?
7. Did someone prepare and cook dinner? __________ 5 gallons 8. Did you or someone else wash dishes? _________ 10 gallons _______________________________________________________________________________________________ _______________________________________________________________________________________________ _______________________________________________________________________________________________
HOW MUCH WATER DID YOU USE AT HOME? ______________________________________________________ Return to Contents CLASSROOM PROJECT 6. ACTIVITY PAGE FOR KIDS
HOW MUCH DO YOU KNOW ABOUT WATER? 1. How much water do you use to flush the toilet? a) 1 gallon b) 5 gallons c) 10 gallons 2. How many glasses of water should we drink every day? a) 2 glasses b) 5 glasses c) 8 glasses 3. Two forms of water are liquid and steam. What is the third form? a) ice b) vapor c) rain 4. How many gallons does it take for an average bath? a) 10 gallons b) 25 gallons c) 50 gallons 5. How much of the human body is water? a) 50 percent b) 70 percent c) 80 percent 6. How many gallons of milk must a cow drink to produce a gallon of milk? a) 1 gallon b) 2 gallons c) 3 gallons 7. How much of the water on the earth is freshwater? a) 3 percent b) 10 percent c) 20 percent 8. How much of a hamburger is water? a)1/4 b) 1/2 c) 3/4 9. How much of the earth is covered by water?a) 50% b) 65% c) 80% 10. What is a good way to save water? a) Turn off dripping faucets b) Take short showers c) Report leaks Answers: 1 b 2 c 3 a 4 b 5 b 6 c 7 a 8 b 9 c 10 a, b, & c (Don't print the answers on the question page) Return to Contents
CLASSROOM PROJECT 7. COST OF PROJECT Project name _____________________________________________DATE ____________ BUDGET AMOUNT ____________ PROJECT COST____________ SPECIAL ORDER ITEMS: (printed, engraved, awards) ______________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________ RENTAL ITEMS: (tent, helium tank, space fee, costume) _________________________________________________________________________________________________ _________________________________________________________________________________________________ REFRESHMENTS: (food and drink) _________________________________________________________________________________________________ _________________________________________________________________________________________________ DECORATING SUPPLIES: (flowers, ribbon, paper items, signs, balloons, cups and plates) _________________________________________________________________________________________________ _________________________________________________________________________________________________ EDUCATIONAL SUPPLIES: ( booklet, video, poster supplies) _________________________________________________________________________________________________ __________________________________________________________________________________________________ CONSTRUCTION OF SPECIAL ITEMS: (booth, display, costume) __________________________________________________________________________________________________ __________________________________________________________________________________________________ MISC.: (film, postage) __________________________________________________________________________________________________ __________________________________________________________________________________________________ Return to Contents
THE
OPEN HOUSE 1. PLANNER CALENDAR
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OPEN HOUSE (For Treatment Plant or Office) 2. PLANNER CHECKLIST _____1. Organizational Meeting Meet with key company members and decide the date, budget and special activities, such as Ribbon Cutting Ceremony, Balloon Release and Refreshments. _____2. Open House Notices Send a notice to the newspaper for the public, then make a notice for special guests such as local dignitaries and officials from neighboring water systems. Don't forget the local media. See Sample Notices._____3. Contact Officials Call special dignitaries to participate in the Open House. Consider holding a Ribbon Cutting Ceremony to officially begin the Open House Day. _____4. Contact a Classroom This should be a fun activity. Students from a local classroom could participate in a Balloon Release. Print little messages to put inside the balloons. Invite a local band to play for the release "Up, Up and Away". Use your imagination. _____5. Clean Up Facility Sometimes we get used to our own clutter. Have someone walk through the building and point out areas that need tidying up. Everyone's "house" should be in order. _____6. Make a Video You could plan to show a video to the visitors as they arrive. The video could be a special greetings or a visual tour. _____7. Assign Hosts or Hostesses Someone must work the Refreshment table, offer cookies and drinks and make more coffee or punch. Enlist the help of family of employees and board members. _____8. Practice Tours Before the busy day arrives, practice the path and general wording with the tour guides. _____9. Decide on Displays What educational materials will be available for the public? Do you need to make copies of the material? _____10. Purchase Supplies Make a shopping list of items you will need. Table cloth, napkins, paper plates, cups, large balloons, string, coffee, sugar, creamer, items to make punch. Borrow a punch bowl and ladle and large coffee pot. _____11. Make Display Areas Make room for the tables used for displays and refreshments. _____12. Make Welcome Sign If you made a Welcome Banner for the Dedication Ceremony, use it again. Or make a new sign with poster paper and poster paint to put inside the door. _____13. Order Flowers and Cookies Order a centerpiece for the Refreshment table and possibly some corsages or boutonnieres for the Hosts, Hostesses and Tour Guides. Also order dozens and dozens of cookies from the bakery. _____14. Set Up Everything Get everything ready for the next morning. Set up all displays and the Refreshment Table. Put up the Welcome sign inside the entrance. Send someone to rent a small tank of helium for the balloons. _____15. OPEN HOUSE DAY Pick up the flowers and cookies first thing. Make the first batch of coffee and punch. Be ready for guests to arrive as soon as you open. Schedule the Ribbon Cutting Ceremony for 9:00 A.M. with the local dignitaries. If you don't have much room, it may be helpful to schedule the balloon release for a little later, but save refreshments for the kids. Take a photo of the Ribbon Cutting and Balloon Release, in case the newspaper doesn't make it. Have a Press Release ready to give the press. Return to Contents
OPEN HOUSE 3. SAMPLE NOTICES
3. SAMPLE NOTICES
For the newspaper: NOTICE OF OPEN HOUSE Safe Water Treatment Plantlocated on State Route 7 May 9, 1999 9:00 A.M. to 12:00 Noon Guided Tours - Refreshments Everyone Welcome!
For Special Guests: You Are Invited to theOpen House of the Safe Water Treatment Plant located on State Route 7 May 9, 1999 Ribbon Cutting Ceremony - 9:00 A.M. State Representative officiating Balloon Release - 11 am local students and band Guided Tours - Refreshments Hope to see you there!
(Print this on paper and tri-fold to mail. Include a map) Return to ContentsOPEN HOUSE 4. COST OF PROJECT Project name _____________________________________________DATE ____________ BUDGET AMOUNT ____________ PROJECT COST____________ SPECIAL ORDER ITEMS: (printed, engraved, awards) ______________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________ RENTAL ITEMS: (tent, helium tank, space fee, costume) _________________________________________________________________________________________________ _________________________________________________________________________________________________ REFRESHMENTS: (food and drink) _________________________________________________________________________________________________ _________________________________________________________________________________________________ DECORATING SUPPLIES: (flowers, ribbon, paper items, signs, balloons, cups and plates) _________________________________________________________________________________________________ _________________________________________________________________________________________________ EDUCATIONAL SUPPLIES: ( booklet, video, poster supplies) _________________________________________________________________________________________________ __________________________________________________________________________________________________ CONSTRUCTION OF SPECIAL ITEMS: (booth, display, costume) __________________________________________________________________________________________________ __________________________________________________________________________________________________ MISC.: (film, postage) __________________________________________________________________________________________________ __________________________________________________________________________________________________ Return to Contents
THE COMPANY EXHIBIT BOOTH (for local festivals, schools and fairs) 4-week Schedule 1. EXHIBIT BOOTH PLANNER
NOTE * If you plan to give away promotional items, order them 4 weeks before beginning this calendar.
COMPANY EXHIBIT BOOTH (for local festivals, schools and fairs)
_____1. Contact Chamber of Commerce (When and Where?) Verify dates of local events. Secure a contact name and inquire about reserving a space. Find out if location of exhibit booth will be indoors or outdoors and if there is a fee. _____2. Decide Objectives (Why?) What do you want to accomplish with this exhibit booth? - Educate the public about new water issues, increase water awareness in the local youth, or improve your company's image in the community. _____3. Draw Exhibit Booth Plans (How?) What will the exhibit booth look like? Will it be a simple table or a constructed frame booth? One easy way to make an indoor exhibit is to construct a large display for the wall, then set out a tabletop display in front. If you construct a frame, who can build it and how much will supplies cost? Most importantly, can it be built in a couple of days? An inexpensive way to construct a booth frame is by using 2 x 4 board frames and lattice board covers. If the event is outdoors, should you rent or purchase a tent canopy? Be prepared for anything outdoors, such as a gusty wind or rain. _____4. Present Exhibit Booth Plans When you know the answers to the three items above (when and where, why and how), present the information to your superior for approval of the project. _____5. Planning Meeting Meet with management and decide how much will be spent on the exhibit booth, the main objective of the booth and how it will be met. Secure approval for the construction of the exhibit booth frame, if one is desired. _____6. Begin Creating the Exhibit Booth Sketch how you see the exhibit and what items will be used in it. Gather all materials and assign the booth construction to a crew. _____7. Decide on Activities What will the exhibit booth offer the public? Will you view a water video, hold hourly drawings for prizes, offer free drinks of water (be sure the water is from your system), or have a costumed character passing out items printed with company's name? VIDEO - see Classroom Project Checklist Item 8. DRAWING - Type a sheet of contest entry slips and make a box with a slit for the entries. Give away printed T-shirts, caps, umbrellas or water bottles. Post a list of rules in the booth. Make a poster for the names of the winners. An easel may be required to hold the poster. DRINKS OF WATER - If you have access to water from your water system at the site, order paper cups and give away free drinks of water. CHARACTER - You could rent a costume or make your own "Dress like a Super Hero - Water Man, the Protector of Water," or dress like an animal and wear a sign-"All living things need water." _____8. Organize Booth Materials Gather together the materials needed to hold the activities chosen. If you are viewing a water video, be sure there is an electrical outlet and take a heavy duty extension cord. _____9. Finish Booth Activities You should have a good idea what the booth will look like. Does it need some extra touches to help the appearance or function? _____10. Check on the Booth Construction The construction crew should be able to set up the booth frame. This should provide the chance to decide on a background display. How large can you make it? What will it say? _____11. Decide on Educational Materials If you don't have any materials you wish to distribute, make a water fact sheet with information about your water system; the source, the area served, the treatment and testing process, any future construction plans. Or you can give out copies of your company newsletter. For children, consider making an activity page of multiple choice questions on water trivia. _____12. Copy Material Estimate how big the crowd will be on the day of the event and make plenty of copies to distribute. _____13. Make a Booth Display Create an eye-catching display for the exhibit booth which will draw people to it. The display can be for the wall behind the booth, a tabletop display or both. What would make a good wall display? How about a large map of the water system attached to a styrofoam form? Check with the courthouse on where to get maps of the county. You could also design a large banner with a logo or company name. Make the display from bulletin board paper, canvas or just paint the styrofoam form. Use stencils for perfect looking letters. _____14. Finish the Display If you are using paint on the display, you will want to let it dry overnight before putting on the second coat of paint. If you use bulletin board paper and poster paint, remember it will run if it gets wet. _____15. Recruit Volunteers If the event lasts for several hours or several days, you will want volunteers to work in shifts. You may have to offer an incentive, such as extra time off. _____16. Assign Exhibit Booth Crew You will need help to set up, tear down and transport the exhibit booth. Be sure the crew has all the necessary tools and materials to set up the booth, such as hammer, nails, staple gun, tape and scissors. _____17. Check out Location Go to the site of the event and check out where the exhibit booth will be located. Is there room for your booth or table? Is there electric hookup, if needed? If outdoors, is there room to set up a canopy? What is the best access to deliver the booth materials? _____18. Put Booth Together Organize a trial run set up. Make any last minute changes to booth decorations. _____19. Gather Booth Materials Put all the materials for the exhibit booth in boxes to go with the set up materials. Make a checklist of the items that should be in the booth. Use the checklist when you close or put away the booth. _____20. EXHIBIT DAY Put on your company name badge and your best smile. Talk with the public about their water system. Be prepared with answers to most asked questions or new water issues in the community. Return to Contents 3. COST OF PROJECT Project name _____________________________________________ DATE ____________ BUDGET AMOUNT ____________ PROJECT COST____________ SPECIAL ORDER ITEMS: (printed, engraved, awards) ______________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________ RENTAL ITEMS: (tent, helium tank, space fee, costume) _________________________________________________________________________________________________ _________________________________________________________________________________________________ REFRESHMENTS: (food and drink) _________________________________________________________________________________________________ _________________________________________________________________________________________________ DECORATING SUPPLIES: (flowers, ribbon, paper items, signs, balloons, cups and plates) _________________________________________________________________________________________________ _________________________________________________________________________________________________ EDUCATIONAL SUPPLIES: ( booklet, video, poster supplies) _________________________________________________________________________________________________ __________________________________________________________________________________________________ CONSTRUCTION OF SPECIAL ITEMS: (booth, display, costume) __________________________________________________________________________________________________ __________________________________________________________________________________________________ MISC.: (film, postage) __________________________________________________________________________________________________ __________________________________________________________________________________________________ Return to Contents THE WATER WEEK ACTIVITIES National Drinking Water Week is the first full week in May 5-week Schedule If you plan to give away promotional items, begin reading this section in March. This calendar is for six Water Week Activities; Newspaper Article, VIP Breakfast, Open House, Balloon Release, Customer Comment Day and a School Contest . Select the ones you plan to hold and cross out the boxes you won't be using during the planning. Work your way up to holding several or all of these activities.
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WATER WEEK ACTIVITIES National Drinking Water Week is the first full week of May. 2. PLANNER CHECKLIST _____1. Organizational Meeting Key members of the company decide which audiences to reach, which activities to hold and the budget for the activities. _____2. See Open House Planner Calendar If you plan to hold an Open House during Water Week, follow the Calendar and Checklist provided in the Planner, along with this calendar and checklist. _____3. See Company Exhibit Booth Planner Calendar An effective way to advertise your company is to set up an exhibit booth either indoors or outdoors during the Open House Day, Customer Comment Day or any day. Add the Calendar and Checklist to the project. _____4. Contact Restaurant If one of your chosen activities will be a VIP Breakfast, contact a local restaurant for room reservations and menu options. Of course you can also meet in your facility and pick up takeout food. _____5. Invite Local Officials to Breakfast Call, fax or mail invitations to special guests. A VIP Breakfast on Monday is a good way to kick off National Drinking Water Week. _____6. Contact School Officials This activity involves some of the community youth. Acquire permission from school principal to hold a Water Week Contest. Select either a poster contest or an essay contest. Then select a classroom. A Poster Contest is detailed in the section on Classroom Activity. To hold an Essay Contest, choose older students and give them a topic such as "The Importance of Water," "How Water Affects Our Health," or "We Must Protect Our Water." Also designate the length of the essay. Keep it at one page for younger students. _____7. Contact a Retirement Home or Day Care Facility One of the most rewarding activities is to involve either senior citizens or day care children. Choose a local group and make arrangements to involve them in the week's activities. If you have a Balloon Release at their facility, all that is required of them is to hold a balloon. It is a lot of fun for everyone involved. _____8. Print Messages for Balloons Type small messages which can be inserted inside the balloons before they are filled with helium and tied off. Make copies and cut into small strips of paper. Assign someone to guard and properly use the tank of helium. See sample of a Balloon Message on the Water Week Activities Sample Page. _____9. Prepare a Talk for the Balloon Release Make a brief announcement to the assembled crowd (and Media) before releasing the helium-filled balloons into the air. See the Activities Sample Page for an appropriate announcement which can be adapted to fit your needs. _____10. Prepare Breakfast Agenda While you have the attention of your special guests, make a few comments and have the highest ranking guest read a Proclamation to officially kick off the week's activities. Breakfasts are informal. An agenda may simply be a greeting and thanks for attending, recognize everyone, brief facts about Water Week, and introduce special speaker to read Proclamation. _____11. Write a Proclamation A Proclamation can say whatever you want to proclaim. Fill it up with paragraphs about water which begin with WHEREAS and end with AND. Finish it off with a THEREFORE statement. See the Sample Proclamation. Give a copy to your local official to have an official Proclamation printed. _____12. Customer Message on Water Bill Use the water bill to notify your customers of your Water Week activity. On the billing which will be mailed to the customers just prior to the first full week in May, place a Water Week message, such as "Visit us on May 5 OPEN HOUSE DAY," or "CUSTOMER COMMENT DAY IS MAY 7. CALL US AT 555-1234." _____13. Begin Draft of News Article A story in the Sunday edition of the local newspaper is a way to inform your community of your planned activities for Water Week. Submitting the story in the form of a letter to the editor or for an Opinion or Viewpoint column will give your events free publicity. Check with your newspaper on which column is available and their deadline for submitting articles. Maybe the newspaper will send a staff reporter to interview you about your planned activities. Prepare an outline of the week's activities. Solicit some good water week quotes from notable local figures. _____14. Finish and Proof News Article Write your Water Week article in brief facts. Give a short explanation of Water Week, a very brief company biography, some water trivia facts (like the importance of water to all living things) followed by a listing of your planned activities. Have someone other than yourself check the article for grammar and spelling errors. Then have them check the story for continuity or the logical flow of information. Once your article is in print, it's too late to make corrections. _____15. Submit News Article to Newspaper Make sure you submit your article by the deadline so that it appears on the first day of Water Week. When the article appears, collect several copies. Post a copy where customers will see it and keep a copy for your records. _____16. Make a Water Week Banner Get a piece of canvas about 3 feet X 6 feet. Use a large stencil to trace Water Week May 3-9 then paint the letters. Place the banner outside your facility beginning a week or two prior and including the week of Water Week. _____17. Finalize Breakfast Plans Contact your guest list for an accurate count to give the restaurant. Mount your typed Proclamation in a frame. _____18. Contact Media Give the local media a copy of your planned events with the location, directions, date and time clearly stated. Take your own camera in case the media can't attend. _____19. Purchase Supplies Make a list of the things you will need for the activities you have chosen for the week. Items may include: canvas, stencils, paint & paintbrush, large balloons, string, poster paper and place ribbons for contest. _____20. Visit the School Go to the classroom you have chosen for the Water Week Contest. Tell the students about the contest and any prizes. Leave the poster paper or give them the topic and limit of words for an essay contest and your contest rules, if any. Explain to the class that you will return next week to judge the entries and award prizes. _____21. BREAKFAST DAY Take your agenda and Proclamation to the Restaurant. Don't forget payment method for breakfast and camera. _____22. OPEN HOUSE DAY Greet your visitors with a WATER WEEK banner outside. Offer them a guided tour of your facility. _____23. BALLOON RELEASE DAY Pick up a rented helium tank and head for the chosen facility with your balloons, strings and messages. Notify the local airport tower if you are releasing a large group of balloons in the area. _____24. CUSTOMER COMMENT DAY Customers should have been notified by a water bill message and a newspaper article if you plan to have this activity. Have someone on hand to answer these special phone calls. Record all comments on a form and compile an overall report of public opinion. Follow up on any comments that require attention. _____25. SCHOOL CONTEST DAY Go to school with your place ribbons and look at the entries in your contest. Take your camera for this event. Return to Contents
WATER WEEK ACTIVITIES 3. SAMPLE PAGE "ABC Water Company is celebrating National Drinking Water Week May 3-9. This balloon was released at Fun Time Retirement Home. Water is the earth's most precious resource. If you find this balloon, please contact the ABC Water Company at (address)."
SAMPLE BALLOON RELEASE ANNOUNCEMENT: "In honor of National Drinking Water Week, the ABC Water Company and Fun Time Retirement Home are releasing these balloons containing water week information, in the hope that it will increase the awareness of the importance of clean drinking water in our lives. Ready - Set - Release!"
PROCLAMATION NATIONAL DRINKING WATER WEEK MAY 3-9, 1999 WHEREAS, the Earth is known as the water planet since 80 percent of the earth's surface is covered by water; and WHEREAS, Water has been abundantly available on the Earth for billions of years; and WHEREAS, the hydrologic cycle constantly moves water from the earth to the atmosphere; and WHEREAS, every person in North America uses over 100 gallons of processed water a day; and WHEREAS, it is the responsibility of every person to use this precious resource wisely, THEREFORE, be it resolved that on this___ day of _______ I, ___(Name of Official)____, do hereby proclaim this week as Drinking Water Week in this (town or county ) of ________________.
Dated ___________________ Signed ______________________ Return to Contents
4. COST OF PROJECT Project name _____________________________________________DATE ____________ BUDGET AMOUNT ____________ PROJECT COST____________ SPECIAL ORDER ITEMS: (printed, engraved, awards) ______________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________ RENTAL ITEMS: (tent, helium tank, space fee, costume) _________________________________________________________________________________________________ _________________________________________________________________________________________________ REFRESHMENTS: (food and drink) _________________________________________________________________________________________________ _________________________________________________________________________________________________ DECORATING SUPPLIES: (flowers, ribbon, paper items, signs, balloons, cups and plates) _________________________________________________________________________________________________ _________________________________________________________________________________________________ EDUCATIONAL SUPPLIES: ( booklet, video, poster supplies) _________________________________________________________________________________________________ __________________________________________________________________________________________________ CONSTRUCTION OF SPECIAL ITEMS: (booth, display, costume) __________________________________________________________________________________________________ __________________________________________________________________________________________________ MISC.: (film, postage) __________________________________________________________________________________________________ __________________________________________________________________________________________________
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