Protocol For Invites

WOMEN’S HEALTH AND WELLNESS PROTOCOL FOR CONFIRMING SPEAKERS, SEMINAR HOSTS, AND TABLERS, AND DONATION OF GOODS. 1. Compile a list of contact persons from Lavender Listings, Yellow Pages, personal contacts, on-line resources, etc. This list should be divided into categories based on services provided (i.e. cancer prevention, gen. health care, child services (adoption/insemination, etc.) 2. Make sure to email contact list to other volunteers the day prior to contacting list to ensure there are no duplication of phone calls. 3. Continue to update contact list and email to keep other volunteers apprised of progress. 4. Working from this list, make introductory phone calls, establish contact with key person in the organization that approves company participation in community events and donation of materials. 5. Once contact has been established, continue with ‘first ask’ (under 15 minutes to respect time constraints of individual.) -Sample First Ask: ‘Hi my name is Melissa Reed, co-chair of Girl Spot Columbus, a local women’s social group. Together with Stonewall LGBT Community Center, we are hosting a women’s health and wellness fair on July 14th from 114pm. We are currently seeking local health care providers to table, speak and conduct seminars and workshops at the fair.

By participating in this event you will be donating the valuable resources you provide and reaching an at risk group of women In addition, this event will provide your organization with the unique advantage of reaching a large collection of women who are by their participation in the fair, demonstrating their need for health care services and information. We would like to extend your organization a personal invite to this event. Space is limited at this point, but we feel the services you provide to the community are invaluable. Every effort will be made to accommodate the type of space you deem necessary for the promotion of your organization. What type of presentation would best suit the information you will be sharing?’ 6. Regardless of response, ask for email address for key contact handling this type of request. Tell them you would appreciate their continued consideration of the importance of their involvement. You would like to send them a formal invitation to the event, detailing its scope and structure as well as a registration form. 7. Inform individual that you will be contacting them in 2-3 business days to follow-up. 8. Email formal invitation and registration form. 9. Log details collected from conversation on ‘Phone log’ Remember to keep only one list going and document all calls made. As your contacts grow so should your list. However, you may mark off those that have said they aren’t interested. This organizational style will give you a clearer indication of the time you have invested and a completed list of participants to contact for next year’s fair. 10.Once you have organization interested in participating, make sure you have emailed the invite and registration

form. You must secure a completed registration form to officially register them for the event. 11. Email a list (to be created) of required materials, i.e. table, chair, materials to present, 10X10 tent (offer if they don’t have) This email will also document setup/tear-down procedures, sign-in times, help desk services provided and other key details yet to be determined. (rain contingency plan) 12.Send out letter of thanks immediately, for commitment to participating. Letter will specify a date that G-Spot will be following up with organization and going over any last minute questions/details regarding the event. (at least 2 weeks prior to event date) 13.Perform the follow-up 2 weeks prior to event. 14.Create temporary map of event set-up and change based on cancellations from 13. 15.Call 48 hours prior to event to confirm…handling any last minute needs and provide participant several cell phone contact numbers and directions to FAC.