European Day of Sustainable Communities Communications Playbook

Welcome! This post gives tips and advice for promoting your European Day of Sustainable Communities event, but also other events that you are organising in your community.

From 9th June 2020 you can register your event on our website. If you want to organise an event to be part of European day of Sustainable Communities 2020, we welcome events between 12th and 26th September 2020.

Online promotion

 

Build anticipation

Even before you have all the practical details figured out for your event, start generating some buzz around it.

  • Announce the event while participating in another event.
  • Let your partners know.
  • Post on all your social media channels.
  • Send an email to all your subscribers who might be interested in the theme as well as to relevant previous participants. 
  • Maybe even create a short intro video to accompany the announcement.
  • And of course, don’t forget to put a sign-up form on your event page for people who want to receive more information about the event. This way, when registration is open or keynote speakers are booked, you already have an interested crowd.

Save the date email

A short save the date email is the best way to kickstart a longer email campaign for your event. Send it months in advance with just the following information:

  • Name of your event
  • Your organisation’s name
  • Date and location
  • The event and organisation’s mission

Make sure people know how to reach you by including your contact info and buttons or links to your organisation’s website and social media platforms.

Social media

Social media is a great tool to maintain your supporters’ attention and gain new support. If your organisation does not already have a social media presence, right before an event is not the best time to start from scratch – it’s better to wait and focus on building your social media presence after the event.

But don’t worry. We’ll make sure that your content will be shared on social media, even if you don’t have any! We’ll agree on a social media plan so you will be able to contribute with your content and things you’ll like to share for promoting your event.

However, if your community already has an established social media presence, there are countless opportunities for you to promote your event through social media. In the months leading up to your event, it’s good to consistently share photos and content about your event. This could be photos of the preparation, stories about volunteers or those involved, a hashtag promoting your event, graphics counting down to the event and more – the possibilities are endless. Along with sharing, be sure to ask your followers to share posts too so that their followers can know about the event and your reach can grow even more. And encourage participants of the events to go live and share live videos of the event on Facebook and Instagram. Of course – don’t forget about trending stories! Maybe some influencers will be happy to help you promote your event too!

We’ve prepared several templates for sharing on your social media that you can translate and edit as you wish. Check our ready-made editable Canva templates at following links (below):

 

Instagram

Story

Save the Date

Event Promo

See you next year!

Post

Save the Date

Event Promo

See you next year!

 

Facebook

Event Covers

Save the Date

Event Promo

Page Covers

Save the Date

Event Promo

See you next year!

Posts

Save the Date

Event Promo

See you next year!

 

LinkedIn

Save the date

 

Twitter

Save the Date

Event Promo

See you next year!

 

You are also welcome to use different texts that we prepared for sharing on social media and your website. Check here.

We invite you to use our hashtag #EDSC2020 when you are posting on Instagram and Twitter, so your posts may appear on our social wall and we’ll be able to find and reshare your content. For the same reason, tag our facebook page @day.of.sustainable.communities when you are posting on your Facebook pages or events. 

Hashtags word cloud

Apart from our branded hashtag #EDSC2020 these are the hashtags you may need for posting on Instagram and Twitter. Pick your favorite ones and combine them with other hashtags when you post on mocial sedia. 

#SustainableCommunityDevelopmentProjects #sustainability #sustainabilityinstyle #sustainabilitytips #sustainabilitymatters #sustainabilityresources #sustainabilitythatcounts #sustainabilitynews #sustainabilityleadership #SustainabilityInTheCity #sustainabilitycircle #sustainabilitychallenge #Regeneration #regenerationcrew #RegenerationGeneration #RegenerationNation #regenerationnow #community #communityfirst #communityovercompetition #CommunityGarden #communityevent #CommunityBuilding #communitylove #communitydevelopment #communitypolicing #CommunityOutreach #communityevents #communityproject #communitywork #communityimpact #eco #EU #easygreendea #environment #climatechange #innovation #green #circulareconomy #socialinnovation #charity #NGO

girls event community marketing social media facebook

Emails 

Email promotion is another component to boost attention for your event. After sending your introductory Save the Date email, continue to remind your audience of your event through updates, interesting details and new developments surrounding it. 

Make sure your emails lead your audience to your website and/or social media pages — especially if your event requires an RSVP. Make sure to include buttons and links to your organisation’s websites.

Calls to action (CTA)

A call to action can come in many forms. It can be a statement at the end of your email campaign, a photo series as a part of your social media content or a landing page on your website. 

If you’re including your CTA at the end of your emails, make sure that it is short but impactful. You want to get as much said as you can in one or two sentences. If you’re creating a landing page for your website, you want this to be well designed and powerful as well. This could be through engaging text or photos that tell your event’s mission.

Here are few suggestions for European Day of Sustainable Communities event calls to action:

 

Join Communities for Future, celebrate the European Day of Sustainable Communities

Join the celebration of local communities taking action for a better world! Celebrate the European Day of Sustainable Communities

day of sustainable communities brussels event people celebrating

Offline promotion

If you have some budget for physical materials (and you know who you will distribute them to!) we have suggested designs to create your own flyers and postersA4 and A3. that you’ll find in our Canva profile. Make sure to add your logo and details.

Word-of-mouth

Word of mouth is one of the oldest marketing tricks in the book, but it still works today. Harness this strategy by investing in the network you already have around you! Tell them about the European Day of Sustainable Communities, the event you are organising and how they can support it. 

Raise awareness at other events

Whenever you attend other events, promote your EDSC event. Use flyers and any promo materials you have. Make sure you allow for people to sign up to be notified about your event.  

Volunteer street team

You can recruit people from the local community to act as a volunteer street team. They can help you distribute flyers and be advocates for the cause.

Local Media Coverage

 

Press releases

Writing a press release for your event, and sending it to reporters, is the first step towards getting media coverage of your event. There is a specific format for press releases in order to tell your story in a catchy, concise way. 

You are welcome to use our press release template for European Day of Sustainable Communities and translate it to your language. Make sure you add in your local ‘hook’, which will help get the story picked up in your local media. 

We will issue two press releases for you to use:

  • The first on Tuesday 9th June 2020 when registration opens on our website
  • The second on 8th September 2020. It will include the latest information about the day with details of all the events that are registered across Europe. 

Contacting Journalists

You need to identify which media and reporters you are going to send your press release to well in advance. Research which media outlets (newspapers, radio, TV) you think may be interested in your story and get the contact emails of journalists who work with them. Also gather the general news email address.  Your National Contact Point may be able to help you. 

Then reach out to them by emailing the press release. Two to three weeks before your event is the ideal time to send press releases out. It’s a good idea to follow up your email with a very quick phone call – they get thousands of emails! – where you explain in 30 seconds why they should cover your event.

Radio promotion

Local radio stations might be inclined to give some airtime to promote your event. Reach out to some radio station managers and see if you can get a spot. If you get invited on a radio show, make sure you have three things that you want to say about your event. When you are on air say what you want to say, regardless of what the radio host asks you!

Follow up & Feedback

The end of your event should not be the end of your relationship with your event participants. 

Upload photos of your events here, by creating your own folder with the event name and country. 

Follow up with a short survey (you can create one easily on Google Forms) where people are able to share what they liked and what they would improve. You will find our official EDSC survey here.

Share a link with your participants to photos, recordings and presentations of your event; get in touch with everyone who you promised to contact. Establish a connection that goes beyond the event participation and who knows, maybe some of them will even become ambassadors of your organisation.

EDSC online community

 

Social media

Networking tools

Website

www.sustainable-communities.net  > redirects to www.events.communitiesforfuture.com  


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