section 1: odyssey overview · showcase available local afv options and local refueling locations...
TRANSCRIPT
Section 1: Odyssey Overview
Goals & Objectives
Heighten awareness and enthusiasm for AFVs and advanced technology vehicles Showcase available local AFV options and local refueling locations Present economic advantages Focus attention on the environmental benefits of AFV and advanced technology vehicles Highlight successful AFV user experiences Illustrate clean‐fueled and energy efficient vehicles as a practical choice for consumers Spread message through additional national media exposure for National AFV Day Odyssey and its
mission
Strengthen partnerships among industry related organizations Encourage selected partners to participate and promote the use of alternative fuel and advanced
technology vehicles through National AFV Day Odyssey Initiate collaboration between partners and inform them of Odyssey’s overall goals and desired
outcomes to perpetuate further success Emphasize the support of the NAFTC and other Odyssey partners and sponsors to the AFV
industry Increase unity among AFV industry players by providing a platform through National AFV Day
Odyssey for further dialogue and collaboration
Establish the role of the NAFTC and our partners and sponsors as leaders in the AVF industry. Showcase the AFV expertise and success of the NAFTC and its Odyssey partners Feature the importance of the innovations developed by the NAFTC and its National Training
Center automotive programs, Clean Cities Coalitions, and other Odyssey partners in striving for cleaner air and independence from foreign oil
Accentuate the role of the NAFTC and its Odyssey partners in supporting the AFV industry Expand the relationships between the NAFTC, Clean Cities Coalitions, and other AFV industry
players Support Odyssey events at the national and local levels to ensure that Odyssey will again be the largest one‐day event promoting the use of alternative fuels and energy efficient vehicles. It is Odyssey’s mission in 2014 to:
Enlist more than 100 sites across the United States Attract more than 200,000 attendees Reach more than 100 million Americans through media outlets
Audience List In planning your event, remember that Odyssey attracts diverse audiences and a variety of participants, including: Civic‐Minded Individuals and Organizations
Legislators
Early buyers and adaptors – people wanting good economic value in vehicles
Car clubs
Health and Environmental Organizations
American Lung Association
Sierra Clubs
Girl Scouts of America
Boy Scouts of America
4‐H organizations Decision‐Makers
School boards
Niche market organizations – taxis, school buses
Public office holders
Corporation leaders
Legislators
Fleet operators – local (bakeries, delivery companies) and national (U.S. Postal Service)
Dealerships and dealer associations
State agencies
Federal agencies
U.S. Department of Education
U.S. Department of Defense
U.S. Department of Energy (DOE)
U.S. Department of the Interior
Environmental Protection Agency
DOE Clean Cities Students
High School, Middle School, College Students
Technicians
Fleet operators
In‐Service Technicians
Car Dealerships
Fire department
Regulatory Agencies Partners
Original Equipment Manufacturers (OEMs)
Fuel Suppliers
AFV contractors
Educators
Trade Associations (e.g., NGVC, EDTA, NEVC, PVC) General Public
Look and Feel The Odyssey logo is designed to evoke a progressive idea of leadership and determination. The road‐like swoop was created to provide a feeling of forward momentum, while still having a well‐grounded basis. The Odyssey logo and graphic theme are provided in a variety of digital formats, including both color and black and white versions. If you need an additional format or have questions about usage, please contact us. The Odyssey logo and NAFTC logo are provided to you in TIF and JPEG formats, at 300 dpi for printing purposes and in GIF. format at 72 dpi, which is suitable for the Web. These images are also provided in a vector format (EPS) that can be made any size, large or small. If you need a specific format in a specific size, please let us know and we will provide it. We also ask that you put the NAFTC logo on all AFV Day Odyssey materials. The emerging road image alone can be used in a variety of ways. It has the Odyssey look but should not be used in place of the logo. Usually it is used as a lightly screened visual element in a background. Graphics Supplied for National AFV Day Odyssey The following are Odyssey graphics which are located in the coordinator section of the Odyssey website at www.afvdayodyssey.org 1. Odyssey logo
2. Odyssey logo with NAFTC logo
3. Odyssey logo with tagline
4. Tagline
5. Tagline
6. Emerging Road
7. National Alternative Fuels Training Consortium Logo
Templates will been created for Adobe InDesign, Adobe Acrobat, or Microsoft Word. They will be included in the Coordinators’ Corner section of the Odyssey website.
Label template
Banners
Flyers
Post Cards
Pamphlet for Agenda or Advertising
Odyssey PowerPoint
Html Email
Please contact us if you need help with your outreach and marketing needs. We will be more than happy to help. Font Usage We have chosen to use the Helvetica Nue Font family because of its excellent readability. If you do not have this font please use a similar san serif font such as Arial or Fruitiger. Attribution Guidelines Please remember to credit the NAFTC on all materials and use the NAFTC logo when applicable. When possible please use: National AFV Day Odyssey is developed and coordinated by the National Alternative Fuels Training Consortium (NAFTC) in partnership with these participating sponsors‐ (and/or add: current national sponsors can be found at www.afvdayodyssey.org) Where there is limited space, please use: National AFV Day Odyssey is developed and coordinated by the National Alternative Fuels Training Consortium in partnership with participating sponsors and partners. Attributing local support National AFV Day Odyssey is developed and coordinated by the National Alternative Fuels Training Consortium in partnership with these participating sponsors‐Sponsor 1, Sponsor 2, etc., and list other national‐level sponsors. Our local Odyssey event is coordinated by (name of host organization) in conjunction with (list a main partner if applicable‐ Clean Cities program?) in partnership with (list sponsors you wish to acknowledge). OR National AFV Day Odyssey is developed and coordinated by the National Alternative Fuels Training Consortium with participating national partners and is coordinated locally by (name of school or organization) in conjunction with the (list a main partner if applicable ‐‐ Clean Cities program?) in partnership with (list sponsors you wish to acknowledge)
Section 2: Planning Committee Recruitment
Overview: Local Planning Committee Organizing a local planning committee is optional. These guidelines should be consulted if you plan to do so. Committee Members In addition to yourself, the Odyssey Site Coordinator, your planning committee would ideally have at least four additional members, with one or more individuals being from outside your organization. Consider asking the following people and/or representatives from these groups:
Local Fuel Suppliers/Energy Companies
Clean Cities Executive Director
Local Fleets that use AFVs‐ request the Director of Transportation
State Energy Department
Environmental Advocates
Department of Education
State Department of Transportation
Dealerships that sell AFVs
Government Representatives
Representatives from other departments in your organization
Public Affairs Department
Local Media Representative
Ways to Recruit Committee Members
Through Personal Contacts
Through other Planning Committee Members
Through email/mail invitation and follow‐up letters
Suggested Items for Meeting(s) To help maximize the efficiency of your committee, consider the following:
Create and follow a meeting agenda
Develop a solid target audience list and consult the tactics mentioned for attracting audiences
Consult event format suggestions and sample agendas Suggested Ways Committee Members can Lend Support:
Offer ideas for event agenda and activities lend their names to enhance reputation for event
Promote event within their organization and through their organization’s publicity vehicles
Donate supplies and/or funds
Help build email/mailing/phone lists
Help with direct personal marketing, by making personal contacts
Help recruit exhibiters, speakers, vendors, and others to participate in event
Help secure materials for event
Use Social media to invite, update and inform contacts Committee Meeting Aids: To assist in recruiting individuals for your committee, the following information is provided for you in this notebook:
Aid for recruiting Planning Committee members
Goal, objectives, outcomes work sheet – fact sheet for external use
Template of thank‐you letter for serving on the local planning committee
Sample news release to announce committee
First Name Last Name Mr./Ms. Title Affiliation E‐mail Phone Address 1 Address 2 City State Zip Code Other Thank You Sent
NOTES:
National AFV Day Odyssey Planning Committee Members List
Aid for Recruiting Committee Members The information outlined below is intended to help you contact prospective planning committee members. While you may think of other talking points that are relevant to your situation, this list will help you organize your thoughts when making initial calls. 1) Purpose of the call (Exactly how you handle this depends on how familiar you are with the prospect,
etc. The items below are suggested talking points.) a) Our organization supports the use of alternative fuel vehicles. b) NAFTC is coordinating a national day that will feature regional events to showcase cleaner, more
energy efficient choices in transportation. c) We have signed on with the NAFTC as a participating site for this nation‐wide event. d) The event is called National Alternative Fuel Vehicle Day Odyssey, and will be held on [DATE.] e) The event’s goal is to build awareness and enthusiasm for alternative fuel vehicles. f) The DOE is supporting our cause. g) We are hosting this region’s event. h) I would like to invite you to be part of the planning committee for our region’s event.
2) Rationale for the request (“Why we want you!”) a) You are a recognized leader in this area. b) You possess special expertise. c) We feel you can help our cause because… d) We want you because…
3) Committee functions (“What you can expect to do”) a) Attend scheduled planning meetings. (Each meeting should last 1‐2 hours.) b) Provide general guidance and help with selection of activities and program personnel. c) Help make personal contacts for speakers. (Or, do you want this individual to be part of your local
event?) d) Help attract attendees by helping us to improve our mailing list and by making personal contacts. e) Help find additional underwriting for various aspects of the event such as hospitality, special
activities, and giveaways. f) Help promote the event within your organization. g) Help with media contacts.
4) Benefits ( “What you can expect to gain”) a) Increased exposure for your program through recognition in event materials b) An expanded network of personal business contacts c) An expanded list of prospects d) Possible exposure through the news media
5) Acceptance (“Will you accept the invitation?”) 6) First meeting (“When can you meet, or can you meet on this specific date?”)
“Thank You” for Odyssey Planning Committee [DATE] [COMMITTEE MEMBER] [ADDRESS 1] [ADDRESS 2] [CITY], [STATE] [ZIP CODE] Dear [COMMITTEE MEMBER]: Thank you for agreeing to participate in our planning committee for our National AFV Day Odyssey event. Our local AFV Day Odyssey will be one of many events held across the country on [DATE] to showcase cleaner, more energy efficient choices in transportation and build awareness and enthusiasm for alternative fuel and advanced technology vehicles. The nation‐wide event is being coordinated by the National Alternative Fuels Training Consortium (NAFTC), headquartered at West Virginia University. The NAFTC strives to improve air quality and decrease national dependence on foreign oil by promoting, supporting, and expanding the use of alternative fuel and advanced technology vehicles. Your participation as a member of our local AFV Day Odyssey reinforces the importance of this event to those within the industry and heightens the overall credibility of AFVs as a viable transportation option for our region. We look forward to your general guidance in planning the event. Your ability to help us identify appropriate event activities and obtain the necessary people and resources will ensure the event’s success. We will outline our needs as one of the agenda items at our first committee meeting. We are planning our first meeting for [DATE] at [TIME] at [LOCATION]. Parking can be found [WHAT LOCATION], [WITH OR WITHOUT A PERMIT]. (OR: I will be in touch with you to schedule our first meeting.) We hope you will find that your participation in the planning of this event presents you with new opportunities to enhance your network of contacts and your effectiveness in promoting AFVs. Your organization’s involvement on the advisory committee for National AFV Day Odyssey will be noted in event materials. Those whom we want to bring into the AFV community will become familiar with your leadership in this area. Again, thank you for agreeing to be a Planning Committee member. I look forward to working with you on this exciting event. Together we can make a difference! Sincerely, [YOUR NAME], [YOUR TITLE]
Section 3: Event Planning
Overview: Event Planning Event planning is an important part of making sure that your AFV Day Odyssey is a success. In
this section you will find sample event activities and formats for your reference.
You are not required to use these materials.
Planning Tips
Choose activities that reflect the goals and objectives of National AFV Day Odyssey.
Utilize the individuals you recruited for your Planning Committee. They should be of great
assistance to you and provide you with many leads.
Make sure all those involved with the event are familiar with the National AFV Day Odyssey goals, objectives, and outcomes listed.
Select your target audience (see Audience List).
Estimate the number of attendees you anticipate (we suggest a minimum of 200).
Select your format (see Format Suggestions).
Select activities (see Activity Suggestions):
Activities should be available for attendees of all ages.
Select activities that help meet the national goals and objectives. Activities should have the NAFTC and national sponsorship posters on display (required). Incorporate ways to encourage attendees to fill out Odyssey survey
Sample Agenda and for Planning Committee Meeting
1. Extend welcome. 2. Make introductions, give name, and speak about organization. 3. Explain NAFTC’s role as national coordinator of Odyssey and distribute
NAFTC Flyer. 4. Share the value of promoting alternative fuel vehicles. 5. Ask each committee member to share how he or she hopes to benefit from AFV Odyssey. 6. Pass around Planning Committee Member List and have committee members enter contact
information. 7. Review committee roles and ways committee will be asked to help. 8. Pass out and Review Overview and Goals, Objectives and Outcomes of National AFV Day Odyssey 9. Discuss and select audience, format, and activities that will meet National AFV Day Odyssey goals
and objectives. (See the Committee Planning worksheet and supplemental lists, audiences list, etc.) It may take a second meeting to complete this item.
10. If needed, use subsequent committee and/or subcommittee meetings to discuss: • hospitality/catering • personnel • materials • budget • facility needs and reservations • program speaker(s) • mailing list(s) • any additional items
11. Divide the work among the committee members and delegate responsibilities.
Suggested Materials for First Meeting: • NAFTC Brochure • Odyssey Overview, Goals and Objectives, and Outcomes of National AFV Day Odyssey • Committee Planning Worksheet • Audience List and Attracting the Audience hints. • Camera and someone to take picture • Format Suggestions and Sample Agendas • Activity Suggestions per goal
Follow‐up Actions after the First Meeting
Send out a follow‐up press release listing members
Establish social media presence
Write agenda for next meeting
Sample Event Formats This section outlines sample agendas for the following three event formats: Conference, Fair, Banquet/Gala Conference Format
This example outlines the schedule for a one day conference that includes options for scheduled
speakers and/or panels or demonstrations, poster/exhibits session keynote address, refreshments
and lunch, plus optional recreational event. A moderator is needed to stay on schedule and to field
questions. This conference can also start in the afternoon followed by a voluntary evening
recreation like night golf or with participants having the option to attend an athletic event.)
Time Activity
7:45‐8:30 Registration Complimentary coffee and donuts 8:30‐8:50 Introduction 8:50‐9:40 Panel: OEMs and Dealers
• Emphasize showing the AFV options available
• How each AFV is a good economic choice – taxes, repair, range, etc.
• Describe built‐in safety features 9:40‐10:05 Local Dealership Technician Skill Demonstration or Video of Technician Skills
with speaker narrating
• Demonstrate how to use a gas analyzer
• Explain emissions 10:05‐10:20 Break Refreshments 10:20‐10:35 Speaker: "I Love My AFV"
• Have a fleet manager or other user give a testimonial as a satisfied
AFV owner/user 10:35‐11:00 Panel: Fuel Providers
• Show options available and local infrastructure that support the
AFVs, incentives, and pricing 11:00 Wrap‐up/Evaluation
(Please remember to have attendees fill out evaluation
forms.)
11:30‐12:30 Staffed Exhibits Open
• Ride and Drive
• Tour of local dealership and service facility
• Emissions Exhibit/Poster‐Chart/Table for showing positive
environmental impact of AFVs
• NAFTC table with NAFTC brochure and poster
• Display Odyssey’s national level sponsorship poster 12:30‐1:45 Networking Lunch 1:45‐2:00 Board Bus for Golf Challenge* 2:00‐? Golf Challenge
• Give AFV prizes for typical golf categories (Examples: Hole in one – year’s
free lease on a Honda GX; Longest drive – Organization’s shirt, etc.)
*Many golf courses give weekday discounts on 9 holes of golf. If you have a planning committee, Also,
perhaps you could get this part of your event sponsored partially and charge golfers a small fee.
Fair Format This example outlines an agenda for a fair that runs approximately four hours. It includes a series of staffed activity booths and scheduled events, raffle and prize drawing that would help draw people to booths and help get evaluations completed, and live Radio remote. Disc jockey or other designated individual would need to announce the scheduled events in a timely fashion. Time Activity 9:30–1:30 Fair Open 9:30–10:00 Registration begins with morning refreshments
• Supply map of booth locations
• Offer bag of giveaways (pens, brochures, stickers, etc.)
• Provide schedule of events
• Administer evaluation form (with chance to win a raffle upon
returning completed evaluation)
10:00 Announcement made about when each special event will begin
10:05 Kick off – local disc jockey, live remote broadcast
• Turning over the AFV engine 10:05–1:00 Live remote on stage (continues)
• Interview honorary Odyssey chairman and/or AFV expert
• Interview positive AFV user/owner
• Take Roving Fair Reporter phone reports as he participates in
various activities
• Take callers' and fair goers' responses to disc jockey's AFV, fair, and
auto questions
Scheduled Events
10:30 and 12:00 Technical Skills
• “Pseudo‐Demo Timed Contest: How to Vent Down a Cylinder” 11:30 and 12:30 OEM Panel – Options
• Life cycle costs
• Fuel type
• Safety and repair 10:45 and 11:15 Tours of Dealer Facility (Great “sell” to get sponsors) 9:30–1:30 Ongoing Staffed Booths Open
• All booths will have appropriate AFV materials for hand out
NAFTC Table and Poster
• Include exhibit brochure and current NAFTC brochure
• Display National Odyssey Sponsorship Poster (Required)
• Ride‐and‐Drive
• 3 Food Booths
• 2 Beverage Booths
• MapQuest‐Like Activity Booth (Find the AFV fill station nearest you)
• Local Infrastructure “Fueling Station Ring Toss”
• Agency Booth: Find out tax information and credits for AFVs
Emissions Challenge (Booth run by Car Care Council)
• Get your car gases analyzed for emissions
• Compare to the emissions of one of four AFVs 1:30 Special Closing event:
• Announce last chance to complete survey for a raffle ticket 1:35 Drawing (prize examples)
• One‐year lease of an AFV
• One‐year free gasoline
• Dollar amount off new purchase of alternative fuel vehicle
• Free lifetime oil changes
• Gas grill and BBQ tools
• Weekend getaway
Banquet/ Gala Format
This example schedule for an evening gala includes three main sections with the last section being
optional for a "shorter version.” The event consists of a reception and cocktail hour, a banquet with
a speaker and host moderator, and a closing event or upscale recreational activity. Time Activity 5:30 Registration begins 5:30‐6:30 Reception and Cocktail Hour ‐ Selected Exhibits to View
• Include exhibit brochure
• Display National Odyssey Sponsorship Poster (Required)
• Partners Exhibits (OEMs, dealerships, fuel providers, etc., with AFV
handouts) 6:15 Start prompting attendees to head to the banquet hall 6:30‐8:30 Moderated Banquet 6:30 Welcome (Speaker could be the Chair of your local Odyssey Planning
Committee, local sponsor, political figure, athlete, etc.)
• Should include overview of the evening event, recognition of the
sponsors, and brief remarks on the importance of AFVs
6:40‐8:00 Dinner
• Cards to sign up for eNews should be on tables
• Provide information on your local organization
• Supply information about your local sponsors 8:00 “Celebrity” Emcee (Could use local athletes, head coaches, politicians, radio
personalities, news anchors, etc.)
• Light humor about AFVs
• Introduces presenter who will introduce Keynote speaker 8:10 Dignitary Presenter Introduces Keynote Speaker 8:12 Keynote Address
• Speech should include the importance of AFVs and training
• Anecdotes of positive user/owner stories
• Testimony of why speaker is a supporter of AFV use 8:30 “Celebrity” Emcee
• Thanks Keynote and others, invites all to participate in "Car‐Si‐No
Night" 8:40‐11:00 “Car‐Si‐No Night” with cash bar (Monte Carlo Event)
Gaming Areas for “Car‐Si‐No Night”
• Win Odyssey dollars playing traditional casino games (blackjack, poker,
craps, etc.)
• Odyssey Dollars include interesting AFV facts
• Have roving “models” with beverages and snacks for purchase with
Odyssey dollars
Ring Toss for Infrastructure
• Have large map with pins and nametags to show where fill stations are
located (or hang poster with locations marked and simply put name and
a location tag of where to refuel Alternative Fuels on the toss board)
• Have rings designated for alternative fuels
• Use car items for rings and pins
• Win Odyssey money for ringing the right fuel ring with the correct fill
station
Race “AFV Vehicles”
• 1 toy AFV car for each type of AFV fuel, and a lane on a track for each
type of fuel
• Pack of “cards” for each type of fuel with facts about the fuel/car (These
cards will also relate to advancement of the car down the “track”)
• The “track” has a lane representing each featured fuel
• Each lane is divided into spaces
• The cards are shuffled and laid out in each space on the
appropriate fuel lane
• The “track” has starts, several spaces for the cards, and a finish
• Spinner with numbers advances an AFV down a lane
• On the space the AFV lands, the card is turned over‐player follows its
directions‐advances, stays, or loses turn or goes back as card says
• First to cross finish line wins Odyssey money
Wheel of Clean Air
• Spinning Wheel‐outfitted with Environmental/Energy Independence
information
• Player spins the wheel and gets Odyssey money, or loses dollars or turn
depending on which fact the pointer is indicating when the wheel stops
Bet‐on‐the‐Tech: A contest of technical skills
• Timed event held throughout the evening
• Have players tear down a portion of a car and race to put it back
together
• Have them change the oil
AFV Car(s) on display (lots of lights and sparkle)
• Spokes models describe advantages of the AFVs being shown
“Car Nak” Booth (Seer/fortune teller spoof)
• Let the "Expert" tell about your future AFV that’s best for you
• Include information on tax incentives and related information
• Have on hand a variety of information to hand out
Artist on hand to draw “Caricatures’”
• Artist can draw attendees in a variety of settings pertaining to
alternative fuels and AFVs and advanced technology vehicles
Cashier/Evaluation booths
• Receive Odyssey Dollars for filling out survey/evaluation
• Receive raffle tickets for 50/50 drawing
• Receive raffle tickets for giveaways 10:30‐11:00 Closing event ‐ AFV Jeopardy Contest (Car‐Si‐No Night still
in progress)
• Hold auction for three contestants’ positions. Bid by using Odyssey
Dollar winnings
• Have information posters with fuel facts throughout the gaming area
(Take down posters before game starts)
• Do contest à la Jeopardy on alternative fuel facts: categories
paralleling of Odyssey
Winners: 1‐year lease on an AFV (first place),
Gas grill (second place), Gas light (third place)
Activity Suggestions
When selecting activities, please evaluate whether your chosen audience would enjoy the
activities and whether the activity fits your selected format.
The following suggested Odyssey event ideas and activities are listed under the
corresponding Odyssey Goal.
Goal I: Heighten awareness and enthusiasm for AFVs and advanced technology vehicles.
Live radio remote. Contract for a live remote radio broadcast with a station whose
listeners match your audience according to age, sex, etc. (Radio stations can share their
demographics with you).
o Interview an AFV expert on the live remote radio broadcast as part of the suggested fair or gala formats. Supply radio personality with specific questions
regarding the importance of AFVs.
Have “spokes‐character” give‐away, AFV information and small premiums while telling
attendees about AFVs.
o Have the character hand out an environmentally‐friendly treat and information on AFVs.
“AFV Race Auto Game.” Develop this as a way to compare and contrast vehicles and fuel
types:
o Label a toy car for each type of alternative fuel available in your area.
o Create a track with multiple lanes. o One lane matching each fuel/car; divide the lanes into spaces. o Develop a set of cards for each fuel that describe fuel characteristics, vehicle
characteristics, etc., of that fuel and that give directions for the player to follow, such as receive state tax credit for your NGV – move ahead two spaces; include penalty cards such as trapped behind old diesel bus – cough and move two spaces back or forgot to have cylinder inspected – lose one turn while it is completed.
o Shuffle the cards for each fuel and place them face down one card per each space in its fuel lane.
o Use a spinner to advance toy AFVs down the matching lanes. o Player turns over card on the space on which he or she has landed and follows the
instructions. o First player to cross finish line wins Odyssey cash or points for a chance to win a
grand prize. o Sponsor a “fortune teller” booth, "Ask Otto the Great."
Have a local AFV expert dress as a fortune‐teller and meet one‐on‐one with individual
attendees to “foretell" what kind of AFV could be in the attendee's future. This could be
individualized to each attendee – individual or fleet manager. Appropriate literature can be
on hand to distribute.
o Example: "Otto" can explain to a fleet manager the "fortunes" he can save by
implementing an AFV plan that would work best for that fleet's present and future
situation. Include information on tax incentives (and possible penalties for failure to
comply with local, state, or federal mandates), operation and maintenance,
infrastructure needs, vehicle availability, initial capital costs, etc.
Drawing for free rental of an AFV. o Use to encourage attendance. o Use as an incentive for motivating participants to complete evaluations and survey
questions. o Use as a grand prize in a game (see below for several game suggestions).
AFV Game Shows.
o Question‐and‐answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV‐related questions.
o Example: A contestant from a panel of three contestants selects one of the 8 levels of
difficulty under five main topics. Each contestant races to be the first to answer. Get
points for correct answer and chance to select another topic and level. Main topics
could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, Saving Domestic
Energy.
Invite your local ice rink to display its Zamboni® ice‐grooming equipment to
demonstrate current uses of AFVs.
Have a web site display. Set up computers with a set of links already listed so that attendees
can explore information available via the Web. Include:
o http://www1.eere.energy.gov/cleancities/ o http://www.eere.energy.gov/afdc/ o http://www.nationalafvdayodyssey.org/ o http://www.naftc.wvu.edu/alt_fuel_data o Honda’s selection of Hybrids http://automobiles.honda.com o Toyota’s AFV innovations http://www.toyota.com o Nissan’s Green Program http://www.nissanusa.com/about/green‐program/index.html
Display cutaways of various fuel systems such as CNG cylinders, etc. o Provide expert AFV consultation at the event.
Ask an independent AFV expert to provide individualized consultation to attendees about
owning AFVs. This will give them enough basic information to point them in directions that will likely work for them.
Have a pamphlet or flyer that lists local dealers that sell AFVs.
Develop/locate a product that shows the difference between various AFVs and display as
an AFV comparison chart or information poster or make a handout.
Provide literature on the various AFV options.
Invite several AFV dealers to speak about options currently available in your area.
Invite a panel of fuel providers to speak about local fueling options.
Have an AFV auto show as part of your event. Let attendees meet sales people at a booth with
actual cars or images of AFVs; include heavy‐duty equipment, too.
Make the "show" non‐staffed as an exhibit (actual or images) of AFVs only. Goal II: Strengthen partnerships among industry related organizations.
Distribute flyers or lists of salespeople for each local fueling option and for local AFV dealers.
Ride‐and‐drive ‐ Invite local dealers to display their AFVs and allow attendees to test drive them on a predetermined route.
Use a car care clinic to draw participants then invite them to test drive AFVs and compare mileage and emissions of AFVs to their own cars.
Develop and display a chart comparing BTUs per price and driving ranges for various fuels and vehicles.
Demonstrate cost effectiveness of AFVs by having a locally knowledgeable individual demonstrate the Clean Cities Fleet Managers Guide (available at http://www.eere.energy.gov/afdc/fleets/ using local volunteers and local data on fuels and tax credits).
Demonstrate that O&M costs are lower for AFVs by showing jars containing oil from gasoline or diesel‐powered vehicles alongside oil from various AFVs.
o For fair format, turn this into a matching game asking participants to identify which vehicle produced which oil.
Testimonials‐‐ask a happy AFV owner to talk about O&M costs as part of a seminar or as part of an interview on a live radio broadcast.
Distribute literature on O&M costs/effectiveness for AFVs ‐‐ from OEMs/dealers, perhaps fuel providers, etc.
Distribute information on federal and state tax incentives for owning AFVs o Poster charts
o Brochures o Panel of agency experts
Demonstrate clean tailpipe emissions. o Place a handkerchief over the tailpipes of various AFVs versus gasoline and diesel
vehicles and display the “soiled” handkerchiefs. o For fair format, ask participants to match the handkerchief to the vehicle.
Show the video produced by the CNG Cylinder Company of North America, “CNG Cylinder Company: Severe Abuse Test”. Related photos and information can be found at http://ngvcommunity.com/documents/118_engva%20safety%20tests.pdf
Demonstrate CNG AFV safety.
o Contact NAFTC Headquarters for available information. Operate a glass engine on natural gas and/or propane to demonstrate their properties.
Create and play an answer‐and‐question game focusing on the environmental aspects of AFVs.
Test and compare emissions. Use a gas analyzer to test emissions from participants’ vehicles and then compare those emissions to those from the AFV of their choice
Create and play an answer and question game focusing on the energy aspects of AFVs.
Use a gas analyzer to demonstrate emissions from various AFVs vs. gasoline vehicles. o Place the analyzer probe near the refueling site of the AFVs and gasoline vehicles to
demonstrate volatile emissions released during refueling.
Have a picture contest. Ask participants to draw vehicles of the future. o This works especially well with young children who may be attending a fair type event
with their parents. o Have small prizes for those who participate (candy, crayons, stickers, etc.)
Spin an AFV Fact. o Create a spinning wheel with clicker.
o Sections of the wheel are outfitted with facts about energy and air quality as related to vehicle emissions and fuel independence and the impact AFVs could have.
o Ask participants to spin the wheel and win or lose points depending on which “fact" they land. (Positive facts have high points; negative facts lose points or turn, etc.)
o Award prize points toward a prize.
Play “hang man” or similar word game. o Have participants guess the letters in a phrase having to do with AFVs and energy
or the environment. o Award points toward a prize.
Have a booth or a presentation featuring the AFDC (Alternative Fuels Data Center) Alternative Fuel Station Locator found at http://www.afdc.energy.gov/afdc/locator/stations/
For each fuel available in your area, create local map(s) showing the location of refueling stations to distribute to participants.
Demonstrate various connectors for refueling stations in your area and explain how they work.
Fueling station ring toss game. o Take a large map of your area and cover the toss board; affix pins and name tags to the
map to show where all local fueling stations are located. Or, display a map with locations marked and simply use a tag with fuel name and location on the toss board.
o Have participants toss rings over the pins. Earn points toward a prize for ringing stations.
o For a more challenging game, match the rings (color coded) to type of fueling station and have participants toss the designated "fuel" ring onto the matching fuel station pin. You can use car parts for rings and pins.
Use the AFDC Station Locater at http://www.afdc.energy.gov/afdc/locator/stations/ to print tables of the fuels available in your area.
o Distribute to attendees
“Scavenger hunt” for refueling sites for a fair format or event with displays. o Distribute blank maps of your area to attendees.
o Distribute a list of clues to sites that they are to mark on the map. For example: o “Find 8 CNG sites — 2 on the City’s north side, 2 on the west side, 2 on the east side,
2 on the south side); find 2 LNG sites near a major transportation hub; find 4 EV recharging sites at popular shopping areas;” etc. (Embellish with details as desired.)
o Assign a refueling site to each display booth; have display booth attendants reveal where their refueling site is when attendees ask. For example, “Do you have a CNG site on the north side?” The attendant will show them the place to mark on the map and can even distribute a color‐coded sticker (e.g., green for natural gas) as markers. This will also enhance interaction between the participants and those who have displays. Note: As an alternative, you can also provide answers silently; just have answers posted at various places at your event.
o Instruct attendees to turn in completed maps for a prize.
Obtain a speaker who has positive, first‐hand experience with owning and operating an AFV or interview an AFV owner as part of a live remote radio broadcast.
Make a poster with pictures and quotes from satisfied AFV owners.
Invite a panel of speakers consisting of individuals, fleet owners, and business or government decision‐makers to discuss their experience with shopping for, owning, and operating AFVs.
Invite AFV owners to be part of an AFV car show or ride‐and‐drive event; give them the option to showcase their AFV.
Goal III: Establish the role of the NAFTC, its members and partners, sponsors, Clean City Coalitions, and other participants as leaders in the AFV industry.
Display the NAFTC poster provided by NAFTC Headquarters (required).
Distribute NAFTC literature provided by NAFTC Headquarters
Have a sign‐up sheet for the NAFTC’s eNews.
Sample Evaluation Gathering Strategies Please remember: Having attendees complete evaluations is critical to properly assessing the
event.
The data gathered helps
determine how well national goals and objectives have been met provide invaluable information for national and local reports that allow feedback to partners and sponsors
improve future events better serve our audiences
Below are some ideas for gathering evaluations at your event.
Note: This list is not exhaustive. These are just a few of the ideas that we offer to help you with your
evaluation collection process. If you have any ideas you would like to share, please send them to NAFTC
headquarters. We will pass those ideas along to all site hosts.
If you have a conference‐style event, consider having a special time set aside in the schedule for
participants to fill out evaluations; have someone designated to answer questions and collect the completed evaluations.
Have participants fill out evaluations as a “ticket” for a chance to win a great door prize at the end of the event.
Use the evaluation as a "ticket" for entrance into a meal or special event (e.g., ride‐and‐drive AFV).
Have participants fill out an evaluation after a special activity such as a ride‐and‐drive or a tour. Have a special evaluation table where completed evaluations can be exchanged for an event
give‐away such as an event poster, pen, hat, etc. Remember: Be sure to have plenty of pens or pencils for participants to use in filling out the
evaluations! We want to make this hassle free!
Raffle an Odyssey shirt (great way to get evaluations completed!)
Recognize partners during a function, lunch, reception or other function.
Feature partners’ capabilities in a live remote radio broadcast by inviting partners to be interviewed during the broadcast.
Feature question‐and‐answer games focusing on partners’ capabilities; award prizes to winners.
Have partners present or otherwise demonstrate their capabilities; for example, auto dealers can sponsor a ride‐and‐drive, or fuel suppliers can demonstrate the features of their fuel, etc.
Ask partners to invite their satisfied customers to make presentations or be interviewed during a live remote radio broadcast.
Invite partners to exhibit or develop and display posters featuring their accomplishments and expertise in the AFV industry. This option may be particularly effective for coalitions such as the Clean Cities Coalitions or other service‐oriented groups.
Offer tours of partners’ facilities. Use AFVs to transport participants to tour location(s).
Develop and distribute a “Who’s Who” contact list of AFV partners that identifies various partners’ capabilities and gives participants a way to follow up after the event.
Invite partners to participate as panel members or speakers for various presentations.
Invite partners AFV technicians to demonstrate a skill – a great event for recruiting future technicians or providing consumers with assurance of quality repair available for AFV vehicles.
Recruit and use a planning committee made up of interested individuals and organizations to help plan further events.
Arrange to have local governing entities declare a National AFV Day.
Encourage partners to promote the day within their own organizations' communications network.
Recruit key event personnel to participate in the Odyssey event.
Recognize partner participation in appropriate publicity and in event materials.
Provide end‐program recognition, thanks, plaques etc.
Have a follow‐up meeting with the planning committee and others to discuss the outcome and report results of your event.
Add committee and other key personnel to your organization’s database to share your other AFV related efforts in the future.
Section 4: Event Logistics
Overview: Event Logistics Items to consider after you identify the audience, format, and activities that meet the goals, purposes, and outcomes of National AFV Day Odyssey.
Will there be food and beverages?
What kind of facility do we need?
Where in the schedule will we solicit evaluations from participants?
What kind of safety issues do we need to consider?
What should our schedule be (i.e., timeline and order of the event)?
What program personnel – exhibitor, speakers, and guests – will be needed to conduct the event?
What kind of support and event staff will be needed to prepare, run, and close the event?
What equipment and materials will be needed at the event?
What other event considerations need to be planned for (i.e., ride‐and‐drives, decorations)?
What are the budgetary needs?
Will sponsorships for in‐kind or monetary contributions be solicited?
2014 Event Staff Planning Worksheet Site Name________________________________________________________
Number of Pre-Event Staff Needed:
Task Staff name or title
Recruiting Participants Direct Mail: Mailing list coordinator - (gathering,
data entry, sorting)
Mailing and labels Adapting Odyssey
brochure/postcard
Printing or photocopying Stuffing brochures Liaison with HQ Placing advertisements Web–updating information on local
site
Collecting pre-registration Fee collection Answering pre-registration questions Coordinating participant
handouts/materials -(agendas, participant list, name tags, giveaways, etc.)
Development of signage, decorations, etc.
Other:
Number of Event
Staff Needed: Task Staff name or title
Registration AV staff Parking attendants Shuttle drivers Food service Computer tech (Available) Set up of room booths
chairs/tables/other
Staff for booths/tables Staff for special items, i.e. ride-and-
drives, game booths.
General “errand runners” Site coordination Set up signage/lighting Who controls environment (lights,
temp)
Clean-up crew Information booth staff Decorations set up Media liaison Custodian Ticket taker Other:
Number of Post-
Event Staff Needed: Task Staff name or title
Thank-you notes (writing, copying, mailing)
Evaluation collection/reporting Paying bills Final accounting NAFTC Deliverables Media Follow-up Breakdown crew Shipping Storage Final Database of Registrants Other:
2014 Hospitality (food/beverage) Planning Worksheet Funds Who will pay for hospitality? ______________________________________________ Do you have a sponsor for food-service? __________________________________ Who? ________________________________________________________________ Establish a price per person for meals and breaks __________________________ Type of Hospitality Needed Refreshments: _______ AM reception/Greeting _______ PM reception:
If alcohol will be available: _______ open bar or _______ cash bar
Alcoholic beverages provided by ______________________________________ Alcoholic beverages served by________________________________________ Guidelines for handling underage attendees and alcohol related problems ________________________________________________________________
________________________________________________________________ Any permission or requirements (i.e., safety officer, license)? _______________
_______Morning Break _______price/person _______Afternoon Break _______price/person _______Other
Meals _______Breakfast : _____buffet _____served _____picnic style ______price/person _______Lunch: _____buffet _____served _____picnic style ______price/person _______Dinner: _____buffet _____served _____picnic style ______price/person _____Vendor booths (i.e., lemonade/hotdog etc.) _____Water/Casual food (hard candy)? -- (to be available all day at meeting tables) Menu/Food Selection Person responsible for selecting menu/food ________________________________ Special menus/food needed (i.e., vegetarian/low fat/diabetic)
________________________________________________________________
Caterers Who will provide food service? ____________________________________________ Who is contact person for food service? ___________________________________ Who will provide tables, etc., for serving food? ______________________________ _______ Decorations?
Who provides?
________________________________________________________________
Who selects?
________________________________________________________________
_______Skirting/tablecloths
Who provides?
________________________________________________________________
Who selects?
________________________________________________________________
Identify Catering Deadlines Date signed Catering Contract needs submitted (read carefully)
______________
Date caterer needs final headcount(s)
_____________________________________
Last date caterer will except changes to headcount
_________________________
Special Catering Policies or requests - (should also be noted in final contract)
________________________________________________________________
________________________________________________________________ Vendors Is food free to participants? ______________________
If not, do you get a percent of sales?_______________________________________ Do vendors have proper food service/health clearance? _____________________ Other Food Service Notes For individual refreshment items, such as sodas, it is best to purchases them by consumption rather than in bulk. Does catering service furnish signage for marking foods that contain ingredients that cause common allergic reactions e.g. peanuts? _________________________ Meals How will food be served? ________________________________________________ Who will serve food?
____________________________________________________
Who is responsible for cleaning up?
_______________________________________
Table/chair setup for dining (i.e., 8 round tables – 8 settings/table)
________________________________________________________________
Who sets up?
___________________________________________________________
Who provides?
__________________________________________________________
Who decides setup arrangement?
_________________________________________
Will there be a head table? _______________________________________________ Will there be a keynote speaker, announcer, invocation, etc.? ________________________________________________________________ If so, at what time during the meal? _______________________________________ Will a microphone or lectern be needed? ___________________________________
Will there be a charge for meals to participants?
____________________________
If so, will tickets be needed? __________________________________________ Who will collect tickets? ______________________________________________ Who will develop//procure tickets? ______________________________________ Location of food service (place/ rooms) Where will food be served? ______________________________________________ What times will food be served?
___________________________________________
If outdoors, what is the back-up plan for inclement weather?
________________________________________________________________
________________________________________________________________
Speaker Recruitment Points 1. Brainstorm potential speakers, exhibitors and other participants. 2. If possible, committee members with personal connections to the desired speaker, etc., should make
the initial contact (see # 4). 3. Write a follow‐up letter formally inviting the speaker, key exhibitor, etc., to the event (see Speaker
Follow‐up Letter Template.) 4. After securing them, ask speakers/guests to complete the Speaker Bio form or otherwise gather the
information from them. This information will be useful in writing introductions, press releases, and other program materials.
5. Points to consider for recruiters: a. Know the potential speaker’s connection to the AFV industry or their special expertise; be ready
to use this to explain why you are calling. For example, say, "I am calling you because you use many AFVs in your company" or "You are a great advocate of the environment."
b. Briefly explain Odyssey's purpose, philosophy, and approach to the potential speaker. Use information that makes sense to them. Use Philosophy and Goals and Objectives of National AFV Day Odyssey as your guide.
c. Explain that the NAFTC is the key sponsor and tell a little about the NAFTC. NAFTC information, such as the brochure will help here.
d. Explain why your organization is involved with Odyssey. Explain your local Odyssey event's connection to the national day’s objectives and what makes the local event unique.
e. Describe others who are participating, helping, or supporting the local event. f. Explain exactly what the potential participant’s role will be. g. Explain how the speaker’s participation will benefit him or her; emphasize benefits that are most
important to him or her (for example, reinforce position on environment, establish commitment to certain causes or organization, and obtain better exposure for their products or services to a wider audience).
h. If applicable, explain special considerations that might apply to him or her, such as floor space, time to set up, potential number of attendees that will see the exhibit, etc.
i. If potential speaker is a VIP or national‐level celebrity, you may have to seek a special recruiter using the same points above. i. Note that your organization may have specific recruitment procedures, especially when
inviting VIPs. Make sure to check because designated personnel may need to be involved in the process.
ii. Also, please check with NAFTC Headquarters for our input if inviting national‐level VIPs because we may need to be involved.
Speaker Bio Form
Name
Title
Organization
Phone
FAX
E‐mail
Address
Educational Background
Employment History
Significant Relevant Achievements
Honors
Other
Speaker Follow‐up Letter Template
Date SPEAKER NAME ADDESS 1 CITY, STATE ZIP Dear SPEAKER NAME: Thank you for agreeing to participate as a (KEYNOTE PRESENTER, PANELIST, EXHIBITOR, EMCEE, OR OTHER FEATURED GUEST) at our National Alternative Fuel Vehicle (AFV) Day Odyssey event. Our local Odyssey event will be one of many across the country that will help to build awareness and enthusiasm for alternative fuel and advanced technology vehicles. We want to showcase alternative transportation technologies and provide a pathway to energy independence. National AFV Day Odyssey is being coordinated by the National Alternative Fuels Training Consortium (NAFTC), headquartered at West Virginia University, in Morgantown, WV. The NAFTC strives to improve air quality and decrease our nation’s dependence on petroleum by promoting, supporting, and expanding the use of alternative fuel vehicles. Our organization, ORGANIZATION NAME, supports clean air initiatives, and we are excited to be part of this nationwide event. Your participation in our local National AFV Day Odyssey event reinforces the importance of alternative fuels to those within the industry and heightens the overall credibility of AFVs as a viable choice for consumers. DESCRIBE BRIEFLY WHAT YOU HOPE THE PERSON WILL BRING OR SAY OR DO. IF KNOWN, INDCATE TIME, PLACE, and LOCATION OF PERFORMANCE; WHO WILL MEET SPEAKER; ETC. Again, thank you for agreeing to be part of this exciting event. If you have any questions or concerns, please feel free to call me at YOUR NUMBER or e‐mail me at YOUR E‐MAIL. Sincerely, YOUR NAME, Site Coordinator for the LOCATION AFV Day Odyssey Event YOUR REGULAR TITLE
2014 Event Equipment/Participant Materials Worksheet
Name: _______________________ Organization: _______________________________________ Please complete only those that apply.
Number Needed
Item Needed Who Will Supply
(i.e., facility, your organization, rental, other)
Transportation/Hauling Equipment: Dollies Vans Trucks Forklift Other Audio Visual Equipment: Overhead Projection Unit-LC D Slide Projectors Screen(s) Extension Cords Electrical and Duct Tape Microphones VCR/DVD Television/Monitor Pointer Computers Computer Printer Flip Charts Markers, etc. PA/Speakers Tripods/Easel Other
Number Needed
Item Needed Who Will Supply
(i.e., facility, your organization, Rental, Other)
Special Educational/Display Fueling Station Auto/Demo Equipment (e.g. gas
analyzer)
Mobile Fueling Station Display only AFVs Ride and Drive AFVs Ride and Drive Route Ride and Drive Safety Cones Organization Booth/Table Content: NAFTC Booth/Table Content NAFTC Poster (required) Other Furnishings Tables (for participants, panel, etc.) Chairs Podiums Exhibit Tables Cloths Skirting for Tables Other Special Furnishings Portable Stage Stage Decorations Carpeting Tents Booths Booth Drapery Booth Chairs Gas Grill Portable Johns Refrigerator Portable Heaters Special Lighting (stage, spotlights,
tents)
Other
Number Needed
Item Needed Who Will Supply
(i.e., facility, your organization, Rental, Other)
Signage Directional Event Signs Exhibit Signs Registration Sign Ride and Drive Signs Passenger Loading Sign Routing Signs for Event Location Sponsorship Signs (required) NAFTC Signage Parking Signs Announcement Signs Large Agenda Poster Table Identifiers Dining Seating Sign Special Designated Areas (press,
hospitality)
Welcome Sign Other Decorations Other Trash Containers Phones Portable Generator Drinking Water Fire Extinguisher Other
Number Needed
Item Needed Who Will Supply
(i.e., facility, your organization, Rental, Other)
Materials for participants Agenda Name Tags Site Map Tickets
for_______________________
Evaluations Site Educational Materials
(describe):
Give-aways (describe):
Points to Consider when Selecting a Facility
As soon as possible, please reserve your facility and necessary equipment. Ideally, request that you can set up the afternoon before the event. To be able to conduct Odyssey, your facility must have or provide for these items: Room to seat or hold a targeted number of people (suggest a minimum of 100)
Restroom facilities
Space for exhibits or literature
Space for registration
Access to public phone
Parking (or transportation to and from parking)
If outside–shelter or tent for sun or rain
Tables and chairs for exhibitors, attendees, and other participants
Access to electricity ‐ check for correct voltage
Fire/safety equipment
AV and video equipment/system
ADA accessibility
Security
Adequate source of lighting (ability to control idea)
Adequate acoustics or sound control It is extremely important that the facility has:
a hotel nearby
an area to serve food
space for “ride‐and‐drives”
space for cars
space for special designated areas such as hospitality, press, and smoking It is good if the facility has:
Air conditioning/heating for tents
Easy access to tour your facility
Satellite/Internet access
Refueling/recharging station
On‐site kitchen facilities
Local Facilities Check Sheet
Facility Name:
Reserved in Whose Name:
Facility Contact Person:
Facility Contact E‐mail: Phone: Fax:
Facility Address:
Facility Ship or Deliver Address:
Facility Location (what is it near?):
1. The Facility has: (check all that apply)
Restroom Facilities
ADA Accessibility On‐site Parking Fire/Safety Equipment
Air Conditioning/Heating Kitchen/Food Preparation Area Access to Public Phone Security Janitorial Services Trash Containers
Indoor Area Only Outdoor Area Only Both Indoor and Outdoor Areas Insurance Carried by the Facility AV System
Satellite/Internet Access Tables and Chairs Skirting/Tablecloths, etc. Water Fountains
Sufficient Power
2. What general facilities/equipment needs to be added to the site (check all that apply)
Restroom Facility
AV Equipment
Extension cords, etc. Furniture: Tables Chairs
Janitorial Service Safety Equipment
Phone
Tents Power‐generating Equipment
Portable Heaters Refrigeration/Food Service Equipment
Drinking Water
Trash Containers Display Booth Drapes Skirting
Category and item(Add items as needed)
EstimatesCost/Value
Planning CommitteeTravelPhoneHospitality
AFV Odyssey Event HospitalityBreaksLunchDinnerIncidentals (Table Water/Candies)Linen/SkirtingTable Decorations
Special Cooking Equipment (Gas Grill/Barbecue Pits, etc.)
Special Services (i.e., Bartender)
FacilitiesRental GeneralMeeting Rooms
Deposits
Special (Custodian)
Security
Furniture Table/Chairs
Skirting
Phone/Internet AccessAV Equipment
2014 ODYSSEY BUDGET WORKSHEET(Fill in what is applicable to you - use your other check sheets as reference)
Describe Source Real Dollars In-kind
StagingTentsHeaters
TransportationParking Parking AttendantShuttle Service (Vehicle and Drivers)Van RentalDriversHauling Vans (for equipment, etc.)
EquipmentDollies/Carts
AV Equipment (nonfacility)
Computer
Special Program Equipment
AFV Vehicles
Fueling Station
Golf Carts
Event MaterialAttendee Printed Materials
Agenda
Participant List
Map of Booths/Layout
Folders
Name Badges
Signage
Banner
Ride & Drive Direction Signs
Booth Signs
NAFTC Poster (required)
Room Signs
Sponsorship Poster (s) (required)
Event Personnel Materials
Speaker Ribbons/ID
Staff Ribbons/ID
Staff T-shirts
Prizes/Awards Mementos
Educational Materials
NAFTC Brochures
NAFTC CAReport Newletter
Evaluation MaterialIncentive Prize (6 month Free AFV rental)
DecorationsTable Centerpieces (meal)Table Centerpieces for 1 Speakers Panel Table
Greenery on Stage
Exhibit/Special BoothsTables
Booths
Pipe and Drape
Table Skirting
Internet/Phone Access
Chairs
Exhibit Place Cards
Extra Support/Help
Program Personnel (Speakers, Entertainers, etc.)
Honorial
Travel
Accommodations
Fees
Thank-you Gifts
Special Needs
Event Staffing (Salaries)Registration
Errand RunnerWeb PersonAV StaffFood ServiceComputer TechSet-BreakdownCoordinatorSecretaryNTC Administration
Marketing (attendee recruitment) Registration
Ads, PrintAds TVAds RadioOther Ads (Billboard//Posters etc.)Announcement/Invitations BrochurePostcardsFollow-up/Confirmation Materials
Web Site Postage Mailing List Purchase Fee for Credit Card Phone Bank (Staff and Phone Expense)
Media Relations/DocumentationMedia PacketsBriefing AreaStaging/Poster Special SignageClipping ServiceCost of Copy of Tapes (from Broadcast)Site PhotographerSite VideographerSite InterviewerTranscriptionist
MiscellaneousShippingEvent InsuranceAdministrative Supplies
PhotocopyingPhones
1
2
3
4
5
6
7
8
9
10
1112
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
293031
32
33
34
35
A B C D E F G H I J
ODYSSEY BUDGET WORKSHEET 2014
ITEM (VENDOR) Quantity Price
Source 1: ______________________
Source 2: ___________________
Source 3: ___________________
Source 4: __________________
Source 5: ____________________
Source 6: ____________________
__ Total
expenses
Total value--real dollars plus in-kind donations by source
Total value of in-kind donations (as itemized below in gray)
Total real dollars available
Total real dollars budgeted as itemized below
PLANNING EXPENSES Travel Phone Hospitality
ODYSSEY EVENT HOSPITALITY Breaks Lunch Dinner Incidentals (table water/candies) Linen/skirting Table decorations Special equipment
FACILITIES Rental, general Rental, special (e.g. tent) Meeting rooms Deposits Special Staging Media briefing room
1
2
3
4
A B C D E F G H I J
ODYSSEY BUDGET WORKSHEET 2014
ITEM (VENDOR) Quantity Price
Source 1: ______________________
Source 2: ___________________
Source 3: ___________________
Source 4: __________________
Source 5: ____________________
Source 6: ____________________
__ Total
expenses
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
TRANSPORTATION Parking Parking attendant Van/shuttle rental
EQUIPMENT Audio/visual Dollies/carts Computer
EVENT MATERIAL Attendee handouts Agenda Participant list Map of booths Folders Name badges Evaluations for host
Signage Ride and Drive directional signs Booth signs Room signs Sponsor recognition signs NAFTC poster
Event host materials Speaker ribbons/ID Staff ribbons/ID
1
2
3
4
A B C D E F G H I J
ODYSSEY BUDGET WORKSHEET 2014
ITEM (VENDOR) Quantity Price
Source 1: ______________________
Source 2: ___________________
Source 3: ___________________
Source 4: __________________
Source 5: ____________________
Source 6: ____________________
__ Total
expenses
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
Prizes/Award mementos Plaques for high-level sponsors Certificates for mid-level sponsors Thank-you gift for keynote speaker Special event prizes for participants e.g. raffle prize, golf prizes
Educational materials Host's general brochures NAFTC brochures NAFTC CAReport Newsletter
EVALUATION MATERIALS
Incentive prize for return of evaluation
DECORATIONS Table centerpieces for meals Stage decorations (e.g. silk plants) Podium decorations (e.g. banner)
EXHIBIT/SPECIAL BOOTHS Tables Table skirting Chairs Pipe and drape Internet access at booth spaces Special items for NTC/NAFTC booth staffing give-away items local course information
1
2
3
4
A B C D E F G H I J
ODYSSEY BUDGET WORKSHEET 2014
ITEM (VENDOR) Quantity Price
Source 1: ______________________
Source 2: ___________________
Source 3: ___________________
Source 4: __________________
Source 5: ____________________
Source 6: ____________________
__ Total
expenses
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131
132
133
134
135
set of NAFTC course manuals CAReport Affiliate applications
PROGRAM PERSONNEL (speakers, entertainers, etc.) Honoraria for speakers Travel reimbursement for speakers Accommodations for speakers Thank-you gifts for speakers Fees
EVENT STAFFING Registration Errand runner Web master for local site A/V staff
Food service if separate from Hospitality Computer technician Set-up and break-down Coordinator Program assistant for coordinator NTC administrator
MARKETING/ADVERTISING Direct mail design & printing post cards to "save the date" design & printing registration brochure postage for post card
1
2
3
4
A B C D E F G H I J
ODYSSEY BUDGET WORKSHEET 2014
ITEM (VENDOR) Quantity Price
Source 1: ______________________
Source 2: ___________________
Source 3: ___________________
Source 4: __________________
Source 5: ____________________
Source 6: ____________________
__ Total
expenses
136
137
138
139
140
141
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
postage for registration brochure Newspaper advertisements Radio advertisements TV advertisements Website Phone bank for direct solicitation
MEDIA RELATIONS Media packets Clipping service Photographer Videographer
MISCELLANEOUS Shipping Event insurance Administrative supplies photocopying phone
Sponsorship Overview
Before starting any fundraising, please check with the administration of your organization for any particulars of collecting, accounting, and distributing donated funds, etc.
What is a sponsor? An entity that believes or supports the goals/objectives of National AFV Day Odyssey that can provide one or more of the following:
Unrestricted funds to use at the coordinator's discretion
Funds for a specified purpose
Donated services
Donated vehicles/facilities
Donated educational material
Other donated materials ‐‐ e.g., prizes for evaluation completion
Types of potential sponsors
Fuel providers
Civic organizations
Car dealerships
Educators
Local, federal, state, and municipal agencies
Environmental groups
TV and radio stations
How funds can be used
Unrestricted to use at the coordinator's discretion
Sponsor facilities
Sponsor a specific item (e.g., giveaways, tent rental, prize incentives, facilities)
Sponsor an activity (hospitality: lunch, reception, etc., game, or speaker expenses)
Supply a service that the company provides (e.g., limousine service provides drivers and vans for transportation; printing service provides mailing/postage; catering service supplies hospitality; newspaper supplies space for advertising)
Note: Sometimes a particular funding source (e.g., an agency) has restrictions on how funds can be used. Please check with your sponsor to clarify any such requirements.
What do sponsors receive?
Local recognition
Better exposure to increase sales, services, or products
Increased contacts and reputation in community
Generally, they may be: o Listed in program and/or on signage o Listed on local Web site o Given naming opportunities‐‐ e.g., the XYZ Car dealer lunch o Invited to attend event and special participation benefits
o Invited to introduce the main speaker o Offered free attendance to event and/or free exhibit/vehicle space o Given the opportunity to distribute product or program materials
Recruitment Points
Make personal contact
Be specific: o Have identified specific lists of needs (items, services, as well as dollars, etc.) that the
organizations can sponsor. o Have dollar levels of local sponsorship developed o Clearly state your procedure for “how to give.” o Demonstrate how host/coordinator and event itself are credible and worthy o State how sponsor will benefit generally (see “What do Sponsors receive?” above) and
specifically levels of giving
Be sure to formally thank them for any interest shown (even if not contributing)
Invite them to attend the event
Materials needed
Solicitation letter to follow up or to send prior to making personal contacts (It is a good idea to do these individually) (see General Sponsorship Letter in Section 5 of this notebook)
Include (briefly): o Description of overall reasons for and goals of the event o Who and how many the event will reach directly o Some specifics highlights of your particular event o What the event hopes to accomplish (outcomes/results) o Need and how the help is appreciated (this can be tailored to meet a specific request of a
certain sponsor) Examples: transportation service, free AFV lease for a year o How event sponsorship may help potential sponsor (again this may be tailored to specific
sponsor) o Others who are supporting (nationally or locally) o Information about how to select and make contributions (i.e., how to write the check) o Sponsorship levels and premiums: be specific. For examples, see Sponsorship Levels.
Please alter prices and/or package contents as you need.
Have sponsor return the sponsorship form and information about naming opportunities, specific needs, and how to select and make contributions
Final “Thank You” letter include: o What their specific contribution was o How contribution will help specifically, and recap general goal accomplishments for
program o What level of sponsorship they are o Recap a few of the benefits for their level and general benefits of contributing o Invite them to the event (if applicable remind them that they have free registrations
and/or invite them to come and pick up their award at the appreciation award presentation)
o Acknowledge if they have offered additional support (see additional support list)
o Explain that you have included event information, and request that they use them in their newsletter or Web site to help promote the event (and show how they are supporting it)
o Thank them again for their sponsorship
Your institution's sponsorship procedures and related forms (if any)
Note
Always publicly announce and thank the sponsor during the event as appropriate. Sponsors love to hear their name.
Credit NAFTC on materials
Sponsorship Letter Template
[Date]
[Name] [Company] [Address] [City], [State] [Zip Code] Dear [CONTACT]: We are writing to ask your help in spreading the news about a great opportunity‐ one that will benefit you and many others. National Alternative Fuel Vehicle (AFV) Day Odyssey is a biennial nationwide event coordinated by the National Alternative Fuels Training Consortium (NAFTC) at West Virginia University and dedicated to promoting the use of alternative fuel vehicles (AFVs) and advanced technology vehicles. Odyssey educates the country about ways to be free from dependence on foreign oil and motivates individuals to take steps toward energy independence. Thanks to continued support from the U.S. Department of Energy (DOE), including the Clean Cities Program, and at the request of the numerous individuals, partners, and sponsors who have participated in past Odyssey events, we are conducting the ten year anniversary installment of National AFV Day Odyssey on DATE. With thousands of participants across the nation, this will be the day that many Americans realize the importance of the alternative fuel industry. National AFV Day Odyssey has been an overwhelming success ever since it was instituted in 2002 by the NAFTC. Being an Odyssey sponsor has many benefits. Odyssey will provide your company with the opportunity to convey its message to new and diverse audiences. The return your company receives as a sponsor will be tremendous. Consider our most recent success. [In 2012, 152 sites hosted Odyssey events in the United States and Europe. Over 250,000 attendees took part in activities such as ride‐and‐drives, educational seminars, and AFV training workshops, while being provided with numerous networking opportunities. In addition, Odyssey’s message reached more than 200 million individuals through media coverage.] We know Odyssey works because it unites the country while putting AFVs on the roads. Many event attendees have said they purchased an alternative fuel vehicle after attending an Odyssey event. Clearly, we have consumers’ attention. National AFV Day Odyssey gives your company opportunities to make new sales and gain new customers, possibly for life. By supporting this nationwide event, your company will find itself in a win‐win situation. People are taking notice of the dire circumstances we find ourselves in, and they want to see who can help them make a difference. Your sponsorship will establish you as the company that gives back by providing real alternatives. Odyssey will not be successful without the commitment and participation of national sponsors and partners. To support a nationwide event of this magnitude, we need all who are concerned with the alternative fuel industry to get involved and show consumers how to make a difference. Please
consider providing funding for site support and coordination, nationwide promotion and publicity, recruitment, national initiatives, and the final report. By becoming a nationwide sponsor and leader in promoting the AFV industry, your company will appear in the [YEAR] Odyssey Executive Summary, which is distributed to Congress and many other locations. Furthermore, your company’s name will be listed on our Odyssey Web site, enhancing its image in the public eye, while building and strengthening your industry connections. We are excited about the continued opportunities a focused, well‐defined, national public awareness event offers for our industry. With your help, Odyssey [YEAR] will reach an even greater number of people, as together we will continue our efforts in educating consumers, policymakers, and students about cleaner choices in transportation. Enclosed you will find more detailed information about National AFV Day Odyssey and our [YEAR] sponsorship opportunities. The numerous sponsorship levels are designed to best benefit those supporting our cause. I feel certain you will recognize supporting Odyssey helps your company and enhances attainment of your business mission. We look forward to your tax‐deductible sponsorship. If I can be of any assistance, please feel free to contact me at XXX.XXX.XXXX. Again, thank you for your interest in Odyssey and helping to ensure the future of AFVs and advanced technology vehicles. Sincerely, [Your Name] [Your Title] Enclosures: [YEAR] National AFV Day Odyssey Sponsorship Forms
Sponsorship Form
Please check the appropriate box below.
Platinum Diamond Gold Silver Bronze Patron
Reminder: Please make your gift check payable to the YOUR ORGANIZATION and write “National AFV Day Odyssey” on the memo line. All funds will be used for Odyssey or Odyssey‐related activities. Your donation may be tax deductible to the extent that the law allows.
Mail to: YOUR NAME
YOUR ADDRESS
Phone : XXX.XXX.XXXX
Fax : XXX.XXX.XXXX
E‐mail : [email protected]
Organization/Representative
Name Title
Company/Organization
Address City State Zip
( ) ( )
Phone Fax E‐mail
Additional Support Opportunities
To enhance your participation and visibility as a major sponsor of National AFV Day Odyssey [YEAR], you have the option of taking advantage of the following opportunities. Please indicate your interests below by checking the appropriate boxes.
Provide Odyssey site with products and/or product information brochures
Provide Odyssey site with AFV educational materials
Promote Odyssey within your organization’s communication network – Web site, newsletter, etc.
Actively participate at a local site and/or encourage local representatives of your organization to participate in and/or support the Odyssey event
Sponsorship Opportunities Template
Sponsors will enjoy area wide recognition and the opportunity to put your product/product information into the hands of more than ATTENDEE NUMBER potential, under‐reached customers in multiple markets. Participating in this event will allow you to partner and network with other leaders committed to the alternative fuels and automotive industries. Your support will continue to be recognized long after the event is over in the widely distributed Odyssey Executive Summary.
Platinum Sponsorship ‐ $10,000 Opportunity to provide a keynote address at Odyssey Event Corporate logo prominently displayed at Odyssey Event Special corporate poster tailored with your company information and displayed at Odyssey Event Opportunity to display vehicles or product at Odyssey Event Membership on Odyssey Advisory Committee Listed in key media ads Opportunity to include promotional materials in tote bags to be handed out to participants at all site
locations Corporate logo with hyperlink listed on National AFV Day Odyssey Web site Plaque of appreciation and recognition at Odyssey Event Listing in Odyssey agenda Listing on Odyssey poster Included in selected publications including the Final Report distributed to Congress and others
Diamond Sponsorship ‐ $5,000 Opportunity to display vehicles or product at Odyssey Event Membership on Odyssey Advisory Committee Listed in key media ads Opportunity to include promotional materials in tote bags to be handed out to participants at all site
locations Corporate logo with hyperlink listed on National AFV Day Odyssey Web site Plaque of appreciation and recognition at Odyssey Event Listing in Odyssey agenda Listing on Odyssey poster Included in selected publications including the Final Report distributed to Congress and others
Gold Sponsorship ‐ $3,000 Opportunity to include promotional materials in tote bags to be handed out to participants at all site
locations Corporate logo with hyperlink listed on National AFV Day Odyssey Web site Plaque of appreciation and recognition at Odyssey Event Listing in Odyssey agenda Listing on Odyssey poster Included in selected publications including the Final Report distributed to Congress and others
Silver Sponsorship ‐ $2,000
Opportunity to place company materials at Odyssey site Corporate logo with hyperlink listed on National AFV Day Odyssey Web site Plaque of appreciation and recognition at Odyssey Event Listing in Odyssey agenda Listing on Odyssey poster Included in selected publications including the Final Report distributed to Congress and others
Bronze Sponsorship ‐ $1,000 Corporate logo with hyperlink listed on National AFV Day Odyssey Web site Plaque of appreciation and recognition at Odyssey Event Listing in Odyssey agenda Listing on Odyssey poster Included in selected publications including the Final Report distributed to Congress and others
Patron Sponsorship ‐ $500* Company/Organization logo with hyperlink listed on National AFV Day Odyssey Web site Plaque of appreciation and recognition at Odyssey Event Patron listing in Odyssey agenda Patron listing on Odyssey poster Included in selected publications including the Final Report distributed to Congress and others
*Patron Sponsor Requirements: Available to small businesses, organizations, and media partners only. o Work with Odyssey Site Coordinator to advertise and promote National AFV Day Odyssey by:
Adding Odyssey logo and link to Odyssey Web site from your Web site
Sending Odyssey email announcements/advertisements to your mailing list
Posting National AFV Day Odyssey date on your calendar(s), and,
Feature Odyssey in pre‐event or post‐event news article, and/or (2) Provide site coordinators with industry information that can be used for educational purposes at site, i.e., informational posters, DVDs, fuel examples, etc.
Promotional Sponsorship You may also choose to donate “in‐kind” promotional materials. In this case, your sponsor status will
depend on the value of the in‐kind donation. Examples of such “in‐kind” donations could be product samples, promotional gifts (bags, mugs, etc.), gift cards for giveaways.
Section 5: Marketing and Promotion
Overview: Marketing and Promotion
One of the most important aspects of hosting an Odyssey event is the marketing and promotion of the event to attract participants and attendees. An overall plan for marketing and promotion will allow your efforts to function much more efficiently.
First, it is important to understand your intended audience when promoting your event. Who is your event geared towards? Who will benefit most from your event? Detailed information on selecting your audience follows later in this chapter. In the meantime, here are some basics about your audience that you should consider when beginning a marketing and promotion campaign:
Know their demographics (age, gender, education)
Know what motivates them
Know what would prevent them from participating
Know who influences or controls their decisions to attend
Know what competes for their time
Know how they will benefit from the service or activity being provided
Know what tone/images would most appeal to them; i.e, o conservative/bright; details/simple; high tech/low tech
Know how they can be reached most effectively
Know when they need the information in order to participate in a timely fashion Also, you will want to make sure that you include all necessary information in marketing and promotional materials. Some information that you may want to include are:
Date
Time
Location
Sponsors
Hosting organizations
Directions
Keynote speakers
Main events/displays
Benefits of attending Make sure that you proofread all of your marketing and promotions material. There is nothing more upsetting than opening up your local newspaper to see the ad that you carefully placed and realizing that it includes a typo, or incorrect information.
Audience List One of the most important aspects of hosting an Odyssey event is the Marketing and Promotion of the event to attract participants and attendees. An overall plan for marketing and promotion will allow your efforts to function much more efficiently. First, it is important to understand your intended audience when promoting your event. Who is your event geared towards? Who will benefit most from your event? Here are some basics about your audience that you should consider when beginning a marketing and promotion campaign: Know their demographics (age, gender, education) Know what motivates them Know what would prevent them from participating Know who influences or controls their decisions to attend Know what competes for their time Know how they will benefit from the service or activity being provided
Next, you will want to consider which marketing methods will be most effective in reaching them. Armed with this information, you can formulate a plan for purchasing advertisements, social media and/or a mailing campaign.
Know what tone/images would most appeal to them; i.e, conservative/bright; details/simple; high tech/low tech
Know how they can be reached most effectively
Know when they need the information in order to participate in a timely fashion
Timeline Template Finally, you will want to develop a timeline to ensure that your marketing and promotions efforts stay on track. Advertisement development may take several weeks, and a social media campaign should begin several months in advance of your event. Below, you will find a Timeline Template that you may want to use in planning your marketing and promotion plan. Feel free to make changes to suit your needs and budget.
TIME ACTIVITIES
6 months before event
Identify your target audience. Create marketing and promotion plan. Create social media accounts/website. Develop a plan to update social media/website frequently.
5 months before event Contact companies with non‐traditional advertisement products. Update social media accounts/website.
4 months before event Contact sign companies or other vendors about production of any signage or promotional items that you might need for your event Update social media accounts/website.
3 months before event Meet with graphic designer, sign companies or other vendors to design your signage or promotional items. Update social media accounts/website.
2 months before event Order signage and promotional items. Research advertisement requirements with local media outlets. Contact advertising representatives. Submit your event to all public event calendars. Update social media accounts/website.
1 month before event Install signage. Work with graphic designer or advertising representative to create ads. Send out e‐blast or direct mail piece inviting people to attend your event. Update social media accounts/website.
3 weeks before event Place order for advertisements. Send out follow‐up e‐blast or direct mail piece inviting people to attend your event. Update social media accounts/website.
2 weeks before event Send out follow‐up e‐blast or direct mail piece inviting people to attend your event. Update social media accounts/website.
1 week before event Send out follow‐up e‐blast or direct mail piece inviting people to attend your event. Update social media accounts/website.
Day of event Update social media accounts/website. Set up a media relations area of your event to greet media and conduct interviews.
Day after event Send out press release of event highlights to media outlets. Update social media and/or websites to show event highlights, thank participants and invite people to your next Odyssey event.
Advertisements
Creating Ads
There will be several advertisement templates available for use in the Coordinator’s Corner on the Odyssey
website. However, you will need to work with your advertising representatives to ensure that your submitted
ads meet the publication criteria for their newspaper, magazine, radio station, etc. You should receive a proof
of your ad before it beginning running. Make sure to thoroughly check it for accuracy, grammar, spelling and
readability.
Non ‐traditional Ads
You may also want to pursue some non‐traditional advertising options. Examples are listed below:
1. Billboards 2. Lawn signs 3. Signs in business windows 4. Cable community announcement board 5. Ad in local event programs ‐ sports, plays, etc. 6. Movie theater ads 7. Billboards 8. Use "Want Ad" section to place a small ad for your Odyssey event
Social Media A relatively new media opportunity for Odyssey site coordinators to use to help promote their events is social media. While traditional forms of communication still have merit in engaging your potential audience and generating interest in community events like Odyssey, social media has become the new media of choice for many young people, particularly those who are tech savvy—just the type of individuals who will be interested in learning more about alternative fuel vehicles. Social media has several advantages over traditional media:
It is less expensive, free in most cases
It is very interactive—you can receive immediate feedback from your efforts
It is easy to update and offers an opportunity to modify your message on a weekly, daily or even an hourly basis
Social media works well with web sites and new smart phone technologies
It is becoming another source for traditional media to generate/find story ideas
Social media also has some disadvantages:
It must be updated OFTEN
It must be interactive
Interactivity must be monitored
It does not appeal to as broad a demographic as most mass media Social media is considered a valuable asset to have as part of the Site Coordinator’s toolbox. Specifically, with the smart use of Social Media Networks such as Facebook, Twitter, and some blogs, you have the unique opportunity to take your message straight to the public and ultimately influence the voice of your city, your county, your state or even the nation depending upon how you position your social media. Social Media, a few definitions: A social network is a social structure made of individuals (or organizations) called "nodes," which are tied by one or more specific types of interdependency, such as friendship, kinship, common interest, financial exchange, etc. Similarly, a social network service focuses on building and reflecting of social networks or social relations among people, e.g., who share interests and/or activities. A social network service essentially consists of a representation of each user (often a profile), his/her social links, and a variety of additional services. Most social network services are web based and provide means for users to interact over the internet, such as e‐mail and instant messaging. Although online community services are sometimes considered as a social network service in a broader sense, social network service usually means an individual‐centered service whereas online community services are group‐centered. Social networking sites allow users to share ideas, activities, events, and interests within their individual networks. Let’s look at some of these network services individually and see how they can be used to promote your AFV Day Odyssey event.
Facebook©:
Before it opened to all users above the age of 13‐years‐old in the Fall of 2006, Facebook served as a social networking engine at Harvard, Stanford, Columbia, and Yale Universities and other colleges. Designed as a tool for students to get to know other students, share ideas, respond to study inquiries, etc., Facebook is now used by people the world over to share information about themselves, their beliefs, events, and more. Facebook is a quick, easy, and free way to spread the word about your project. Users can create profiles with photos, lists of personal interests, likes, and contact information. Communicating with friends and other users can be done through private or public messages or a chat feature. Users can also create and join interest groups and “like pages.” A “like page” is a way for users to endorse specific sites and opportunities. It is how social media users vote in the social media realm. To make a “like page” for your AFV Day Odyssey Event, you must first join Facebook. If you have a valid email address, you are already half way there. Visit www.facebook.com and click on “Create a Page”, as you see at the bottom of the screenshot shown above.
Once you have clicked “Create a Page”, you will be directed to a page containing this information:
You may have another category to list your project under but “Technology Product/Service” seems to best fit the AFV Day Odyssey Events. Choose an appropriate title (e.g. SITE NAME AFV Day Odyssey Event YEAR) and you are set to go. By checking the box, and identifying yourself as the official representative of said project, you will be named an administrator for the page. From here, simply set up your page. Upload a profile photo (perhaps your logo), write‐in some information, and start spreading the word. You can gain users by suggesting this page to friends, if you’re an established Facebook user, or by purchasing a banner ad through Facebook. For those who are not already members of Facebook, you can e‐mail invitations to people to join and/or visit your page. Also, be sure to include a “Find us on Facebook” note in any other advertising media you use! Facebook allows you to download their badge for placement on your site. It is very important to keep your site up‐to‐date with the latest on your project. You can use Facebook to announce events and send out invitations, have group discussions, release information, and more. It is a very powerful P.R. tool!
Here are some screen grabs of a hydrogen vehicle “like page” on Facebook to show what can be accomplished:
Be sure to include photos from your events, links to articles published on your project, answers to commonly asked questions; and with a Blackberry, you can even send real time updates to your Facebook status as with the “DC Visit” note below. Uploading photos and videos is very straightforward. In the screenshot above, the arrow is pointing to several icons next to the word “Attach”. The first icon allows you to post a link to your home page or “wall”; the next a photo, an event, and finally, a video. This is a quick and easy way to exhibit new things. In the “DC Visit” note below, you can see that Jason has written text about their trip and attached a link to an article about the bus that was published on http://fastlane.dot.gov. Simply type your text in the “What’s on your mind?” box that is provided. Click the icon for your attachment type. Paste and/or upload the attachment then click “Share”. Additionally, if you have a series of photos you’d like to add, say from a weekend‐long event, go to the “Photos” tab at the top of the page and then click “Create New Album”. Enter your event title, any pertinent details, allowances, then upload your photos.
Facebook has recently started a new service for “like page” administrators. Each week, they send out an email containing page activity stats, like this one:
Hi Rebecca, Here is this week's summary for the Facebook Page: The Hydrogen Hybrid Bus +1 Fans this week (165 total Fans) 0 Wall Posts, Comments, and Likes this week (3 last week) 154 visits to your page this week (122 visits last week) Update your Fans: http://www.facebook.com/n/?pages%2FThe‐Hydrogen‐Hybrid‐Bus%2F112865815428&v=wall&mid=252623bG229f5ff5Gab77ca7G66&n_m=becca0327%40sc.rr.com Visit your Insights Page: http://www.facebook.com/n/?business%2Finsights%2F&pages&i=112865815428&mid=252623bG229f5ff5Gab77ca7G66&n_m=becca0327%40sc.rr.com Get more Fans with Facebook Ads: http://www.facebook.com/n/?ads%2Fcreate%2F&src=pg_edit&fbid=112865815428&mid=252623bG229f5ff5Gab77ca7G66&n_m=becca0327%40sc.rr.com
You can quickly see how many fans you’ve gained or lost, how much interaction you’ve had with your audience, and how many people have visited your page in the past week. Additionally, you have the option to send a note to your fans, see a full listing of stats, and purchase a banner ad. To send a Note, click the “Note” tab at the top of your wall page. Write your title and text as you would any press release or article, tag related persons, and then select a group to whom you will send the note. Facebook is a wonderful tool to reach the Generation X‐Z crowd and is easily updatable from the nearest computer or cell phone. It’s such a visually rich program that you can really get your message out in words and photos and get your target market excited about your project. Additionally, with wall posts, discussions, notes, and messages*, you’ll be able to interact directly with your audience, answer questions, and spread the
word without having to use a traditional medium that may take hours, days, or even weeks to update, correct, encourage, and respond. *1. Wall post: Any note, photo, video, link, etc. that you post directly to your wall
using the directions on page 4. 2. Discussions: By clicking on the “Discussions” tab at the top of your wall
page, you can post a discussion topic or question to your fans. Fans can then reply directly and have a sort of on‐line conference with yourself and other enthusiasts.
3. Notes: See the paragraph above. 4. Messages: Administrators have the option to privately message, or email, Fans
with responses to questions, inquiries, etc. Facebook can also be linked with Twitter, the newest of the social network services. Assuming you have established a Twitter profile (see below), to link Facebook and Twitter together, go on Facebook under Applications and search for the “Twitter Tab”. Using this application will add another tab to the top of your wall page, next to Info, Notes, Discussions, etc. This application will copy your profile settings, including theme and color, directly from Twitter and apply it to your news stream. From here on out, anything you tweet will be featured on your Twitter Tab. Twitter©: Developed in 2006, Twitter took AOL’s original Instant Messaging to a whole new level. Based on SMS (short message service) texts on cell phones, Twitter users are able to update their followers (those people who subscribe to their updates) at any time, from anywhere. Limited to 140 character‐length posts called tweets, Twitter has gained enormous popularity since the beginning of 2009. You must create a profile to use Twitter, like this one:
Automoblog, a car enthusiast’s profile, tweeted a story about Toyota’s new hydrogen car project, as you can see in the screenshot above. You can also see that the name of the user is actually Automoblog.net, they’re located in North Carolina, and they’re web site is located at http://www.automoblog.net. It is very easy to become a follower of Automoblog’s tweets, as you can see on the upper part of the screenshot. The interested party simply has to click on “Let me in”. Tweets can be received via email or cell phone, and they can be tied into one’s Facebook page as well. You can use it, like Automoblog has done above, to direct people to your web site for new information, or you can use it to simply tell people what’s going on at any given time. As an example, say you break the land speed record with your advanced electric drive vehicle. You could log‐on to Twitter via your cell phone’s SMS service or the nearest laptop and type in, “Andy Green eat my dust! Advanced electric drive vehicle, 764mph!” And just like that, everyone who follows your profile and/or Twitter in general, has received the first news that your vehicle has broken the land speed record. This is also particularly helpful since many news agencies now follow Twitter in order to stay on top of World events! Twitter is the ultimate tool for front line reporting. Like Facebook, you will have a photo associated with your profile and as mentioned previously, the photo or logo you have on Facebook and on your print advertisements, should be the same one you have on Twitter. There is a lot of information out there, and the more opportunities you have to tie your information together with a similar look and sound (consistent messaging), the better. There is less of a chance for people to confuse you with another project if everything you publish looks the same…that includes the color, tone, and vision. In addition to following your project tweets via cell phone and email, the general public, if they happen to find your “Find us on Twitter” note from another source, can do a search for your project using your username with the ampersand symbol before it. For example, if your Twitter name is _______ AFV Odyssey Event YEAR, folks can go to www.twitter.com type in @_______ AFV Odyssey Event YEAR in the search box and find your profile. One can also do a topical search such as the one shown below for “hydrogen vehicle”:
As with Facebook, a Twitter user can restrict his/her information only to those people who are followers, or a user can open their profile and tweets up to the general populace for perusal. Since your goal is to gain as much interest as possible in your AFV Day Odyssey event, make sure your privacy settings are set appropriately! As a default, Twitter almost always makes the information you provide public. To set your privacy settings, and therefore control what is made public and what is not, visit your Twitter Account page and click “Settings”. As a corporation seeking fans, being public is a good thing, but keep in mind that everything you post and publish is broadly and instantly disseminated; is searchable by many search engines; and is immediately delivered via SMS and API’s to a wide range of users and services.. (Web)Blogs: Although not a social network like Facebook or Twitter, blogs can be used to reach a wide variety of people who have shared interests, and the author of the blog can receive direct feedback from his/her readers; so in many ways, the direct marketing avenue is still there. Wikipedia defines a blog as:
A blog (a contraction of the term "web log") is a type of website, usually maintained by an individual with regular entries of commentary, descriptions of events, or other material such as graphics or video. Entries are commonly displayed in reverse‐chronological order. "Blog" can also be used as a verb, meaning to maintain or add content to a blog. Many blogs provide commentary or news on a particular subject; others function as more personal online diaries. A typical blog combines text, images, and links to other blogs, Web pages, and other media related to its topic.
Blogs are useful for filling in your audience about what to expect during your AFV Day Odyssey Event. Whereas Facebook and Twitter are up to the minute, real time, instant feedback media for news headlines (a ticker tape, if you will); a blog gives its reader the full story. There are many, many different blogs out there today; everything from cooking to crafts to the war in Afghanistan to advanced electric drive vehicles. The key
is, again, to keep a consistent look and message and direct your users to your blog via Facebook and Twitter (and to reference them to Facebook and Twitter via your blog). Here’s an example:
Always tie each of your media together! Obviously, you cannot put these icons in everything you do, but if your print ads or published articles direct users to your web site, then your web site should direct them to your blog, to Facebook, to Twitter, and so on. Let’s take a look at an Advanced Electric Vehicle Blog…
You can see from this posting, there are multiple entries from multiple authors. If your project is being overseen by a team and each member has a different aspect of the project that he/she is capable of expounding better than another, there’s a benefit to blogging in that you can create a variety of authors for the same blog/webzine (on‐line magazine). Do not forget to post photos and videos too…not just text! Readers are much more likely to keep reading if they have something interesting to look at in addition to simple written information and data. Similarly, you can use your event blog as a place to sell sponsorships or t‐shirts or event related memorabilia. Note the blogs below.
In conclusion, social media is an excellent avenue to reach your peers, colleagues, and most importantly the public to get them excited about your AFV Day Odyssey project. Follow a few simple guidelines, and you will not fail:
1. Keep your message and look consistent (this includes any other advertising you may be doing: print, radio, broadcast TV, etc.)
2. With social media especially, keep the news fresh…they call it news for a reason. If it is more than a few days old on the Internet, you are missing out. Whether you have a big story or not, let your followers know you are still out there, getting ready and excited about your event. Update the postings and information regularly.
3. Respond to feedback received and remember social media is, above all else, interactive. 4. Have fun with it!
E‐blasts and Direct Mail
Design Tips Use Odyssey colors and graphic guidelines for font choice, etc. Keep message simple by using bullets and headers Keep card or email visually uncluttered; group similar messages Leave white space to break up text Use complementary colors or various shades of grey and different font sizes to create contrast and
visual appeal Use easy‐to‐read font such as Times New Roman or Arial Use standard sizes for postcard or brochure To get letter rate, stay between 5 inches and 11 1/2 inches in length and between 3‐1/2 inches and 6‐
1/2 inches in height To get flat rate, stay between 11‐1/2 inches and 15 inches length and between 6‐1/8 inches and 12
inches in height (Self‐mailers) On address side, adhere to U.S. Postal Service mailing guideline and address space Check U.S. Postal regulations for other mailing tips; see www.usps.com
Note: Because bulk mail takes significant time to reach recipient, send materials first class Save‐the‐Date Postcard – include the following: National AFV Day Odyssey graphics and tag line Date and times of local event Teasers to attract your audience Local contact information and/or local Web address National Odyssey Web site address: http://www.afvdayodyssey.org Location of local event Local and national sponsors/partners Local organizers: Clean Cities and/or NTC institution Note NAFTC as national coordinator and include NAFTC logo (small)
Media Relations
Developing Media Relationships
Identify and select key media outlets that will appeal to chosen audience. Identify key reporter who has an area of responsibility for automotive, science, or environment (use
Web site of media or review editorial information found in newspaper to identify this person). Make personal contact (phone call is best). Briefly introduce yourself and explain the purpose of
Odyssey. Have points ready that show how the event relates to reporter’s “beat,” or area of interest; share pertinent issues.
Invite the reporter to your event; explain that you will be sending follow‐up material or information and make sure your event gets on their calendar.
Contact the reporter early (Special features or sections often schedule articles a month in advance). Make sure you follow up and deliver whatever information or action was promised.
Tips for Working with Reporters Always be honest. Be willing to show that you recognize the important role they play in your community. Be accountable; make sure your information is accurate and have permanent facts ready. Be reliable; deliver what you promise.
First Meeting First meeting should establish who you are and what you represent. Provide or follow up with contact information and some resources. Save pitch for later but be prepared to respond should reporter ask for story ideas.
Pitching a Story Be ready to share why you believe your Odyssey event is news, i.e., driving more of these vehicles will
positively impact energy security, energy efficiency, and the environment. The event is positioned to let people discover the benefits of ownership, dispel myths, try out the vehicles and ask questions!
Explain why audience will care (i.e., your city is in a non‐attainment area and needs to reduce air pollution; offer statistics; explain that driving alternative fuel vehicles is one solution to improving air quality).
Covering the Event Invite media to cover event. Have press packet available at event. Send media alert to inform reporter of possible key speakers, etc.
Section 6: Feedback
Overview Feedback Timeline Before Event: Secure digital camera and/or video camera capable of shooting 300 dpi photos. Make sure that you have all necessary equipment to store and upload photos. During Event: Take extensive photos for your own use and to send to NAFTC for inclusion in the Executive Summary.
IMPORTANT: The information you supply on this form will be used in the National AFV Day Executive Summary, which is distributed to all Odyssey hosts, officials in the Department of Energy and members of congress.
Please make sure that your logos and photos are of high quality and meet the desired specifications. Additionally, your photos and summary should highlight the best aspects of your event. If you have any questions, please call us at 304‐293‐7882. We will be happy to help you.
Some potential photo ideas include:
Unique vehicle displays
High profile speakers
Cutting edge technology
Odyssey signage
Event attendees, including large crowds
Interactive demonstrations After Event: Collect links to online news coverage and/scanned copies (300 dpi) of print articles. Collect scanned copies (300 dpi) or electronic files of all marketing and promotions materials. Complete Odyssey Host Survey, which is available online through the Coordinator’s Corner of the Odyssey website. IMPORTANT: All Odyssey Host Surveys are due by
4:00 PM, Wednesday, December 31, 2012. Odyssey Host Survey Before completing this survey, gather electronic versions of the following:
All Host, Sponsor and Partner logos
100 word description of your event
6 high resolution (300 dpi) photos of the event. o Files named as follows:
State abbreviation – Host Organization(s) – Subject Example: WV – NAFTC – Event Attendees viewing Chevy Volt
List of event participants
List of media outlets which were sent advertisements, press releases or other media alerts concerning Odyssey.
Links to online news coverage, including websites, print newspapers websites, TV news websites or scanned copies (300 dpi) of articles.
Scanned copies (300 dpi) or electronic files of all marketing and promotions materials. Once this information is collected, it should only take 10‐ 15 minutes to complete the Odyssey Host Survey.
Attendee Survey
Event Location: __________________________________________________ Profession: Elected Official Governmental Agency Educational Professional Healthcare Professional Environmental Org. Rep. Fleet Manager Automotive Technician
Auto Manufacturer Auto Dealer Student Consumer Other: _______________________
Have you or a household member ever personally owned an alternative fuel or advanced electric drive vehicles? Yes No Did this event create changes in… … your interest in owning an AFV or AED vehicle. Yes No … Your confidence in using AFV or AED vehicles Yes No … Your enthusiasm for supporting AFV or AED vehicles Yes No Would you include AFV or AED vehicles in test drives before making an automobile purchase? Before today: Yes No After today: Yes No Would you consider purchasing an AFV or AED vehicle for personal use?
Before today: Yes No After today: Yes No Will your support expanding the availability of local alternative fuel vehicle options?
Before today: Yes No After today: Yes No At this event did you learn anything about:
Where to purchase AFV or AED vehicles in your area. Types of AFV or AED vehicles available in your area. What types of alternative fuels are available in your area. Governmental incentives for purchasing AFV or AED vehicles. How AFV or AED vehicles can save money in operational costs. How AFV or AED vehicles can reduce air pollution. How using AFV or AED vehicles can reduce our dependence on foreign oil. Benefits of various AFV or AED vehicles.
Safety factors in operating AFV or AED vehicles. Where to receive training in AFV or AED automotive technologies.
How did you learn about National AFV Day Odyssey? Please check all that apply. Local Event Website National Website Postcard Radio Newspaper TV Social Media
(facebook, twitter, etc.) Industry Newsletter Presentation at Meeting Invitation to Present Email Poster or Sign
Comments: _____________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________
Thank you for attending today’s event. For more information about National AFV Day Odyssey, visit www.afvdayodyssey.org.
Host Survey
1. Host Organization(s)
2. Contact Name(s)
3. Event Location Name (Business Name, School Name, etc.)
4. Event Date:
5. Sponsors/Partners
6. Participating Organizations:
7. 100 Word Site Summary:
8. Host Organization(s), Sponsor and Partner Logos
9. Six Photos of Event
10. Please list of media outlets which were sent advertisements, press releases or other
media alerts concerning Odyssey.
11. Please insert links to online news coverage, including websites, print newspapers
websites, TV news websites or scanned copies of articles.
12. Please email scanned copies or electronic files of all marketing and promotions materials.